This article explains how to create workspaces and assign members to them. Workspaces serve to separate entities in the system. These entities include tests, training courses, users, user groups, and question categories.

Workspaces are typically used by organizations that need to divide department-specific tests and training courses but also have globally accessible tests.

Example 1 – An organization with multiple departments. The HR department workspace can have onboarding training, job-satisfaction survey, and similar, and the IT department workspace can have tests related to development procedures, but both can have access to the cyber security test that needs to be done by everyone in the organization.

Example 2 – A testing center that works with numerous organizations, each with their own branding and tests.

Creating a new workspace #

To divide users into different workspaces, you need to create them first. To do so:

1. Navigate to the Workspaces option in the side menu, then select Manage workspaces.
   
2. Click the Create new button.
   
3. Enter the name of the workspace.
4. Enter the workspace description (optional).
5. Click the Save button to save the changes.
   

User organization #

There are two ways to organize users in workspaces:

1. Directly assign user accounts to the desired workspace.
2. Grant users access to the workspace based on their role.

Direct assignment of user accounts to the desired workspace #

The following options are available for local workspace members:

1. Assign – Assign new members to the workspace.
2. Remove selected – Remove selected members from the workspace.

To assign local members, do the following:

1. Click the Assign button.
2. Choose the Workspace role. The role will be assigned to the selected users in the workspace. The role will grant them permissions uniquely for the entities in the selected workspace.
3. Click on the Save button to save the changes.
4. Click on the Cancel button to discard the changes.

Grant users access to the workspace based on their role #

Simplified, these would be the steps:

1. Create workspace roles
2. Create workspaces
3. Map global and workspace roles so all users with the selected roles are directly assigned to the desired workspaces.
4. Brand each workspace separately.
5. Organize tests, training courses, etc., at the workspace level.

Creating global roles #

The first step of the workspace organization is to create global roles for different workspace roles. In this step, you should define permissions that the workspace role should have globally.

In this example, it will be explained how to create an admin role first. When creating a role, you should only enable permissions that you want to allow to the role globally.

For the workspace admin role, we suggest enabling the permissions shown in the picture below:

Creating workspace roles #

Workspace roles permit users to access workspace entities such as tests, question pools, question categories, training courses, users, and user groups. These roles are related uniquely to workspaces. Only users with workspace membership can be assigned workspace roles.

To create a workspace role:

1. Navigate to the Workspaces section in the main menu, then select Manage workspace roles.
   
2. Click the Create new button.
   
3. Enter a role name.
4. Choose the desired permissions. In this example, for the workspace admin role, all permissions are selected.
   
5. Click the Save button.
   

Mapping global and workspace roles #

Once you have created all desired roles, you can map them on the workspace level. To do so:

1. Navigate to the Workspaces option in the side menu, then select Manage workspaces.
   
2. Click the pencil icon for the desired workspace to which you want to add users.
   
3. Navigate to the Workspace members tab.
4. Click the Assign button.
   
5. Select the desired global role which you want to map to the workspace role.
6. Select the desired workspace role to which you will map the global role.
7. Click the Save button.
   

In this way, all users who have the Dev_Admin role will become members of the workspace with the Dev_Admin workspace role. For this specific role and example, this means these users will have all permissions to manage everything within their workspace.

Workspace editing #

To edit the desired workspace:

1. Navigate to the Workspaces option in the side menu, then select Manage workspaces.
   
2. Click the pencil icon for the desired workspace to which you want to add users.
   

Once you select a workspace, you will be redirected to the Information tab, where you can view and change the workspace settings:

1. ID – A unique value generated automatically once the workspace is created that can be used to access the workspace with a URL.
2. Name – The name of a workspace that can be changed at any time.
3. Description – An optional field where additional information can be added.
4. Created by – This field displays the workspace creator’s username. By clicking the username, you will see information about the user.
5. Creation date – This field displays the date when the workspace was created.
6. Updated by – This field displays the username of the user who updated the workspace. By clicking the username, you will see information about the user.
7. Update time – This field displays the date when the workspace was updated.
8. Logo – Click the Add logo button to change the default application logo, and members will see that logo when setting that workspace as current.
9. Favicon – Click the Add favicon button to change the default application favicon, and members will see that logo when setting that workspace as current.

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Workspace members #

Manage workspace members by navigating to the Workspace managers tab. Define a membership rule where all users with the specified role are automatically mapped as workspace members. Remove said membership to remove users from the workspace.

This page offers the following options:

1. Assign – Assign users to a workspace.
2. Remove – By removing a membership, you are removing users with the specified role from the workspace. Members can be removed at any time.

Workspace users #

Under the Users tab, you can view the list of all workspace members, both locally assigned and inherited. The inherited members are automatically assigned to a workspace when a membership linked to their role is created, while the local members are assigned individually from the list of all users. Remove the workspace membership to remove the inherited members. To remove the local members, open the local workspace members table and select the members you wish to remove.

The table of workspace users can be filtered to display the following:

1. All users with access – Display all members of the workspace.
2. Local workspace members – Display all locally assigned members and actions for their management.

Adding training courses, surveys, or tests to a workspace #

A workspace can be assigned to training courses, surveys, or tests. These entities are visible and accessible only to the managers and members of the chosen workspace. To add a workspace to the desired training course, survey, or test select it from the Workspace section found in the Information tab of the desired entity. These entities can be reassigned to a different workspace at any time. Available workspaces depend on the user’s permissions.

If the user has the global Create test permission, all workspaces will be available, no matter if the user is not a member of all workspaces. If the user has the workspace Create test permission, only the workspaces with this permission will be available.