One Place

Workplaces

• Introduction
• Accessing Your Workplaces
• Adding a Workplace
• Assigning Member Permissions
• Inside a Workplace
• Project Navigator
• Workplace Overview
• Workplace Members
• Workplace Statistics
• Workplace Portal

Introduction

A workplace in OnePlace is a way to group people and data together online, in order to focus on something. What that "something" is is completely up to you. A workplace could focus on a goal (i.e. shipping a product, fostering a customer relationship, building a house), on an aspect of your business (i.e. sales, marketing, customer support), collaborating with a client, etc.

Here's an example. Suppose you have a small business, and you want to keep track of information related to your employees. You could create a "Human Resources" workplace, and then add a project for each employee in the company to that workplace, where you keep track of things about your employees like performance reviews, tax forms, etc.

Here's another example. Suppose you want to use OnePlace for your family to help facilitate communication (everyone's busy these days) and keep family members plugged in. You could create a "Family" workplace in which you keep things like a "Family Talk" discussion, a grocery list, pictures, and projects/tasks for home renovation you're currently doing.

A workplace is owned by an account. This allows the account to maintain ownership of the data, while allowing the members of the workplace to collaborate with each other and use that information. Workplace members can come and go, however the data they create remains with the workplace (and the account which owns the workplace). An account can have many workplaces (the total number is limited by your OnePlace subscription).

Each personal account comes with a built-in private workplace. This workplace is yours alone, and the information in it is not visible to anyone but you. You cannot add other members to your private workplace. However, you can create additional workplaces in your personal account that are collaborative. You could create a workplace for collaborating with your architect on a new home or perhaps planning that getaway with your old college buddies. You can add as many members to these additional workplaces as you like. A member need only be a current user of OnePlace.

Accessing Your Workplaces

There are two primary ways to access the workplaces you belong to. The first way is via the "My Workplaces" panel on your Home page. If you don't see a panel with this title on your Home page, you can easily add it. See here for details on customizing your Home page.

The second way is using the Workplaces button in the global toolbar at the top of the page. The nice thing about the Workplaces button is that it's always available on the screen, so switching workplaces is just a couple of clicks away. You can also add a new workplace from this menu by selecting the 'Add a Workplace' option at the bottom of the menu.

Adding a Workplace

You can create a new workplace using the Quick Add button in the global toolbar, or by clicking the Add button in the "My Workplaces" panel on your Home page. You can create workplaces in your team account (provided the team administrator granted you this right) and your personal account. The "Add Workplace" dialog takes you through the various steps of creating a new workplace.

A workplace must have a name, and you can name it anything you like. You can also provide a short name for the workplace. The short name must be unique within OnePlace (i.e. for all team accounts), as it is used to provide access to the portal view of the workplace (useful when working with people external to your team), as well as for sending information to the workplace via email (see Email Integration for more details).

You can categorize your new workplace. Enter anything you like in the category field (or leave it blank if you don't want to categorize the workplace). The "My Workplaces" panel on your Home page allows you to filter the workplaces shown by category, so adding categories to your workplaces is handy if you have a lot of workplaces, and want to narrow down the list.

You can choose an icon for your workplace from a set of standard icons that OnePlace provides, or upload your own custom icon. To select a standard icon, first click the 'Standard' radio button, and then click either the 'Change' link next to the 'Icon' label, or click on the icon currently being shown. An icon picker will pop up that allows you to choose an appropriate icon for your workplace. To upload a custom icon, first click on the 'Custom' radio button, and then click on the button that appears to upload an icon from your hard drive.

Add Members

The next step of adding a workplace is to add people to the workplace. You can add people who are already OnePlace users, as well as people who are not. When you add someone who is not currently a user, or someone who is not part of your team account, OnePlace will send that person an invitation to join the workplace. This person can either accept or decline the invitation.

Choose Features

The next step of adding a workplace is to choose the features you want the workplace to have. Since workplaces can be used for different purposes, it may not make sense for a workplace to have the full set of features available. Simply uncheck the features you don't want for your workplace.

Choose Defaults

The next step of adding a workplace is to set up defaults for the workplace:

• Time Tracking - You can specify the default time tracking setting for new projects and tasks.
• Access - You can specify the default access level for new data added to this workplace. See Assigning Permissions below for more details on how workplace permissions/access levels work in OnePlace

Summary

The final step of adding a workplace is to review the choices you made, and click the Save button to create the workplace:

Assigning Member Permissions

When a user is added to a workplace, they are assigned a permission/access level which determines the information that they will be able to see in the workplace. Likewise, when something is added to a workplace (i.e. a project, task, file, etc.), it is assigned a permission/access level that workplace members are required to have in order to see it.

OnePlace supports the following permission/access levels:

The Members Tab shows the access level that is assigned to each member of the workplace.

When something is designated with limited or portal access, it is decorated with a small "L" or "P" in front of its name/title. This allows you to quickly identify the things in a workplace that a particular permission/access level is able to see. If something has no permissions decoration, then full access is required to see that item. In the example below, members with portal access can only see the two tasks with portal access (P). Members with limited access can only see the two portal access tasks (P), and the one limited access task (L). Members with full access can see all six tasks.

Inside a Workplace

The screen shot below shows what a "lived in" workplace looks like.

Project Navigator

The Project Navigator is on the left side of the workplace page. It is used to navigate the project hierarchy within the workplace, and also to manage the members of the workplace.

Workplace Overview

The Workplace Overview gives you a birds-eye view of your workplace, including the progress you are making on the projects and tasks in the workplace, any upcoming deadlines on projects and tasks, any overdue deadlines, and the latest activity.

Workplace Members

The Members tab displays the members that belong to the Workplace. They can be grouped by the account to which they belong, or permission access levels in each Workplace. From here, you can get an overview of everyone you are connected to inside that Workplace.

Adding Workplace Members

To include more members into your Workplace, the Workplace Admin must click on the Add button on the Members tab, and enter in the email addresses of those they want to include in the Workplace. Their emails can be pulled from the available Address Book, which includes members of your account, or typed in to invite outside users to your Workplace. Also, at this point, the Workplace Admin can choose permission levels for each new Workplace member. Once all email addresses have been added, hit Save and they will receive a notification that they have been added to your Workplace.

Removing Workplace Members

There may come a time when you no longer want to collaborate with a member of your Workplace. When this happens, the Workplace Administrator can remove Workplace members by hovering over the Actions link next to their name and choosing the "Remove" option. That user will then be removed from the Workplace.

Making a member a Workplace Administrator

The OnePlace user who created the Workplace will automatically be listed as that Workplace's Administrator. However, you may want to make other Workplace members Administrators, so multiple people can manage the Workplace. To make a current Workplace member a Workplace Administrator, hover over the Actions link next to their name and select "Edit Permissions". Then, check the box next to "Workplace Administrator". Once you hit Save, that member will now be a Workplace Administrator.

Editing Workplace Member Permissions

If you'd like to edit the permission levels of each member of the Workplace, you can on the Members tab. Hover over the Actions link next to the appropriate member and select "Edit Permissions". Then, choose whether you want them to have Full Access, Limited Access or Portal Access if your Workplace Portal is enabled. Once you select Save, their member permissions will be updated.

Workplace Statistics

A Statistics tab is available within a workplace when the "Statistics" feature is turned on. OnePlace computes real-time statistics for a workplace by calculating the total estimated effort, total actual effort, and total remaining effort for all tasks within the workplace.

Messages

The Messages tab aggregates all Team Pulse posts related to the specific Workplace. All tasks that have been started or completed in that Workplace will be pulsed and viewed on the Messages tab, as well as all Pulse messages posted to the Workplace via Team Pulse or the OnePlace Dashboard. Users can also Pulse to and from the Workplace within that Workplace's Messages tab.

Discussions

The Discussions tab displays discussions that have been created in the workplace, and allows you to manage those discussions (create new discussions, participate in discussions, archive discussions, trash discussions). To learn about how discussions work in OnePlace, click here.

Tasks

The Tasks tab displays all tasks that belong to the workplace or project (if you are drilled into a project). To learn about how tasks work in OnePlace, click here.

Files

The Files tab displays the files which have been uploaded and attached to the workplace or project (if you are drilled into a project). To learn about how files work in OnePlace, click here.

Lists

The Lists tab displays the lists which have been added to the workplace or project (if you are drilled into a project). To learn about how lists work in OnePlace, click here.

Notes

The Notes tab displays the notes which have been added to the workplace or project (if you are drilled into a project). To learn about how notes work in OnePlace, click here.

Portals

There is an entire section dedicated to workplace portals here.