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Term |
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Definition |
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Workspace |
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The object created by an organisation or a group to allow collaboration |
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Shared folder |
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A folder with members, where documents are shared; a sub-division of a workspace |
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Personal folder |
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A folder for use by an individual - members cannot be invited |
folder name 
- Note
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The server administrator may choose not to use workspace auditing. In this instance, that would mean the workspace is not set to any specific size and has no expiry date associated with it. This would mean the workspace has an unrestricted size and never expires. This is suitable for workspaces that are used for very large projects which will be implemented over a significant length of time.
The remainder of section 9.3 assumes that workspace auditing is switched on and so there may be some differences between descriptions and screenshots presented in this section if your administrator has decided to switch workspace auditing off.
9.3.2 Managing your personal account
- 9.3.2.1 Personal folders
- 9.3.2.2 Monitoring your personal account
- 9.3.2.3 Exceeding your personal account
9.3.2.1 Personal folders
Personal Folders are defined in Section 4.1.3. The amount of personal space allowed for each user is limited when workspace auditing is in use. Your personal space includes all personal folders which you do not share with anyone else. Personal space is also be used up by items which have been deleted from personal objects and are now in your waste bin.
9.3.2.2 Monitoring your personal account
This personal space is limited to 20Mb. Note that you can only increase this limit when you reach it. However, it is recommended that,if you need more space, you should add a workspace (see section 9.3 - Adding a workspace). A personal folder can be copied or moved into a workspace just like any other folder (see section 2.2.3.3). To find out how much of your personal account is currently being used, click on User | Account Details on your home page. The report, illustrated in Figure 9.3-1, indicates
- Space Used - the amount of space currently being used
- Capacity - the total space available for your personal use
- Space Remaining: the amount of personal space left = Capacity - Space Used
- Time Remaining - how much longer your personal account will be available for (usually unlimited)
Figure 9.3-1: Your Personal Account
This page also presents a summary of where this space is being used - including a listing of personal folders and other objects attributable to your personal space, along with the size they use. This will help you to know what to delete if you find that you are getting short of space. At the bottom of the "Personal Account Details" page, you are also presented with a list of the workspaces you have created - giving similar information for each workspace as shown by the "Workspace Status" action (see section 9.3.4.4 - Workspace status).
9.3.2.3 Exceeding your personal account limit
When you upload a document to a personal folder, Business Collaborator will check that the size of the document will not take the space used over the size limit for your personal account (see section 9.3.2.2 - Monitoring your personal account). If the size limit would be exceeded, the document upload will be prevented and you will see a message stating that the capacity of your personal account has been reached.
When you reach your personal account limit, you can extend it by going to the info page in your home and then selecting View/Change | Extend Workspace Capacity . However, if you have a great deal of information in personal folders, you may wish to think about sharing this information with colleagues. To do this, go to your home page, add a workspace and cut & paste (see section 3.6.1 - Cut, Copy and Delete) the required information from a personal folder to the workspace. (If you are unable to extend the capacity of your personal space when you reach it, you should contact your system administrator)
9.3.3 Adding a workspace of limited size and duration
When workspace auditing is in use, one of the main differences between workspaces and folders is that workspaces have a limit on their size and duration.
On your home page (and anywhere else you are permitted to add a workspace) you can select Add | Workspace
If you do not have Add | Workspace on your home page, there are two possibilities:
- You are in Beginner mode - change to Advanced or Expert mode (see section 5.7.2)
- Your system administrator has prevented users from adding workspaces - ask the administrator to add the workspace for you.
Preventing users from creating new workspaces ensures that someone (the system administrator) keeps overall control of the structure of workspaces. The system administrator may indicate to a user that a workspace or folder already exists which would satisfy their requirements.
Click on Add | Workspace to create a new workspace. In addition to giving the workspace a name, you will be asked, if workspace auditing is in use, to specify how large the workspace should be and how long it should be available for (see Figure 9.3-2). As it is possible to extend both the capacity and duration of a workspace, you should make a conservative estimate of your initial requirements. If your server is using workspace auditing, you will be presented with a page to confirm the name, capacity and duration of the workspace. To confirm the creation of the workspace, click on "Create Workspace".
Figure 9.3-2: Adding a Workspace
If no workspace templates are available on the server, no drop-down list will appear.
The person who creates a workspace is its owner, in the same way that the person who creates any object owns it. Ownership of the workspace can be transferred in the usual way (see section 4.6.7 - Standard "access rights holders").
Once a workspace has been created, it is possible to extend its capacity (see section 9.3.5.3) and/or its duration (see section 9.3.5.4). There is no limit to the number of times a workspace can be extended. Note that any workspace member is permitted to extend the workspace.
9.3.4 Getting auditing information
- 9.3.4.1 Personal account information
- 9.3.4.2 Workspace information
- 9.3.4.3 Folder information
- 9.3.4.4 Workspace status
9.3.4.1 Personal account information
Obtaining information about your personal user account is described in section 9.3.2.2 - Monitoring your personal account.
9.3.4.2 Workspace information
If workspace auditing is switched on on your server, clicking on 
| More Info for a workspace will give you some extra information
about the workspace, in addition to what you would get about any other object in Business Collaborator:
- Workspace Capacity - the total space available in this workspace
- Workspace Space Used - the amount of space currently being used
- Workspace Space Remaining: the amount of space left = Workspace Capacity - Workspace Space Used
- Workspace Time Remaining - how much longer your workspace will be available
9.3.4.3 Folder information
If workspace auditing is being used on your server, clicking on | More Info for a folder will also display additional information about the folder:
- Space Used by folder - the space used by the contents of this folder
- Parent Workspace - the workspace to which this folder's contents are accountable
- Workspace Capacity - the total space available in the parent workspace
- Workspace Space Used - the amount of space currently being used
- Workspace Time Remaining - how much longer your workspace will be available
9.3.4.4 Workspace status
You can view the workspace status by selecting View/Change | Workspace Status on the workspace's top level page. It can also be seen on the information page of a workspace. This gives detailed information about the capacity and space used in the workspace:
- Space Used - the amount of space that has been used in the workspace
- Capacity - the total space available in this workspace
- Space Remaining: Capacity - Space Used
- Time Remaining - how much longer the workspace will be available for
This summary is followed by a detailed list of all of the items which are accountable to this workspace, as shown in Figure 9.3-3:
Figure 9.3-3: Workspace Status
9.3.5 Workspace limits
- 9.3.5.1 Duration exceeded
- 9.3.5.2 Capacity exceeded
- 9.3.5.3 Extend size
- 9.3.5.4 Extend time
9.3.5.1 Duration exceeded
When a workspace comes to the end of its predefined duration, the workspace icon will be superimposed by a red cross. 
and its subfolders will be displayed as 
. This ensures that expired workspaces are clearly visible in your page! Note that this does NOT mean that the information contained in the workspace has been removed or altered in any way. It simply means that you should decide whether or not the work that this workspace relates to is continuing and, if so, you can extend the period of its validity.
Workspaces which have expired will indicate their "Time Left" (on the workspace information page) to be a negative number. Note that Workspaces will not expire if workspace auditing is not being used.
When you try to go into the workspace, by clicking on the icon or the workspace name, you will be presented with a message telling you that the workspace has expired. Although unfolding the workspace folders or generating a "Contents" page for the workspace will allow you to see the workspace contents, you will not be permitted to access them.
Solution: Extend the duration of the workspace - see section 9.3.5.4 - Extend time.
Only a workspace owner will be allowed to extend the duration of the workspace.
9.3.5.2 Capacity exceeded
If workspace auditing is being used, when you upload a document to a workspace, Business Collaborator will check that the size of the document will not take the space used over the size limit for the workspace (see section 9.3.4 - Getting auditing information). The upload will take place even if the size limit is exceeded, but the workspace will expire as a result if workspace auditing is being used. (This is intended to minimise the user's frustration at not being able to add a document.)
It doesn't matter if you are uploading to the top level of the workspace or to a folder many levels down, the check will still be performed. The check will also be performed when you attempt to "Paste" an object into the workspace (or upload using the ActiveX drag and drop control - see section 3.1.2 - Uploading Multiple Files).
For instance, adding a 3MB document to an existing 9MB of data contained in a workspace with a 10MB limit will cause the workspace to exceed its capacity. When the workspace capacity is exceeded, it should be extended.
If workspace auditing is not in use, the workspace capacity will never be exceeded and there will be no need to extend it.
Solution: Extend the capacity of the workspace (see section 9.3.5.3 - Extend size) or delete some of the existing contents of the workspace to make more space.
Any workspace member can extend the size of the workspace.
Once a workspace has been created, it is possible to extend its capacity and/or its duration. There is no limit to the number of times a workspace can be extended. Note that any workspace member is permitted to extend the workspace.
9.3.5.3 Extend size
To extend the workspace's capacity, click on View/Change | Extend Workspace Capacity on the workspace's information page or on the workspace status page. You will see a report of the workspace's current usage, as shown in Figure 9.3-4. Below this report, simply select the number of Megabytes (Mb) by which you wish to increase the size of the workspace and click on the "Increase Capacity" button. The amount of time left for the workspace will be unaffected.
(Remember, you will add the selected space to the existing space in the workspace.)
Figure 9.3-4: Extending the size of a workspace
9.3.5.4 Extend time
To extend the workspace's duration, click on View/Change | Extend Workspace Duration on the workspace's information page or on the workspace status page. You will see a report of the workspace's current usage. Below this report, simply select the number of days by which you wish to increase the duration of the workspace and click on "Increase Duration". The size of the workspace will be unaffected.
Any workspace member can extend the workspace duration.
(Remember, you will add the selected time to the amount of time left for the workspace and so the resulting value may still be negative, in which case you should extend the workspace duration further.)
9.3.6 Changing the structure of a workspace
- 9.3.6.1 Can personal folders be copied or moved into a workspace?
- 9.3.6.2 Can a shared folder be copied or moved into a personal folder?
- 9.3.6.3 Can a shared folder be copied or moved between workspaces?
- 9.3.6.4 Can a workspace be copied or moved into a personal folder?
There are a number of ways in which you might wish to alter the structure of your workspaces. Usually this involves moving folders around within workspaces. However, workspaces can be moved or created inside other workspaces and personal folders can be used to tidy your home page by collecting workspaces together.
9.3.6.1 Can personal folders be copied or moved into a workspace?
Yes, personal folders can be copied or moved into a workspace. This would be useful if you had reached the limit of personal space, which is limited to 20Mb (see section 9.3.2 - Managing your personal account). You would also do this if you wished to share documents with other users. In this case, the folder would be change into a shared folder so that its contents would become accountable to the workspace and the workspace members would have access to the information it contained.
9.3.6.2 Can a shared folder be copied or moved into a personal folder?
Yes, a shared folder can be copied or moved into a personal folder. It is unlikely to be something which you would wish to do. However, if you did, the folder would become a personal folder. Its contents would be accountable to your personal space. Pasting the copied or moved shared folder would only be allowed if the folder to be pasted had no additional members at this level or at any position further down its hierarchy.
9.3.6.3 Can a shared folder be copied or moved between workspaces?
Yes, a shared folder can be copied or moved between workspaces. If the shared folder is cut from the workspace it is accountable to (or one of this workspace's subfolders), the folder's accountability will be passed to the workspace it has been pasted into.
A user may, however, see a folder in their home page - if they have been added to a folder somewhere inside a workspace. If this user were to cut the folder and paste it into another workspace, they would only be changing their personal view of where the folder is located and so the folder's accountability would not change. This is also what happens when a workspace is moved into a personal folder.
9.3.6.4 Can a workspace be copied or moved into a personal folder?
To tidy your home page and to group related workspaces together, you may create personal folders and move workspaces into them. This will only affect your view of the workspaces - other people will still see them in their usual location. The accountability of the workspaces is also unchanged - workspaces cannot be accountable to personal folders.
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