User Guide

  Written by The Jahia Team
 
Marketers
   Estimated reading time:

Introduction

What Is Jahia Workspace Factory 3.0?

Built on Jahia's acclaimed core content platform, Digital Factory, Workspace Factory 3.0's feature scope has been designed to simplify everyday life for digital teams. Collaboration, document sharing and editing, and content publication is efficient - and happens without the burden of learning a complex enterprise content management (ECM) solution.

Who Is This Guide Intended For?

Maybe you are using Workspace Factory 3.0 for the first time and you would like to take a quick look at the tool's features? Or maybe you are looking for reference documentation for a particular functionality? Either way, this guide has been designed for you.

Whether you are simply a collaborator, or have special permissions (editing or validating documents, managing one or more spaces), this guide will show you how to use Workspace Factory 3.0 to carry out the tasks you need, in a simple and efficient way. It is designed mainly for those who use Workspace Factory 3.0 to work in teams within its Workspaces (also simply known as "spaces") on a daily basis.

If you are a technical administrator, you should be aware that general administration of the Workspace Factory 3.0 server is not covered in this guide, but is addressed in the Workspace Factory 3.0 Server Administration Guide.

How Can I Get the Most out of This Guide?

This guide was designed to make your life simpler when using Workspace Factory 3.0, by systematically adopting the user's point of view.

In the first chapter, "Straight to the Point", we have gathered the functionalities of the modules that are most likely to be used on a daily basis. This section will allow you to discover Workspace Factory 3.0 quickly without being overwhelmed by its many possibilities.

For each feature, a clear description is given, illustrated with screenshots, matching the permissions of a standard user with the "Collaborator" role.

Then, if relevant, we give more details concerning the "Editor" and "Editor and Validator" roles. Roles are cumulative. An "Owner" has extended rights compared to an "Editor and Validator", who has extended rights compared to an "Editor", who has extended rights compared to a "Collaborator".

Actions restricted to an "Editor" or "Editor and Validator" role are marked as such in their section title. Specific features of the "Owner" role are covered in the "Workspace Settings" chapter._This way, if you take on either of these roles, you can access all the relevant possibilities very simply.

In the second chapter, "Additional Modules", we introduce optional modules, which are less frequently used and can be enabled or disabled by the Owner of the space.

Finally, the third chapter, "Workspace Settings and Configuration", is exclusively designed for users with the "Owner" role. These functionalities are not accessible to other roles in Workspace Factory 3.0.

We have listened to the users of our products. Throughout this documentation, we will interrupt the sequential presentation of the functionalities with short sections about:

  • the questions that you may ask yourself. These sections are marked with a "question mark" icon;
  • some practical advice allowing you to make the best possible use of a functionality. These sections are marked with a "light bulb" icon;
  • relevant information, marked with an "information" icon;
  • warnings about functionalities to be used with caution. They are marked with a "triangle" icon;
  • information related to special permissions for a given feature, marked with a "lock" icon and italic font style.

What Can I Do with Workspace Factory 3.0?

Overview

Workspace Factory 3.0 gives you instant access to new-generation collaboration spaces that use the best of social features:

  • an activity stream;
  • a team schedule including tasks and workflow;
  • document sharing structured by folder, with versions management, full-text search, faceted filtering (by tags, categories, dates and collections);
  • "thumbnail" and "gallery" views for a quick preview of documents and graphics;
  • permissions and workflow management;
  • simple, integrated Web publishing;
  • a users directory to identify new experts and follow their favorite documents;
  • "notes" management: short articles created from Web or file contents;
  • a discussion forum, a blog, a wiki, polls and the possibility to link them to documents;
  • sending new documents or notes via email, from any device, directly into Workspace Factory3.0;
  • a personal dashboard.

Discovering Workspace Factory 3.0

Login Screen

To log in to Workspace Factory 3.0, enter your Workspace Factory 3.0 username – supplied by your administrator – and the associated password, then click on the "Login" button. You can check "Remember me" if you want your computer to remember your password and sign you in automatically on your next visit.

Personal Hub Page

Once you have logged in to Workspace Factory 3.0, your Personal Hub – a complete dashboard showing your relevant information – will be displayed. On this page, you can view your summary profile (providing a link to edit your complete profile), your skills, as well as lists of your workspaces, tasks, files and collections.

My Profile

The Personal Hub displays your visit card (a summary version of your profile) containing your picture, name and function and a link to edit your complete profile. Below your visit card, you can see and edit your list of skills.

Editing my Profile

Through your profile, other Workspace Factory 3.0 users can learn more about you. They can access it from the Workspace Factory 3.0 Users Directory or via the list of members of a workspace to which you belong. Click the "edit profile" link to proceed.

To edit a simple text field, click on its current content (or on "Click to edit" if the field has not been filled) and enter the desired content, then click on "OK" to submit.

Can all fields be edited? By default, you can edit all the fields in your profile. However, your Workspace Factory 3.0 administrator may restrict the editing of certain fields for reasons related to data security or coherence that may be in force in your organization.

The "About me" field features a rich-text editor, allowing you to complete your presentation with a longer, formatted text.

The "Preferred Language" field allows you to select the language in which Workspace Factory 3.0 pages will be displayed in your browser. For instance, if you want to switch from English to French, simply change the value of this field. The change will take effect immediately.

Editing My Skills

The list of skills displayed on your profile gives other users more information about your various areas of expertise. By adding them to your profile, you valorize your skills.


Skills can be used as search filters in the Users Directory and if they decide so, the Owner of a workspace can choose to add you as a member of their space.

To add a new skill, enter its name then click on "Add skill". The new skill will appear in the list with the "Beginner" level.

If you want to change the level of expertise, click on it and then change the value. Possible levels are "Beginner", "Confirmed", "Master" and "Expert".


How can I remove a skill from the list? Click on the level of expertise and then select "Remove skill" in the list of levels.

Workspaces

My Workspaces

You can register on several Workspace Factory 3.0 servers within your organization. A Workspace Factory 3.0 server makes it possible to manage several workspaces relying on the same groups of users and generally dedicated to common themes.

For example, you can have a Workspace Factory 3.0 server called "Accounting" with workspaces such as "2012 Budget Preparation", "Cost-Lowering Project" etc.

The area called "My workspaces" displays the various Workspace Factory 3.0 servers and the workspaces of which you are a member on each server. To access the contents of a space, click on its name.

Other Workspaces

To view the list of other workspaces available on your organization's Workspace Factory 3.0 servers, click the arrow next to "Other workspaces". The spaces available on the server(s) will be displayed.


You can request membership for one or more spaces by checking the corresponding boxes and clicking the "Request membership" button that has turned blue. An email will be sent to the Owner of each space, who will decide whether to accept or decline your request.

Collections


Collections are a quick and easy way to organize your favorite documents, files, notes and images and find them without hassle afterwards. To view the files in a collection, click on "Show Content". To delete a collection, click on the "-" button on the same line.

Two different types of collections can appear in your list:

  • My collections: this is the list of the collections you have created. You can add files to a collection, from any workspace of which you are a member and created by any user of these spaces.
  • Collections I have subscribed to: on your profile page, you can also follow the collections of other users (e.g., a collection about job-specific themes created by a domain expert).

Tasks

This area contains four tabs:

  • My open tasks
  • Tasks I can do (not assigned yet)
  • Tasks I've created
  • Closed tasks

To display the details of a task, click on its title. You will find more details about tasks in the "Collaborating with Tasks" chapter of this guide.

Files

In this area you will find two tabs:

  • Files I'm working on
  • Files I've created

Click on the name of a file to access its detailed properties. Refer to the "Sharing Documents" chapter to learn more about files.

Roles

In Workspace Factory 3.0, every user has a specific role in each of the spaces of which they are a member. A role is a set of more or less extensive permissions. For each space there are four available roles: Collaborator, Editor, Editor and Validator and Owner.

Collaborator

"Collaborator" is the role with the least permissions. When you are a Collaborator, you can:

  • add content to a space: new documents, new versions of existing documents, new notes, new replies to discussion threads, new Wiki article;
  • edit/delete your own documents and publications;
  • lock a document you have created in order to edit it, and then unlock it;
  • start the validation process (workflow) for documents that support it;
  • add comments to documents;
  • download documents in their current version or in one of the previous versions;
  • create collections of documents;
  • view the list of members of the space and subscribe to their collections;

search for contents or users in the space.

Editor

The "Editor" role has extended permissions compared to a "Collaborator", mainly when editing/deleting contents and enforcing the editorial policy of the space. This is the default role assigned to any new user added to a space.

When you are an Editor, you have the permissions of the "Collaborator", role, and you can also:

  • add / edit / delete all documents in the space and manage all their properties;
  • add / edit / delete notes, polls, tasks, discussion threads, wiki articles, blog entries.

Editor and Validator

The "Editor and Validator" role is identical to the "Editor" role, with the added capability of validating documents in a workflow process and publishing them on the Web.

Owner

The "Owner" of a space can manage every aspect of their space.

When you are an Owner, you have the permissions of the "Editor and Validator" role, and you can also:

  • add/remove members and groups to/from the space;
  • access the space's administration module, in which you can, among other things, manage the taxonomy (categories and tags) and set up the Discussions, Wiki and Blog modules;
  • mass-import documents;
  • delete certain types of contents that are not accessible to other roles;
  • delete the space.

Straight To The Point: Main Features

This chapter provides a simple presentation of the modules that are most frequently used in Workspace Factory 3.0 and covers the main needs of most users. To go one step further and see the other collaborative features of Workspace Factory 3.0, which can be enabled as an option, please refer to the "Additional Modules" chapter.

Workspace Home Page

 


Presentation

Statistics

This area shows the number of documents, notes, polls and members in the space.

Activity Chart

On this chart, you can monitor the publication, creation and editing activity in your space for the current week. The busier the chart, the more active the group is. You can use it to boost activity if you notice the space is not being used as much as it should.

Activity Stream

The activity stream displays detailed information about the latest actions done by the members of the space, in a similar way to social networks, sorted from newest to oldest. Each item indicates an action (added document, task, poll, etc.) as well as the date and time of the action. For most items, a hyperlink makes it possible to access the detailed view of the action.

Express Yourself

The "Express Yourself" dialog box allows you to share short messages instantly with the other members of your space. These messages appear in the activity stream.

Polls

The home page of the space displays the latest open poll, which you can answer by selecting the option that suits you.

Schedule

A simplified view of the calendar lets you see recent tasks.

Latest Members

The latest members added to the space are displayed in the left column, along with their role (Collaborator, Editor, Editor and Validator, Owner). Click on their name if you want to display their full profile and to be able to subscribe to their collections.

Resign

If you want to leave a workspace, click on the "Resign" button.

Sharing Documents

Document sharing is done through the "Library" module accessible from the space's navigation bar.

Viewing Existing Documents

List View

This is the default view of the Library. It shows the list of the documents that you are allowed to read (all file types are allowed) in the selected space or folder. The documents are identified by their "name", i.e., the file's name or the "name" metadata for documents that contain it. You can also see the creation date, the last modification date, the author and the status (Draft, Review, Validated or Archived) for each document.

Locked documents are marked with a "red lock" icon. Documents validated in the Archiving workflow process can no longer be modified and are marked with an "archive" icon.

Thumbnail View

The Thumbnail view displays thumbnail images of the documents in the selected folder. The thumbnail for each document is a smaller view of its first page.

This mode is very useful when you need a quick preview of the files or images inside a folder.

Gallery View

The Gallery view gives a slideshow view of all the images in a folder. All files that are not images are ignored in this view.

Filtering the List of Documents

To restrict the number of files displayed, you can use filters (tags, categories, date, folder), select a folder or choose a collection.

By Tags

Tags are keywords that make it possible to describe a document easily and quickly. Whether tags were added manually by document authors or automatically via auto-tagging, tag filtering is the most intuitive means to retrieve files related to a given subject. The list on the left displays the tags that appear in the documents in the current selection.

Click on a tag to display the corresponding documents.

Filtering by tags is "faceted filtering"; that is, you can refine your current selection that matches a given tag by filtering it again using the tags from the documents in the selection.

By Categories

Categories make it possible to sort your documents into a thematic tree structure. It gives a more orderly and hierarchical description of documents, more restrictive than tags since the list of available categories is managed by the administrator of your organization, whereas tags can be added freely by users when sharing documents.

Click on a category to display the corresponding documents.

Filtering by categories is "faceted filtering": you can refine your current selection that matches a given category by filtering it again with the sub-categories used in the documents from your initial selection.

By Date

Date filtering lets you display documents from a specific period in the past.

You can choose to display the documents from the last three days, the last week, the last month, the last three months, the last six months or the last year.

By Folder

To display the documents located in a specific folder, click on this folder in the directory tree. The files inside sub-folders are not displayed.

Searching for Documents

Basic Search

By default, Workspace Factory 3.0 allows you to search for documents in the Library using a simple yet powerful text field combined with different filters (tags, date, categories, collections, etc.).

Most of the time, using filters will allow you to easily retrieve the documents you need. However, in some cases, you may need to use the full-text search functionality. Workspace Factory 3.0 automatically indexes the documents uploaded by its users.

To search for documents, type the desired words in the search field.

Different criteria (filters, search field) can be combined, allowing for a very fine granular selection of results.

You can use the * wildcard character in your search. For example: "chart*" will retrieve all documents starting with "chart", "*.doc" will retrieve all files whose name ends with ".doc" etc. The Workspace Factory 3.0 search engine is case-sensitive.


Advanced Search

To perform a more refined type of search, you can access the Advanced Search mode (through the ‘Advanced Search' link underneath the basic search field). The form expands, allowing you to also search by the following criteria:

  • Author: documents created by this user
  • Last Editor: documents last edited by this user
  • File Type: documents of the given file type or extension (ex: PDF)
  • Created: documents created on this date
  • Modified: documents last modified on this date
  • Language: documents in the given language (ex: French)

All these criteria can be combined to narrow the search and can also be combined with the usual filters (tags, categories, etc.).

Displaying the Properties of a Document

When you click on the name of a document, its detailed page is displayed.

You can then read the document, view it in full screen mode, lock it in order to prepare a new version, copy it or download it. These actions can be performed via the actions bar located above the document.

In the left column, miscellaneous properties of the document are displayed:

  • Metadata: Creation date, Last modification date, Creator, Last contributor, Description…
  • Permissions
  • Tags
  • Categories
  • Assigned Collections (only your collections and those you are subscribed to are displayed)
  • Versions
  • Document Validation Workflow
  • Linked Resources: other contents from the Space related to the document

Below the document, its activity stream is displayed, listing the latest actions performed on the document. If there are any user comments or tasks, they will appear to the right of the document preview.

Uploading Documents

To upload one or more files, click the "Upload file(s)" button in the actions bar. In the window that is displayed, click on the button to open the file selector, or drag-and-drop your documents directly onto the button to start the transfer.

Applying Tags and Categories to a Document

Once the documents have been transferred into Workspace Factory 3.0, you can describe them through tags or categories so that they can be sorted and retrieved more easily via filters.

Tags

To apply tags to a document, display its detailed page and add one or more tags, separated by commas, in the "Tags" section. Workspace Factory 3.0 will suggest existing tags as you type.

Categories

The Owner of your space has defined a category tree that you can use for your documents.

To add one or more categories, click on "Add" and select the one you want to add to your document. You can add more categories by doing this several times.

What is the difference between tags and categories? Tags can be added freely by Collaborators and there is no restriction on their names. They can also be detected and applied automatically by the Owner to all documents in the space. They are generally used to give a precise description of a document.

Categories are organized as a tree structure defined by the Owner and structured for the needs of your organization. Collaborators and Editors can apply categories but they cannot change the tree structure. Categories are generally used to gather documents with common themes or files with the same type.

Removing Tags or Categories

You can remove tags or categories from the documents you have created.

If you are an Editor, you can also remove tags or categories from all other documents.

Linking Other Types of Contents to a Document

You want to start a discussion around a document or let your co-workers access other files with related topics? With Workspace Factory 3.0, you can optimize the potential for collaboration around a document by creating links between the various resources available on the space.

You can link resources to documents for which you are the author.

If you are an Editor, you can also link resources to all other documents.

To link a resource, go to the "Linked Resources" section and click on "Link to another resource". You can link a document to any type of resource that is shared in your space (Documents, Notes, Polls, Discussions, Wiki).

A search field lets you find the desired resources.


If you have recently viewed resources from the space, Workspace Factory 3.0 automatically suggests a list of your last viewed resources.

The next time your co-workers view the document, they can access in a single click the dedicated topic in the Discussions module of Workspace Factory 3.0 or view the note that you created from a reference Website about the same subject, for example.

Managing Versions

Workspace Factory 3.0 makes it possible to manage several versions of a same document. You can also keep track of previous versions, monitor changes or restore older versions to remove possible errors in more recent ones.

Uploading a New Version of a Document

To upload a new version of a document into Workspace Factory 3.0, simply upload a file with the same filename as the current version and in the same Workspace Factory folder.

For instance, if you are working on the "budget.xls" document in the "Finance" folder of Workspace Factory 3.0, by uploading an updated version of "budget.xls" into the "Finance" folder a new version of your file will be created. The previous version will appear in the left panel in the "Versions" section.

For the new version to be taken into account, the current version of the file should not be locked in Workspace Factory 3.0.

If you rename the file before uploading it, e.g. "budgetV2.xls", it will not be considered as a new version of the current file in Workspace Factory 3.0 and it will appear as a new file.

It is recommended to "Lock" the document if you are working on a new version, in order to avoid possible modifications from other users. Lock the document via the "Lock document for edition" button in the actions bar. When you upload a new version, the document will unlock automatically. You can also unlock it manually via the actions bar.

Displaying a Document's History

To view the various versions in a document's history, go to its detailed page and display the "Versions" section.

Versions are displayed in chronological order. It is possible to display a preview for each version. You can download any version to your computer, either to view it offline or to use as a basis to work on if the current version does not suit you.

Managing Document Permissions

Default Permissions

By default, your access permissions to all documents in the workspace are those defined by your role in the space (Collaborator, Editor, Editor and Validator or Owner). Roles are defined by the Owner of the space. All members of the space have at least "Collaborator" permissions on all documents and can thus view all of them.

To view the various roles in your space, click on the "Members" module. The role of each member is displayed below their name.

Custom Permissions

In some cases, it may be necessary, for confidentiality or attribution reasons, to restrict access permissions to a document in order to block its access for some users, or on the opposite, to extend the permissions of a user on one or more specific files.

To do so, go to the "Permissions" section of the document, select "Customized", add the desired members or groups of members and define their role.

If you are a Collaborator, you can only manage permissions for documents of which you are the author.

Collaborators that are not expressly named in the list of users or groups selected for customized permissions will no longer be able to access the document. However, the access rights of Editors and Owners will be maintained.

Subscribing to a Document

To be notified of any changes or workflow events made to a document you are interested in, you can subscribe to this document.

To subscribe to a document, open this document's details page and go to the Notifications section in the left panel, and activate the subscription.

To unsubscribe from a document, open this document's details page and go to the Notification section, and turn off the subscription.

Note: by default, you are automatically subscribed to all the documents you create individually (this does not apply to mass uploads) and to all the documents in your collections.

Renaming a Document

You can rename a document of which you are the author. Select the document in the list view of the Library and click on the "Rename" button in the actions bar.

You can also rename a document by editing its Title property on the document details page.

If you are an Editor, you can rename any document.

Locked files cannot be renamed.

Deleting Documents

You can delete documents of which you are the author. Select the document(s) in the list view of the Library and click on the "Delete" button in the actions bar.

You can also delete a document by clicking the Delete icon on the document details page.

If you are an Editor, you can delete any document.

Locked files cannot be deleted.

It is possible to Cut, Copy or Paste one or more files from the same folder.

Creating / Renaming / Deleting a Folder (Editor)

To create a folder, go to the home page of the Library and click on "Create Folder" in the actions bar. To create a sub-folder inside a specific folder, go to the list of files inside this folder via the directory tree in the left column and click on "Create Folder" in the actions bar.

To rename a folder, select it and click on "Rename" in the actions bar.


You can delete several folders at once by selecting all of them and clicking on the "Delete" button in the actions bar.

It is possible to Cut, Copy or Paste one or more folders.

Working on a Document and Making It Available to a Wider Audience

Adding Comments

You can give your opinion or express an idea about a document through the "Comments" functionality.

Click on the "Add comment" button in the right column.

Enter the title and text for your comment and submit it. It is then displayed to the right of the document preview.

Starting a Workflow

Use the workflow functionality to request the validation of a document or if you would like to have it published on a website outside of Workspace Factory 3.0.

Click on the "Start Workflow" button in the actions bar of the document.

A window is displayed, allowing you to define a due date and to start the validation process with the workflow mode that is applicable in your space.

The Start button mentions the type of workflow that was defined by the Owner of your space.

Once you have specified the due date, click on the "Start: <workflow type>" button to launch the process.

What are the different types of workflow?

  • In the Simple Validation workflow, the document can be edited or submitted to another workflow cycle after its validation.
  • In the Archiving workflow, validation of the document is final: it can no longer be edited after its validation.
  • In the Validation or Archiving workflow, the Editor and Validator can decide for each document if they want to simply validate it or to archive it.
  • In all types of workflow with Publishing, the Editor and Validator can decide whether to publish the document or not.

Workflow-related information is displayed in the left column.

Viewing the Workflow Status

At any time, you can check what is happening with the validation process by clicking on the "View workflow status" button in the actions bar or on the "View workflow status" link in the "Document Validation Workflow" section in the left column. The current step is highlighted.

Validating a Document (Editor and Validator)

If you are an Editor and Validator or the Owner of the space, you have sufficient permissions to validate documents involved in a workflow. When a new workflow process is launched, you are notified by email.

There are several ways to access the document to be validated:

  • from the task that appears in the schedule on the home page of the space or in the Calendar module. Simply click on the task to access the detailed view of the document. The task also appears in the "Tasks" area of your profile page in the "Tasks I can do" tab;
  • via the Library if you know which document it is; and / or,
  • by clicking on the link in the notification email.

The task is displayed in grey in the Calendar.

Depending on the option chosen by the Owner of your space, validation of a document can be final or not.

  • In the "Simple" Validation workflow, documents that have undergone a validation process can still be edited or involved in a new validation process.
  • In the "Archiving" workflow, each document that was validated following a validation process is protected by a special lock in its final version and can no longer be modified (either by Editors and Validators or by the Owner). Only the system administrator can unlock these documents.

Click on the "View workflow status" button to perform validation actions.

Simple Validation

If the Owner of your space decided to use the Simple Validation workflow, then all validated documents become unlocked. A document can be modified after your validation, by uploading new versions or through a new validation process.

To perform validation, click on the "Review" step and make your selection.

A selection screen lets you choose from several options:

  • Reject: the document is then unlocked to allow for later modifications;
  • Validate and publish: this option validates the document, makes it public and creates an external link letting you use it on the Web;_
  • Validate: validates the document without publishing it.

You can also click on the "Execute" link in the "Document Validation Workflow" section of the document to display the selection screen with all validation options.

Simple Archiving

If the Owner of your space decided to use the Archiving workflow, then all documents of the space are involved in a process in which they are archived and protected by a special lock after validation. A document can no longer be modified after archiving.

To archive a document, display the workflow status, click on the "Review" step and make your selection.

A selection screen lets you choose from several options:

  • Reject: the document is then unlocked to allow for later modifications;
  • Archive and publish: this option archives and validates the document permanently, makes it public and creates an external link letting you use it on the Web;
  • Archive (without publication): validates and archives the document without publishing it.

Archived documents are marked with an "Archive" icon in the Library, indicating that the validated version can no longer be modified.

Validation or Archiving with Publication Option

If the Owner of your space decided to use the Validation or Archiving workflow with publication option, you can decide for each submitted document if you want to simply validate it or archive it permanently, with or without publication. An archived document cannot be modified afterwards.

When you check the status for this workflow, the following chart is displayed.

Click on the "Review" step and make your selection.

A selection screen lets you choose the action that best suits this document:

  • Reject: the document is then unlocked to allow for later modifications.
  • Validate, publish and archive: this option archives and validates the document permanently, makes it public and creates an external link letting you use it on the web. The link points to the document in its archived version.
  • Validate and publish: the document is validated and accessible via an external link letting you use it on the Web, but it can be modified afterwards. The link points to the latest validated version.
  • Validate and archive: validates and archives the document without publishing it. The document can no longer be modified.
  • Validate: simply validates the document without publishing it.

Documents that are simply validated are displayed with the "Validated" status; documents that are archived are marked with an "Archive" icon and the "Archived" status.

Publishing Documents on the Web (Editor and Validator)

If you are an Editor and Validator, you have the possibility, when validating or archiving a document, to decide whether to make it public beyond Workspace Factory 3.0 and allow its re-use in a Jahia website (or any other type of website).

When you select "Validate and publish" or "Archive and publish" (depending on the validation process applicable in your space), a link is created that makes it possible to access the document from outside Workspace Factory 3.0.

Archived documents can no longer be modified. However, for a document validated via the "Simple Validation" workflow, later modifications are allowed and in that case, the link points to the latest validated version.

The link is displayed on the document's detailed page. You can use it from an external site.

Workspace Factory 3.0 was designed for optimal use with Jahia Digital Factory. To learn more about the interactions between Workspace Factory 3.0 and Jahia Digital Factory and see how you can re-use contents arising from your collaboration directly in your Jahia website in just a few clicks, please refer to our documentation "Using Jahia Digital Factory and Jahia Workspace Factory 3.0 Together".

Setting Tasks

Sometimes, you do not necessarily need to use a workflow to collaborate. You may wish your co-workers to add a new translation or add some relevant information to the text.

For this type of interaction, you can create document-related tasks.

To add a document-related task, go to the document's detail page and click the Add Task button.

Document-related tasks appear in blue on the Calendar, except if they are marked important (red) or minor (green). You can interact with them the same way as with any other task. (See Collaborating with Tasks.)

Finished tasks can be accessed using the Finished tasks tab.

Sharing Notes

Sometimes you don't need to share an entire document, you simply want to note a few ideas that came to your mind or copy some content that you have found in your computer or on the network.

Workspace Factory 3.0's "Notes" module gives you the possibility to share this kind of short contents in your workspace. Enter rich text in a note and in one click, you can share it and make it available to all your team.

Viewing Notes

Display the list of all available notes by clicking on the "Notes" module at the top of the page.

To find a note, you can use tools similar to the document management tools in the Library (filtering by keywords, tags, categories, date, search). You can edit your own notes, delete them or add them to your collections the same way you would do with a document from the Library.


Notes are not organized into folders. They are all located at the root of your space.

Click on the title of a note to access its content.

Creating a Note

To create a note, click on the "Create a note" button in the actions bar.

Type your note in the rich-text editor. You can format text, use colors, highlighting, various character fonts, bulleted lists and also insert links or tables. You can also copy-paste content from any source. Click on OK to submit.

Once the note has been submitted, in the left column, edit the metadata to your needs, add tags or select a category.

Editing a Note

To edit a note that you have created, display the detailed view of a note by clicking on its title and click on the "Edit" button in the actions bar.

Subscribing to a Note

To be notified of any changes events made to a note you are interested in, you can subscribe to this note.

To subscribe to a note, open this note's details page and go to the Notifications section in the left panel and activate the subscription.

To unsubscribe from a note, open this note's details page and go to the Notification section and turn off the subscription.

Note: by default, you are automatically subscribed to all the notes you create individually and to all the notes in your collections.

Searching for Notes

With Workspace Factory 3.0, you can search Notes as you would search Documents. The same options and filters, including Advanced Search, are available (See Searching for Documents).

Working on a Note

You can interact with notes the same way you would with documents, with Comments and Tasks. Only the workflow options are not available for notes.

Adding Comments

To leave a comment on a note, go to the note's detail page, click the Add comment button and enter your comment.

Setting Tasks

You can create note-related tasks the same way you would create a task related to a document by going to the note's detail page and clicking the Add task button. Note that note-related tasks generally appear yellow on the Calendar, except if they are marked important (red) or minor (green).


Finished tasks can be accessed using the Finished tasks tab.

Deleting Notes

To delete one or more notes that you have created, display the list of notes, select the ones you want to delete and click on the "Delete" button in the actions bar.

To delete a single note, you can also click the Delete icon on the note's details page.

If you have the "Editor" role, you can edit or delete any note.

Sending Content Easily by Email

Wherever you are and whatever device you are using (computer, smartphone, tablet…), as you browse the Web or exchange emails you come across interesting contents that you may want to share with your co-workers.

With Workspace Factory 3.0, you can send your contents directly into your workspace, via a simple email sent from your usual email client, whatever the client. You can send a simple note or any type of file into the Library.

To know the email address for the Workspace Factory 3.0 server and the alias of your space, contact your Workspace Factory 3.0 Administrator or the Owner of your space.

Sending a Note into Workspace Factory 3.0 Via Email

You can send any rich text as a note into Workspace Factory 3.0, for example an important email that you have received, a text that you have dictated to your phone or a Web page worthy of interest.

Email

To send the content of an email as a Note into Workspace Factory 3.0, create a new message with your email client and enter your text as you would normally do. You can use rich text, HTML or copy and paste content.

Use the following settings for your message:

- To: <address of the Workspace Factory server>

- Subject: <define the title that will be displayed in Workspace Factory>

Then in the message body, write this before the content:

Note in <alias of the space>_

Tags: <tag1>, <tag2>, etc._

@wsf

Defining tags is optional. If you do not want to add tags, simply remove this line from the code: Tags: <tag1>, <tag2>, etc.

The message appears as a new Note in your workspace.

You can click on the title of your new note to display the content of your email.

You can also transfer an incoming message through the "forward" option of your email client. Make sure to insert the above instructions before the content of the forwarded message.

For the note to appear in Workspace Factory 3.0, the email address used to send the message must be the registered email address of a member of the space.

Web Page

You can send an entire Web page as a Note into Workspace Factory 3.0.


In your usual Web browser, go to the Web page that you want to send. Use the "Share page" or "Send via email" option of your browser.

Your email client opens with a new message containing the Web page. Use the following settings for your message:

- To: < address of the Workspace Factory server >

- Subject: < define the title that will be displayed in Workspace Factory > -- by default, the title is that of the Web page.

Then in the message body, write this before the content:

Note in <alias of the space>_

Tags: <tag1>, <tag2>, etc.

_@wsf

The Web page appears as a new Note in your workspace.

Uploading a File to Workspace Factory 3.0 via Email

You can upload one or more files to the Library of your space. All file types are allowed (e.g. Word or PDF files, images, spreadsheets...)

With your email client, prepare a message with the desired file(s) as attachments.

Use the following settings for your message:

- To: < address of the Workspace Factory server >

Then in the message body, write this:

Document in <alias of the space>

_Tags: <tag1>, <tag2>, etc._

@wsf

You can also use the equivalent syntax that omits the word "Document":

in <alias of the space>_

Tags: <tag1>, <tag2>, etc._

@wsf

Defining tags is optional. If you do not want to add tags, simply remove this line from the code.

You can upload several attached files to Workspace Factory 3.0 in the same message.

Where will I find the files? The uploaded files will appear in the Library in a folder called "mail-inbox". If a file with the same name already exists, numbered copies are made to avoid overwriting files by mistake.

For the tag functionality to work, be careful not to leave any space between the word "tags" and the colon ":"

Gathering your Favorite Documents and Notes

"Collections" allow you to gather your favorite documents, files, notes and images in order to find them easily afterwards or to make them available to your colleagues.

For instance, you can have a different collection about each topic you are interested in.

Your collections are displayed on your Profile page when you log in to Workspace Factory 3.0. To learn how to subscribe to other users' collections, please refer to the "Finding Other Users" section of this documentation.

Creating a Collection


To create a new collection, in the Library select the file(s) that you want to add to the collection, click on the "Create collection" button, give a name to your collection and Submit. Your new collection has been created.

You can also add notes to a new collection, by clicking the same button in the Notes folder.


If you wish to add a given document/note to a new collection, you can also create the new collection from the document 's/note's details page.

Adding Files to an Existing Collection

Select the desired file(s), click on "Add to a collection" and select the collection(s) to which you want to add them. You can also add notes to the collection(s).

If you wish to add a given document/note to an existing collection, you can also click the "add to existing collection" button from the document's/note's details page.

Managing Collections

To manage your collections, go to your Profile page. The "Collections" area displays the list of your collections as well as those to which you are subscribed.

To view the files in a collection (Documents from the Library or Notes), click on "Show content".

To remove a file from a collection, click on the "-" button located next to the filename.

To delete a collection that you have created, click on the "delete" button (trash) located next to the name of the collection.

Collections to which you are subscribed are marked with an "electrical plug" icon. To unsubscribe, click on this icon.

When you delete a collection or remove a file from a collection, the file itself is not deleted from Workspace Factory 3.0.

Survey Your Teams

Giving Your Opinion in Polls

Polls make it possible to quickly gather your opinion and that of your co-workers on certain hot topics or about decisions to be taken during your project.

Current Poll

The latest poll is automatically displayed on the home page of your workspace.

To answer a poll, select the option that suits you and click on "Vote". The current results for this poll are then displayed.

Other Polls

It is possible to answer other polls that have not expired yet. To do so, click on "Polls". The list of all the polls created in the space will be displayed.

Active polls are marked with a red icon.

A search field on the left makes it possible to search for a poll by its title.


To vote in one of these polls, click on its title and select your answer.

It is not possible to vote in closed polls, but you can still view their results. Closed polls are marked with a grey icon.

Managing Polls (Editor)

Creating a Poll

In the course of your project, you may have to ask your teams for their opinion on various subjects. With Workspace Factory 3.0's "Polls" module, you have a tool to submit simple and quick questions to your co-workers.

To create a poll, go to the "Polls" module and click on the "Create a new poll" button.

In the next screen, enter a title for the poll. To enter the various choices, type the first one in the input field and click on "Add a possible answer" to display an input field for the second option. You can add as many possible answers as you wish.

In its current version, Workspace Factory 3.0 does not support multiple-choice polls.

Deleting Polls

You can delete older polls that are no longer relevant for your workspace. Select the poll(s) in the list view and click on the "Delete" button in the actions bar.

Collaborating with Tasks

Viewing the Calendar

When you click on the "Calendar" module, you access an overview of the tasks defined in your space. By default, the tasks displayed are those of the current month. You can change the period (month, week or day) via the buttons on the right and use the arrow buttons on the left to browse through the calendar.

The Calendar displays the tasks of all members of the space.

When you click the bulletpoint of a task, you are either redirected to your Personal Hub or to the document details page if the task is linked to a specific document or to its workflow.


When you click the little arrow that appears when you hover your mouse over a certain date (month view only), the detail of all the tasks for that day appear in a special window. If a task involves a document or its validation process, you will find a link to the document 's details page.

Tasks for the past 2 weeks or scheduled for the next month are displayed in the home page of your space, in the "Schedule" area. Click on the "View all tasks" link to view the other tasks in the Calendar. Completed tasks are displayed with a green border, current ones with a red border.

Understanding Tasks

Workspace Factory 3.0 uses a simple color code to help you identify relevant tasks.

Task types

The different types of tasks that you will encounter are:

  • Tasks related to the workflow of a document (validation period and due date defined for the end of the workflow): always with a purple bulletpoint regardless of priority
  • Tasks related to a document but outside of the context of a workflow: these tasks are displayed with a blue bulletpoint if they are normal priority
  • Tasks related to notes : these tasks are displayed with a yellow bulletpoint if they are normal priority
  • Generic workspace tasks created by Editors (or Owners) of the space: these tasks are displayed with a black bulletpoint if they are normal priority
  • Tasks that are finished are displayed with a grey bulletpoint.
Task priority

Except for workflow tasks, which are always displayed in purple, the other types of tasks are displayed with other colors if their priority is other than ‘normal' :

  • Tasks with a high priority are displayed with a red bullet <<insert red bullet>>(and a red up arrow in detail view <<insert red arrow>>)
  • Tasks with a low priority are displayed with a green bullet <<insert green bullet>> (and a green down arrown in detail view <<insert green arrow>>)

Viewing my Tasks

If you want to view your own tasks only,go to your Dashboard/Profile page. The "Tasks" section below your profile shows all tasks related to you:

  • My open tasks: tasks that were assigned to you specifically and are not completed yet;
  • Tasks I can do: tasks that were not assigned to anyone in particular and can be performed by any user, including you;
  • Tasks I've created: the tasks you have created, whether assigned to a user or not;
  • Closed tasks: the tasks you have completed.

For each task, you can see its priority level (important, normal, low) through an icon, the user assigned to the task, the requested due date and – for the tasks you have created – their progress status.

Working on a Task

You can work on a task if it was assigned to you or if you assign yourself a task that did not have an assignee yet.

The tasks that are assigned to you are displayed in the "My open tasks" tab in your profile; the tasks that you can assign yourself are displayed in the "Tasks I can do" tab. Tasks related to a document appear on the document's detailed page.


To assign an unassigned task to yourself, click on its title to display more options and then click on the "Assign to me" button. The iCalendar button generates a file in a format compatible with most calendar applications, allowing you to add the task to your usual calendar.


Once the task has been assigned to you, it is displayed on the "My open tasks" tab. Click on its title to display more options. The "Start" button lets you indicate that you have started working on the task. You can refuse a task by clicking on the "Refuse" button.

When you have finished working on a task, you can mark it as "completed" by checking the "Completed" box.

You can also "suspend" and "restart" a task you are working on.

Tasks that are related to a document and in which you are involved can also be viewed on the document's detailed page. You can perform the same actions (assign to me, start, refuse, mark as completed, suspend).

Assigning Tasks (Editor)

There are three main types of tasks in Workspace Factory 3.0:

  • Tasks related to the workflow. These tasks are created automatically by Workspace Factory 3.0 in the name of the author of the document and assigned to the Editors and Validators, who have a Validation role with the document.
  • Tasks related to a document (without workflow). These tasks are created by users (document author or Editors) and can be assigned or not to other users.
  • Generic tasks, created by Editors, for any other subject.

This chapter only covers tasks that are not created automatically. For tasks related to the document workflow, please refer to the "Evolving a Document and Making It Available" chapter.

Generic (Editor)

Tasks that are not related to documents allow your team to share common goals and keep them informed about priorities and deadlines. When using the Tasks functionality of Workspace Factory 3.0, the Calendar will give you a precise view of the schedule of your space. To create a new task, click on the "New task" button in the home page of your space or on the "New task" button of the Calendar module.

In the window that pops up, enter a title, a description and a priority level.

You can decide to assign the task to a person in charge or leave this field blank to allow any member of the space to self-assign the task.

Enter a due date for the task and click on "Submit" to validate.

From a Document (Editor)

If you need your co-workers to perform specific actions on a document, you can create a task related to this document. Click on the "Add task" button in the right column, enter a title, a description, a due date for the task and the username of the assignee, if any.

The new task will appear in the right column along with comments, but also in the Calendar of the space and in the tasks list of the assignee.

The task is then visible to your co-worker in the document's detailed page and in their personal dashboard.

Finding Other Users

In order to better identify other collaborators on your project, you can refer to the list of members of your space.

Viewing the List of Members of the Space

When you click on the "Members" module in the navigation bar, the list of members of your space is displayed. Each user and group in the space appears in the list, along with their role in the space (Collaborator, Editor, Editor and Validator or Owner).

The list of all members of the space can also be accessed via the "View all members" link in the "Last members" area of the home page of your space.

Browsing the Users Directory

Whatever your role in the workspace, you can browse the directory that lists all users in the Workspace Factory 3.0 platform. The directory allows you to get information about co-workers, in order to find their contact details or their area of expertise, for instance.

The Users Directory can be accessed via a link in the main navigation bar at the top of the page.

Searching for Users

When clicking on the "Search users" tab, you can perform searches by surname, first name or organization. By default, searches are done by surname, but you can add the first name or the company to refine your query.

If you do not know the name of the person you are looking for, click on the "Search users by skills" tab in order to search people by area of expertise and find users with skills or document collections that can be useful to you.

How do I go back to my space? Click on the "Profile:" link in the navigation bar and then select your space in your Profile/Dashboard Page.

Viewing a Member's Profile

When you click on a member in the list of members or in the Users Directory, their detailed profile is displayed.

On this page, you will find all the information available for the user:

  • name;
  • function;
  • organization;
  • email addresses;
  • instant messaging or social network usernames;
  • a list of their skills along with their level of expertise;
  • a list of the user's collections, to which you can subscribe (or from which you can unsubscribe).

Subscribing to Collections

To view the files in the collection of another user, go to their detailed profile and click on "Show content" near the name of the collection. If you want to subscribe to this collection, click on the "disconnected electrical plug" icon. The collection will appear on your Profile/Dashboard page in "My collections".

How can I unsubscribe from a collection? Click on the "connected electrical plug" icon in the "My collections" page, next to the name of the relevant collection.

Searching for Content

Workspace Factory 3.0 features a high-performance, fast full-text search engine that is capable of indexing all types of contents. You can run your search either in the entire space or in one of the space's modules.

In the Entire Space

Searching in the entire space makes it possible to retrieve all indexable types of content (files from the Library, Notes, Polls). Enter the desired word or character string in the search field and click on the search button.

Results are displayed as a list containing files from the Library, Notes, Polls or Wiki articles with a title or description matching your search criteria. Tags are not taken into account in this search mode.

In a Module

If you know the type of item you are looking for, you can go directly to the relevant module and perform a search that will be restricted to this module.

Modules with a dedicated search field are: Library, Notes, Polls and Wiki.

For example, if you perform a search in the "Notes" module, only notes matching the terms of your query will be displayed as results.

Inside a module, you can select files in the list of results and perform collective actions on them if you have sufficient permissions (add to a collection, add tags, delete…)

Notification Center

Workspace Factory 3.0's Notification Center keeps you informed continuously about important changes occurring on your Workspaces. When notifications are available, they are displayed in a red circle next to the notification Bell. Clicking on the Bell expands the notification popup. By default, only the 10 last notifications are displayed. In order to access the older notifications (that have not been read yet), click on the "Show more" button.

Notifications that have been already disolayed will disappear when you expand the notification popup a second time.

Understanding the Activity Stream

Every time an action occurs in Workspace Factory 3.0, an event is triggered. Most of these events show up, for every workspace, in the Activity Stream of that space. The Notification Center aggregates the events from all your spaces and sorts out the information relevant to you.

What Am I Notified About ?

Le Centre de notifications vous avertit des informations suivantes, pour tous les espaces dont vous êtes membre :

  • Les nouvelles tâches de l'espace de travail et leur changement de statut (inclus les tâches génériques, les tâches relatives aux notes, les tâches liées aux documents et les événements de workflow)
  • L'ajout de documents individuels par d'autres utilisateurs
  • L'ajout de documents en masse, par d'autres utilisateurs et par l'utilisateur lui-même
  • La modification des documents figurant dans vos collections
  • La modification des documents auxquels vous êtes abonné
  • L'arrivée d'un nouveau membre dans l'espace
  • Le changement de rôle d'un membre
  • La modification du profil d'un membre de l'espace

Subscribed Documents and Notes

By default you have a subscription to all the documents and notes you have created individually, and to all the documents and notes in your collections. In order to unsubscribe from specific documents and notes, or to subscribe to other documents and notes, go to the left-hand pane on the document's/note's details page under « Notifications » (See Subscribing to a Document or Subscribing to a Note), or use the subscription switch next to the notification related to a document or note in the notification popup.

Mobile View

Using Responsive design, we have made the most useful features available through a lightweight, trimmed-down version of Workspace Factory 3.0.

Using your mobile device (iPhone 5+, Android 4.4+), you can access following views :

- Personal Hub : an overview of all information relevant to you, including tasks and collections, and the ability to switch spaces

  • Workspace Home and Library : access to all documents in a space
  • Notes : access to all the notes in a space
  • Members : view the other members of the space
  • Notification center : stay notified of every important change in your space

Note : This simple version is available for small-footprint devices. Tablets with a high-resolution screen will usually see the full-fledged version of Workspace Factory3.0.

Additional Modules

The modules presented in this chapter are optional features of Workspace Factory 3.0, which can be individually activated or deactivated by the Owner of the workspace.

Taking Part in Discussions

You can collaborate with your co-workers via discussion threads, in order to exchange ideas or opinions about your current projects or related subjects. Discussion threads (topics) are independent from the documents in the Library, but it is possible to link one or more topics to a document. The Owner of your space can decide to activate or not the "Discussions" module for your space.

Viewing Topics

Click on the "Discussions" module in the navigation bar of your space.

The list of topics is displayed. Click on the title of a topic to access the discussion.

Replies are displayed after the initial post, from oldest to newest. If the discussion extends over several pages, the page selector allows you to access other pages in the discussion.

Contributing to a Topic

There are several ways to take part in a topic.

Click on the "Reply" button in a message to create a message with the same title as the selected message. Enter your message as rich text and Submit.

If you want to change the title of your message while staying in the same discussion, click on "Add a new post" and select a new title for your reply.

Your message is displayed after existing messages, but with a different title.

Replying with Quote

Should the discussion become more complex, you may need to quote the precise part of the message to which you want to reply, in order to facilitate reading. In the message containing the passage you want to quote, click on the "Reply with quote" button. The rich-text editor will display the quote. You can edit it or add comments.

Editing/Deleting a Message

To edit a message that you have written, click on "Edit post". To delete it, click on "Delete this message". You cannot delete messages created by other users.

Editors can edit or delete messages written by all members of the space.

Creating a Topic

To start a new discussion thread, click on the "Add a new topic" button in the page where all topics are listed.

Enter a title for your topic and a message in the rich-text editor, which can also contain images and links, and then click on "Submit".

Collaborating with a Wiki

The Owner of your space can decide to activate or not the "Wiki" module for your space.

The Wiki module allows you to build a small collaborative encyclopaedia for your space. Each article or definition can be written and edited by several users (the Editors of the space) so as to enrich or enhance its content. Since there is no workflow mechanism and all changes are logged, the content can evolve quickly. Use the Wiki to quickly share common definitions or reference articles.

All articles are visible by all members of the space, whatever their role. Only Editors can create, edit or delete articles.

Reading Articles

Click on the "Wiki" module in the navigation bar of the space. The list of articles is displayed, sorted in alphabetical order.

Clicking on a letter in the index displays all Wiki articles with a title starting with this letter.

In the right column, you can see the latest modified articles in the Wiki for all letters. Click on the title of an article to display its content.

Viewing the Modifications History (Editor)

In the article's detailed page, click on the "History" tab to view the history and the detail of all modifications performed on this article. The list of revisions is displayed, showing the author and the date and time of modification for each version.

If you want to know which changes were made between two versions, you can compare them: select an initial version in the left column of buttons, then a second version in the right column of buttons, and then click on the "Compare selected versions" button.

Differences between the two versions are displayed, with all modifications highlighted.

Searching for Articles

The Wiki module features a dedicated search engine in the right column. Enter the desired character string to search through the titles and descriptions of wiki articles.

The results are displayed in a new page. The search engine uses heuristic functions that make it possible to suggest similar words in the case of a typo or if your initial search generated few results.

Click on an article's title to access its content.

Creating an Article (Editor)

Click on the "Create New Article" tab. Enter a title and type your content in the rich-text editor. Your article can contain formatting with different title styles, character font effects (bold, italic, underline or strikethrough), bulleted lists, quotes or code snippets.

You can add a comment (optional) in the dedicated field.

Once you have finished entering your text, Submit.

If you want to insert images or files, you must add resources to your article. To do so, you have to edit the article you have just created (please refer to the "Contributing to an Article" section).

Contributing to an Article (Editor)

All Editors of the space can become contributors to the wiki. You can edit all articles in the wiki in order to develop them, add content or bring corrections.

Select the article you want to edit, display its detailed page and click on the "Modify" tab to start editing the content.

Your text can contain formatting with different character font effects (bold, italic, underline or strikethrough), title styles, bulleted lists, quotes or code snippets.

Enter a comment if you want to start editing the article (e.g. added a new paragraph, new sources etc.)

If necessary, you can add resources to your article or edit existing resources. Resources make it possible to insert images or links to files integrated in your article. Use drag-and-drop or click on the button in the "Manage files" area under the text editor to transfer your resource files. Double-click on a resource to insert it in your article.

Once you have finished editing the article, click on "Submit".

Deleting an Article (Editor)

As an Editor, you have permissions to delete any article in the wiki. Deleting an article is permanent and also removes all of its previous versions.

Click on the "Delete this article" link and then confirm.

Communicating with the Blog

The Blog allows you to read the news of your space, published chronologically as editorial posts by the Owner of the space or the Editors.

Reading the Blog

Click on the "Blog" module in the navigation bar of the space to access the Blog.

On the blog's home page, the main part of the screen shows the latest blog posts. The right column features the Owner of the space and two filters:

  • a calendar that lets you display blog entries published on a specific date;
  • a tag cloud to access blog entries according to their content and importance.

To read the entire blog post, click on its title or on the "Read full post" link. The content is displayed, as well as any comments (from newest to oldest) that may have been added by the members of the space.

All members of the space can comment on blog posts. Choose a title for your comment, enter its content and Submit.

Since comments are displayed by descending chronological order, your comment will appear in first position.

Filtering Blog Posts

By Date

If you want to read blog posts published on a specific date, use the calendar to display the relevant month and click on the desired date. Only blog posts published on that date will be displayed.

By Tags

As authors publish blog posts and add tags to them, Workspace Factory 3.0 builds a tag cloud. The more frequently a tag is used in blog posts, the bigger the tag will be displayed.


Click on a tag to display the corresponding blog posts, the filter is displayed in the right column.

You can combine several tag filters to further refine the results. To do so, select a tag again in the new cloud that is displayed for your selection. It is possible to combine filtering by date and by tag.

Creating a New Blog Post (Editor)

Editors of the space can add a post to the Blog.

Use the Blog to communicate editorial news, write about current events or make announcements that you want to share with the entire team.

If you are an Editor, click on the "New blog entry" button to start writing your post.

To make it easier to find your blog post, add one or more tags, separated by commas, then click on "Save".

Editing a Blog Post (Editor)

Editors can edit any blog post. Display the detailed view of a post and click on "Edit".

You can edit the text, add tags or manage the resources of the post.

If you want to add images or documents to the content of your blog post, you first have to add resources that can be used in your contents afterwards. To upload resources, drag-and-drop the files in the dedicated area on the right hand side or click on the button to select them on your computer, then click on the "Add" button in the desired location in your text to insert them.

Once you have finished editing the post, Save it.

Resources cannot be added when creating a blog post. The blog post must be created first, then it must be edited to attach the files.

Can Editors delete blog posts? No, this can only be done by the Owner of the space.

Editing the Blog Description (Editor)

Editors can change the description of the Blog. Click on the "Edit" button next to the title of the Blog. Enter the desired title and description and Save.

Workspace Settings and Configuration (Owner)

All the actions presented in this section are exclusively accessible to the Owner(s) of the workspace.

Managing Members

Adding Members

To add/remove members to/from your space, use the "Last Members" area in the home page of the space.

Start typing the desired name, Workspace Factory 3.0 will suggest registered users. Then choose the member you wish to add.

You can add users individually or in groups. Groups allow you to globally assign identical permissions to several users with a similar profile (e.g. Finance Department, Secretaries…). They need to be created by your Workspace Factory 3.0 Administrator beforehand.

In the event of a conflict of permissions, for example if an individual member is also part of a group that was added with different permissions, the most extensive permissions will apply.

You can also add or remove members from the detailed members list of the space by clicking on the "Members" module in the navigation bar.

Removing Members

To remove a member from the space, click on the "-" icon next to their name in the home page if they are a recently added member.

To remove an older member, you can perform this action from the list of members of the space.

Assigning Roles

By default, new members are all assigned the "Editor" role.

To change the role of a member, click on the title of their role in the "Latest Members" area of the home page of the space, if they are a recent member.

Select the desired role and click OK.


For older members, perform this action from the list of members of the space.

You can assign each member one of the following roles:

  • Collaborator: permissions limited to reading contents, adding documents and notes, editing their own contents, answering polls, publishing comments;
  • Editor: permissions of the Collaborator role with the possibility to create/edit all types of contents from any author;
  • Editor and Validator: permission of an Editor with the possibility to validate the workflow of a document;
  • Owner: permissions of an Editor and Validator with the possibility to delete all types of contents and to assume full management of the workspace.

Please refer to the "Roles" section of this documentation for more details about the permissions in each role.

There can be several Owners for a single workspace.

Configuring the Main Settings of the Space

Use the "Settings" module to access the configuration of the workspace.

Enter a title and a description for your space and Submit.

The title and description are displayed in the home page of the workspace for all members.

Members can see the title(s) of their space(s) on their Profile/Dashboard page. The title also allows other users to easily identify your space on the Workspace Factory server.

Simplifying the Space's URL

By default, Workspace Factory 3.0 automatically defines a URL for your space, based on the system name generated by the application. This URL is generally long and hard to memorize. To share links with your team more efficiently, it is recommended to simplify the URL used to access the space.

In the "Custom URL" field, enter the desired shortcut and Submit. From now on, the home page of your workspace will be available at the specified address.

Notifying New Members

When you add a member to the space, they receive a notification email with the information needed to access the space. By default, the email appears as being sent by Jahia. You can configure this field so that the email appears as being sent from a different sender, e.g. an email account that belongs to your organization. This can be useful to bypass spam filters.

Managing the Taxonomy (Categories and Tags)

Good management of the taxonomy of your space allows your teams to describe the documents and other resources with great relevance. It makes it much easier to later find resources about a specific subject.

  • Categories are usually used to gather documents about a same subject or of the same type.
  • Tags are used to describe a specific document.

Defining a Root Category for the Space

The administrator of your Workspace Factory 3.0 server defined a tree structure with categories that are adapted to your organization, your industry or your profession. The categories are organized into a hierarchical tree structure containing categories, sub-categories, sub-sub-categories etc.

Define a root category for your Workspace Factory 3.0 workspace. The members of the space will be able to use this category and all sub-categories for their documents and notes. They will not be able to access the other categories in the tree structure.

If no root category is selected, the members of the space will not be able to assign categories to their contents.

Selecting a Tag Dictionary

If you have a tag dictionary, you can set up Workspace Factory 3.0 to use it to apply tags automatically to your files.

The dictionary is a text file containing lines such as:

tag => tag

for simple tags with no variant, e.g. mission => mission

or

tag, variant1, variant2, variant3 => tag

where variantN is a series of variants or similar terms that you want to keep under the same tag, for example:

space, Space, spatial => space

Here, the "space" tag will be detected and applied to all documents containing occurrences of the terms "space", "Space" or "spatial".

Each line in the file corresponds to a tag and its possible variants.

The tag dictionary is used:

  • on new files when mass-importing documents into Workspace Factory 3.0;
  • on all files in the workspace every time you launch the "Auto tag existing documents" task.

To register a tag dictionary for your space, click on the "Upload" button and then Submit. The dictionary will appear in the drop-down list.

Select the desired tag dictionary in the drop-down list.

Then select the minimal number of occurrences from which the indexing engine must identify a term of the dictionary that is repeated several times in the document as a tag.

Is it possible to use several dictionaries? Yes, it is. If you want to automatically apply tags from several dictionaries, simply repeat the "Auto tag existing documents" process, changing the dictionary each time.

Auto Tagging Existing Documents

You can automatically apply tags from your dictionary to the existing documents in your space.

The engine will search for all the words of the dictionary that are repeated at least as many times as the defined number of occurrences and it will identify them as tags in the corresponding documents.

To launch the automatic tag detection and identification, click on the "Auto tag existing documents" button.

This task is triggered manually and only applies to the existing documents in the space at the time it is run. If you add new individual documents afterwards, the tags will not be added automatically.

Mass Import of Documents

Because you often already have a storage location for your work documents, Workspace Factory 3.0 makes it possible to mass-import documents into the Library.

You can either import your files from a ZIP archive or define a location on your computer or local network – a "mount point" – that will be used as the root location for the files to be imported.

The documents are then copied to the root of the Workspace Factory 3.0 Library and the directory structure of the source is recreated.

ZIP File Mass Import

If the documents to be imported are in a ZIP file, drag-and-drop this file onto the blue button or click on it to select the ZIP file on your computer.

You can specify file types to be excluded when importing documents and the appropriate behavior to be adopted in the event of a conflict with pre-existing files in Workspace Factory 3.0.

The available options are:

  • Rename automatically: changes the name of the new file to allow the coexistence of two distinct documents;
  • Ignore: the new file is not copied;
  • Overwrite: the existing file is replaced by the new file.

Select your options and Submit to start the importation process.

It is possible to use a ZIP file from your local network by specifying its address in the "ZIP file on the server" field.

Import Data from a Mounted Folder

If your documents are located in a directory on your computer or on your local network, you can import them by creating a "mount point".

Click on the "Create mount point" link.

Give a name to your mount point to find it easily later on, specify its location and Submit.

Select an existing mount point to specify the location from which the files will be copied.

Once you have selected the mount point, Submit to start the importation process.

Your auto-tagging settings will be applied to the newly imported documents in the background. This process can take several dozens of minutes.

Activating and Deactivating Optional Modules

When the workspace is created, the default modules are:

  • Library
  • Notes
  • Polls
  • Calendar and Tasks
  • Users Directory

As the Owner of the space, you can activate three other modules:

  • Discussions: to exchange ideas with your co-workers in discussion threads;
  • Wiki: a small collaborative encyclopedia;
  • Blog: for the editorial news of your space.

Each of these three modules can be individually activated or deactivated.

Activating a Module

To activate or reactivate a module, check the corresponding box in the "Settings" section.

The module will be displayed in the navigation bar of the workspace.

When the three modules are activated, the navigation bar of your space contains three additional icons (Discussions, Wiki and Blog).

Deactivating a Module

To deactivate a module, make sure the corresponding box is unchecked and Submit.

The module is no longer available in the navigation bar of the space but the data is not deleted, should you need to reactivate the module later.

Selecting the Type of Workflow

You can select the type of workflow that you want to use in the space:

  • the "Simple validation workflow": documents that have undergone a validation process are unlocked and can be edited to create new versions;
  • the "Archive validation workflow": each document that was validated following a validation process is protected by a special lock in its final version and can no longer be modified (either by Editors and Validators or by the Owner). Only the system administrator can unlock these documents;
  • the "Publish and/or Archive validation workflow with publication option": you can decide for each submitted document if you want to simply validate it or archive it permanently, with or without publication. An archived document cannot be modified afterwards.

Setting Up the Email Gateway for Your Space

If your system administrator allowed sending documents and notes into Workspace Factory 3.0 via email, the Settings page will display an additional section to let you set up the email gateway for your space.

To enable receiving notes or documents via email in your space, check "Activate email gateway for this space" in the "Email Gateway" section, then define an alias for your space and Submit. This is the alias that your collaborators will need to use in the syntax of their messages.

For instance, if your space is titled "ACME Space Webproject team", you can choose the "webproject" alias, so a note sent into Workspace Factory 3.0 via email will have the following syntax:

note in webproject_

tags: tag1, tage2_

@wise

Contents of the note

Administration of the Workspace Factory 3.0 Modules

As the Owner of the space, you have at least the permissions of the Editor and Validator role in all modules. Some modules give you additional permissions, such as deleting contents that are not accessible to other roles. This section contains details about the privileges that are reserved for the Owner role.

Library

You can unlock a document if it was locked manually via the "Unlock" button or in the context of a "Simple" workflow.

If the document is protected with a special lock ("Archive" workflow), you cannot unlock it. Only the administrator of your server will be able to remove this type of lock.

Discussions

You can delete discussion threads.

Deleting the Workspace Permanently

Only users with the Owner role have sufficient rights to delete the entire space. It is recommended to assign this role to people who will make reasonable use of it…

All the data of the space, settings, files, contents and permissions will be deleted. This action cannot be undone...

If you really want to delete the space along with all of its contents, click on the red "Delete this Space" button. A warning message will ask you whether you are sure you want to continue. If you are sure of your choice, confirm.

Is there really no way to reactivate contents or settings of a deleted space? No, there is no way to do this. The contents are deleted permanently. You have been warned.