Manage workspaces

Create a workspace.
  1. In the left pane, click Central Management.
  2. Click the Workspaces tab.
  3. Select a workspace.
  4. Do any of the following:

    Task

    Steps

    Edit a workspace.
    1. Click The Edit icon.
    2. Edit the workspace as necessary.
    3. Click Save.

    Edit workspace permissions.
    1. Click The permissions icon.
    2. Select the workspace group and click Next. Type the name of a group member in the search field to filter the displayed group members.
    3. Set the group Role, Permissions, File expiration, Watermark and Commenting settings as necessary.
    4. Click Apply.

    Add a group or user to the workspace.

    1. Click The Add icon.
    2. Select Group or User.
    3. If you select Group, complete the following:
      • Type a group name and description.
      • Optionally, in the Group members field, type the email addresses or distribution lists.
      • Optionally, in the Group Managers field, type the email addresses for the group managers.
    4. If you selected User, in the Users field, type the email addresses for the users that you want to add.
    5. If you want to notifiy users that new groups or users have been added to the workspace, select the Notify members check box.
    6. Click Next.
    7. Select the group's Role.
    8. Select the group's Permission.

      The Advanced Rights Management permissions set is available for BlackBerry Workspaces Enterprise ES Mode and BlackBerry Workspaces Enterprise ES (Restrict Full Access) Mode only.

    9. In the File expiration list, specify the time for when access to the file will expire. If you select Specific date, click The calendar icon and choose the date from the calendar.
    10. In the Watermark list, specify whether workspaces PDF files display a watermark.
    11. In the Commenting list, turn commenting On or Off.
    12. In the Apply permissions to section, choose This folder and subitems that inherit permissions only or This folder and all subitems.
    13. Click Add.

    Share a workspace.
    1. Select a workspace.
    2. Click The share icon.
    3. In the Add members field, type the email addresses of the users you want to make contributors or visitors to the workspace.

      Contributors can add and remove files in the workspace, while visitors can view files but cannot add or remove them. Organization administrators can change the default permissions for contributors and visitors. For more information, see Set sharing policies.

    4. In the Message field, type an optional message for the users that you are sharing the workspace with.
    5. In the Role drop-down list, select the role that you want to assign to users in the workspace.
    6. In the Permission drop-down list, select the permissions that you want to assign to users in the workspace.
    7. In the File expiration drop-down list, specify the time for when access to the files will expire.
    8. In the Watermark drop-down list, specify whether workspaces PDF files display with a watermark.
    9. In the Commenting drop-down list, specify whether users can comment on files in the workspace.
    10. Select the Notify members check box to notify members that users have been added to the workspace.
    11. Click Share.

    Export a list of workspaces.

    You can use filters to export only the displayed list.

    Click The Export icon.

    Create a snapshot of the workspace.

    Super Admins and Legal Investigators can create a snapshot of a workspace to download the contents of the selected workspace, including the workspace Recycle bin, in a .zip file.

    Right-click a workspace and click The snapshot icon.

    Generate a workspace report.

    Export workspace activities or a group management report for workspaces in your organization. You can use filters to export only the displayed list.

    To read acknowledgement reports, you must enable the "Enable read acknowledgement" file policy and users must select "Require read acknowledgement" when creating workspaces and sending files. The workspace report is capped at 200,000 entries.
    1. Click Reports icon.
    2. Select a report type.
    3. Select whether to generate the report by a data range or all activities.
    4. Download or send the report by email.