By creating spaces, you gather users that are professionally connected within
a single digital community, so that they can collaborate on specific areas of interest. When
you restrict the discussion of certain topics to the users of a space, you avoid broadcasting
irrelevant messages to all users in your application and create more effective
communication.
For example, you are a team leader who wants to hire new members for
your team. To discuss prospective candidates with management, you can create a Hiring space that
includes the manager, senior manager, and director of the team.Note: The
feature is not available in Cosmos React applications. You can only
configure an application to launch the feature in a section-based UI in a new browser tab. For
more information, see and Launching Theme Cosmos pages from Cosmos React portals.
Spaces are areas in the application that enable groups of users to collaborate on a
specific area of interest. In spaces, users can collaborate and exchange information by
posting Pulse messages, uploading attachments, linking
documents, or by pinning cases, documents, reports, and other spaces.
To distribute work, plan outcomes, and ensure that every space member is on track, you can
create a task board, and then manage tasks in a comprehensible and clear way, even if the
members of a space belong to different teams. For instance, you can populate a task board
that is visible to managers and members of various teams that cooperate on a joint
project.
To make your content more relevant, create a sub-space that gathers users within a space.
For example, you can create a sub-space for CSRs that work together on a particular project,
so that you do not involve the whole team.
The following images show the Spaces landing page and the collaboration interface for a
space:
The Spaces landing page by default displays the spaces of which the user is a
member
The collaboration interface for a space
The following tasks can help you share information with other users by using spaces:
Creating a space
Create a space to collaborate with users in your application on a specific area of
interest, for example, to discuss training for new hires in your team.
In the header of App Studio, navigate to a portal that contains the
Spaces widget.
In the navigation pane, click Spaces.
Click Create space.
Note: The user who creates a space becomes the owner of the space.
Enter a name for the space.
Optional: To give a short description to the space, enter some relevant text in the
Description field.
In the Space type menu, select who can see and access the
space.
Public – All users in your application can see and join the
space. The owner can also invite users to the space.
Private – All users in your application can see the space
and request access. The owner can also invite users to the space.
Unlisted – Only the owner and users who are invited by the
owner to join the space can see it.
Optional: To create tasks in Pulse and use a task board in your
space, select the Enable task tracking checkbox.
You can also enable task tracking after you create a space by clicking Edit
space on the Activity tab of your space.
Optional: To associate an image with the space, in the Featured image
section, click Update space image, and then browse to and upload an
image.For example: A new space setting with a custom image added to the space
Result: The image is visible in the space preview on the Spaces landing page and when
you open the space.
Click Done.
Result: A space is created with a Pulse interface for discussions and sections that contain the space details, as
shown in the following image:A newly created space interface
The newly created space is visible on the Spaces landing page, as shown in the
following image:
The Spaces landing space with the newly created space
Joining a space
Join a space to discuss a topic of specific interest with other members, for example,
to exchange views about prospective candidates for your team.
In the navigation pane, click Spaces.
Choose the spaces in your application to view.
To view the private and public spaces, and unlisted spaces of which you
are a member, click All.
To view only the spaces of which you are a member or an owner, click
Member of.
To view the spaces that are marked as promoted, click
Promoted.
Join a selected space by doing one of the following actions:
To join a public space, in the space preview, click
Join.
You can now instantly collaborate with members of the
space.
To join a private space, in the space preview, click Request
access.
When the owner approves the request, you receive a notification,
after which you can collaborate with members of the space.
To join an unlisted space, wait for an invitation from the owner of the
space.
When the owner invites you, you receive a notification, after which you can
collaborate with members of the space.
For example: The following images show previews of a public space (left), and a private space
(right) with options to join and request access:Joining a public space and requesting access to a private space
Tip: To leave a space, click ActionsLeave.
Communicating with members of a space
Communicate with the members of a space by using Pulse to discuss relevant topics, for example, training for new
hires.
Before you begin: Ensure that you have owner or member access to a space:
Create a space to become the owner. For more information,
see Creating a space.
Tip: Select the types of notifications that you receive for the
space by clicking ActionsNotification preferences and selecting the Override at instance
level checkbox.
Optional: To add content to support your discussions, upload or pin files, URLs,
documents, or cases and other spaces in your application.
Result: Pulse message with an attachment posted in a space
Pinning content to a space
Communicate with members of a space more effectively by pinning content
that supports discussion in that space. For example, you can pin the job profiles of
prospective candidates to a Hiring space.
A pin is a reference to a file,
URL, document, case, or space. You can add and edit titles and images for pins, search for
pins, filter pins by pin type, and 'like' pins. You can also pin existing content in one
space to another space.
Before you begin: Ensure that you have owner or member access to a space:
Create a space to become the owner. For more information,
see Creating a space.
Join the space to become a member. For more information,
see Joining a space.
In the navigation pane, click Spaces.
Choose the spaces in your application to view.
To view the private and public spaces, and unlisted spaces of which you
are a member, click All.
To view only the spaces of which you are a member or an owner, click
Member of.
To view the spaces that are marked as promoted, click
Promoted.
Click the space to which you want to pin content.
On the Board tab, click Add
pin.
In the Create pin modal dialog box, select a pin
type.
Select the type of content to pin to the space:
For the Case, Document, or
Space pin types, press the Down arrow key, and
then choose a value from the field that appears, or upload a file.
For the URL pin type, enter a URL in the field
that appears.
Optional: Update the pin title and image.Result: The title and image appear in the pin preview on the
Board tab.
Click Pin to space.
Optional: To pin the current space to another space, click ActionsPin to space, and then choose or create the spaces to which you want to pin
the current space.
Optional: To pin the content to another space, perform the following actions:
Hover over the pin, and then click the Show more
icon.
Click Repin.
In the modal dialog box, choose or create the spaces to which you want
to pin the content.
Result: The content that you pin appears on the
Board tab of a space, which provides a comprehensive overview
of the content that you link to the space. Tip: You
can reorganize pins to place the most relevant and the most important pins at the
top of the list.For example: Pins with links to the candidates' profiles pinned to the board of the space:Space board with links to candidates' profiles
Editing a pin in a space
Stimulate effective communication by updating the title and image of a pin, or adding
an image to a pin to replace the default image. For example, you can add candidates' photos
to the pins with job profiles in a Hiring space, to help the space members identify
individual candidates.
Before you begin: Ensure that you have owner or member access to the space:
Create a space to become the owner. For more information,
see Creating a space.
Join the space to become a member. For more information,
see Joining a space.
Note: If you are a member of a space, you can only edit pins that you
create.
In the navigation pane, click Spaces.
Choose the spaces in your application to view.
To view the private and public spaces, and unlisted spaces of which you
are a member, click All.
To view only the spaces of which you are a member or an owner, click
Member of.
To view the spaces that are marked as promoted, click
Promoted.
Click the space in which you want to edit a pin.
On the Board tab, search for the pin that you want to
edit.
Hover over the pin, and then click the Show more
icon.
Click Edit.
Update the pin title, image, or description.
Click Submit.
Deleting a pin from a space
Delete a pin from a space when the pin is no longer relevant. For example, in a
Hiring space, you can delete the job profiles of candidates who have not passed their
interviews.
Before you begin: Ensure that you have owner or member access to the space:
Create a space to become the owner. For more information,
see Creating a space.
Join the space to become a member. For more information,
see Joining a space.
Note: If you are a member of a space, you can only delete pins that you
create.
In the navigation pane, click Spaces.
Choose the spaces in your application to view.
To view the private and public spaces, and unlisted spaces of which you
are a member, click All.
To view only the spaces of which you are a member or an owner, click
Member of.
To view the spaces that are marked as promoted, click
Promoted.
Click the space in which you want to delete a pin.
On the Board tab, search for the pin that you want to
delete.
Hover over the pin, and then click the Show more
icon.
Click Delete.
Click Submit.
Managing a space
Ensure that a space has correct information and relevant members by updating the
details of the space and by adding and removing members. As an owner of a space, you can also
approve or reject requests to join the space and set another member as the owner of the space.
The following tasks can help you manage a space:
Updating details of a space
Update the details of a space to ensure that the information about the space is
correct. For example, you can update the name of the space to be more specific and
meaningful.
Before you begin: Ensure that you have owner access to the space:
Create a space to become the owner. For more information,
see Creating a space.
To view the private and public spaces, and unlisted spaces of which you
are a member, click All.
To view only the spaces of which you are a member or an owner, click
Member of.
To view the spaces that are marked as promoted, click
Promoted.
Click the space for which you want to update the details.
Click Edit space.
In the Edit space modal dialog box, perform any of the
following actions:
Update the name, description, type, or image for the space.
Enable or disable task tracking.
Update the hierarchy by adding, removing, or updating the parent
space.
If you add a parent space, the current space becomes a subspace
for the parent space. If you remove the parent space, the current space
is no longer a subspace.
Click Submit.
Tip: If the space is no longer required, delete the space by
clicking ActionsDelete.
Managing members of a space
Ensure that a space engages relevant stakeholders by adding and removing members. You
can also approve or reject requests to join the space.
Before you begin: Ensure that you have owner access to the space:
Create a space to become the owner. For more information,
see Creating a space.
To view the private and public spaces, and unlisted spaces of which you
are a member, click All.
To view only the spaces of which you are a member or an owner, click
Member of.
To view the spaces that are marked as promoted, click
Promoted.
Click the space for which you want to manage the members.
Click Add member.
In the Manage members modal dialog box, perform any of
the following actions:
To add a member to the space, in the drop-down list, press the Down
arrow key to select the user that you want to add as a member, and then
click the Add member icon.
To remove a member from the space, click the Delete
member icon next to the name of the member.
To approve or reject member requests to join the space, click the
Approve member or Reject
member icon next to the name of the user.
Click Submit.
Updating the owner of a space
Update the owner of a space if you do not want or need to own the space, or can no
longer own the space. For example, if you are moving to another project in your
organization, appoint a new owner of the space.
Before you begin: Ensure that you have owner access to the space:
Create a space to become the owner. For more information,
see Creating a space.
Ensure that the space details are up-to-date because after you resign from being
the space owner, you cannot edit any details of the space.
In the navigation pane, click Spaces.
Choose the spaces in your application to view.
To view the private and public spaces, and unlisted spaces of which you
are a member, click All.
To view only the spaces of which you are a member or an owner, click
Member of.
To view the spaces that are marked as promoted, click
Promoted.
Click the space for which you want to update the owner.
On the Activity tab, click Edit
space.
In the Owner section, click the Change
owner icon next to the name of the current owner of the
space.
Press the Down arrow key and select a member to set as the new owner.
Click Submit.
Result: You no longer own the space, but you continue to be a member
of the space.
Adding content to a space
Attach relevant correspondence and documentation to a space so that you concentrate
the supporting information in the space. For example, you can add sales orders from your
customers so that the orders are available to other users of your space.
In the navigation pane, click Spaces.
Choose the spaces in your application to view.
To view the private and public spaces, and unlisted spaces of which you
are a member, click All.
To view only the spaces of which you are a member or an owner, click
Member of.
To view the spaces that are marked as promoted, click
Promoted.
Click the space to which you want to add content.
In the upper-right corner, click the Expand the utility
pane icon, and then click the Related
tab.
In the Files & documents section, click the
Manage files and documents icon, and then in the
Manage content modal dialog box, select the type of
content that you want to add to the space:
Create a new document by using the rich text editor.
Add an existing document to reuse content from another space.
Add a URL, for example, the address of a customer's website.
Enhance collaboration with other users of your application by providing additional
information about the attached documents in Pulse, and by
performing other actions on the attached files that help you control the content. For
example, you can prepare a draft of a presentation that your team is to deliver and discuss
the content in Pulse.
In the navigation pane, click Spaces.
Choose the spaces in your application to view.
To view the private and public spaces, and unlisted spaces of which you
are a member, click All.
To view only the spaces of which you are a member or an owner, click
Member of.
To view the spaces that are marked as promoted, click
Promoted.
Select a space that contains a document that you want to discuss.
In the upper-right corner, click the Expand the utility
pane icon, and then click the Related
tab.
In the Files & documents section, click the
Preview link of the attached document.
Click the Expand the utility pane icon.
On the Activity tab, use the Pulse feed to discuss the document with other users.
For example: Collaborating on a file in a space by using Pulse
In the document header, perform additional actions on the document by
completing any of the following actions:
Choices
Actions
Receive notifications for the document when you are not the
owner
Click the Follow icon.
Modify the document
Click Edit.
Download the document
Click Download the file.
Add tags to the document
Click Actions, and then select
Manage tags.
Modify your notification preferences for the document
Click Actions, and then select
Manage notifications.
Pin the document to a space or to the Recents list
Click Actions, and then select the relevant
option.
Copy a link to the document
Click Actions, and then select
Copy shareable link.
Delete the comment
Click Actions, and then select
Delete.
Fine-tuning collaboration by creating subspaces
Improve collaboration on a topic by branching the parent space. In this way
you can create multiple subspaces that contain relevant subtopic content for their members,
grouped under their parent topic.
For example, you can
divide the Loans space into subspaces for different loan types, such as Car Loans or Mortgage
Loans. In these subspaces, case workers can access only the information for the loan types on
which they are working.
Before you begin: To create a subspace, you need to be a member of the
parent space. For more information, see Joining a space and
Creating a space.
You can add multiple subspaces to a parent space.
However, a subspace can have only one parent space. You can also create subspaces within
subspaces.
In the navigation pane, click Spaces.
Choose the spaces in your application to view.
To view the private and public spaces, and unlisted spaces of which you
are a member, click All.
To view only the spaces of which you are a member or an owner, click
Member of.
To view the spaces that are marked as promoted, click
Promoted.
Click the space within which you want to create a subspace.
Click ActionsAdd subspace.
In the Create a new subspace inParent space name modal dialog box, perform steps 4 through 9 in Creating a space.For example: A subspace within a parent space
Result: You can find the newly added subspace on the
Subspaces tab of the parent space and also on the Spaces landing
page. The subspace is created with a Pulse interface for
discussions, a link to the parent space above the title of the subspace, and sections that
contain the subspace details.What to do next: Users can perform the same tasks with subspaces as they can with
spaces, for example, create further subspaces, define visibility, and set access rights. A
user can join a subspace and members can communicate with other members of the subspace. The
owner can manage the members and the subspace details, such as updating or removing the parent
space.
Creating and managing tasks in a space
Resolve tasks more effectively when collaborating with other users of your space
by monitoring work on a task board. Add tasks to your board so that all the space
members are well-informed about the assignments that they need to complete. You can
notify all the members of the space by creating new tasks, updating the status of
existing items, and adding checklists to tasks.
For example, a team of salespeople in a large company wants to prepare a presentation for
their customers. Members of the team need a single tracking solution because they are
located at different sites.
Before you begin: Create a space and enable task tracking. For more
information, see Creating a space.
In the navigation pane of the portal that you use, click
Spaces, and then choose the space that you want to
update with tasks.
On the Tasks tab, in the Open
column, click the Create task icon.
In the Add task modal dialog box, enter a name for the
task.
Click Create.
Optional: To create more tasks, repeat steps 2 through 4.For example: You can create the following list of tasks for a presentation
assignment:
Collect additional information
Conduct research for prognosis
Create draft presentation
Prepare graphics
Optional: To edit the task details, click the task, and then in the Task
details modal dialog box, update the relevant items:
Choices
Actions
Change the task name
In the Task name field, provide a new name
for the task.
Change the task status
In the Status field, select a new status for
the task.
Change the owner of the task
In the Assignee field, select a new owner for
the task.
Change the due date of the task
In the Due date field, select a new due date
for the task.
Provide additional details about the task
In the Additional details field, enter
relevant information about the task.
Enable quick filtering and checking the progress of tasks by
adding task categories
In the Category section, in the
Add category field, define the
categories for the task by entering the name of the category
or selecting the category from the list.
Note: The list only contains the
categories that you create in the space that you
currently use.
Click Submit.
Provide more detailed, smaller action items in the task
In the Checklist section, click the
Add checklist item icon for every
action item that you want to add.
Click Submit.
Post a Pulse message about the
task
In the Pulse section, in the
Start a conversation field, enter your
message. For more information, see Posting a message in Pulse.
For example: Editing the category and checklist of a task
Optional: To add content to a task, hover over the task, and then click Show moreAdd content:
Choices
Actions
Provide content in a rich text editor
In the Manage content modal dialog
box, click Rich text.
In the Name field, enter the name of
the document, for example Presentation
agenda.
In the Content field, create the
document.For example: Enter the presentation agenda:Adding content to a task in the rich text
editor
Click Submit.
Upload a file
In the Manage content modal dialog
box, click Local file, and then
select a file that you want to upload.
In the Name field, enter the name of
the file, for example Graphics -
charts.
Optional: To provide additional information about the file, in the
Description field, enter relevant
details.
Click Submit.
Pin a document
In the Manage content modal dialog
box, click Add existing.
In the autocomplete field, press the Down arrow key, and
then select a document from your application, for example
Sales results file.
Click Add.
Click Submit.
Add a URL
In the Manage content modal dialog
box, click URL.
In the Subject field, enter the name
that you want to use for the URL, for example, if you add a
URL to a site of a prospective client, enter the client's
company name.
In the URL field, enter the Internet
address, for example
http://uplustelco.com.
Click Submit.
Optional: To effectively process your case, on the Tasks tab,
manage your tasks in one of the following ways:
Choices
Actions
Change the priority of a task
Drag the task up or down within a column.
Change the status of a task
Drag the task to one of the following columns:
Open
In-Progress
On-Hold
Completed
Note: You can also change the task status in
the task properties, which you configure in the Task
details modal dialog box of a task, in the
Status field. You can also mark a
task as completed by clicking the Complete
task button.
Filter tasks to display only tasks with a specific
category
Click the Filter icon, and then
select a category, for example Collect
data.
Click Apply.
Add content to a task
Hover over the task, and then click Show moreAdd content.
Result: The task board in your space now contains tasks that you
process and clear to complete the assignment. The tasks are enriched with attached
content to facilitate communication between space members. You can also track and manage
the progress of a case by updating the status of the tasks.
Granting Super Admin privileges to users
Provide users with Super Admin privileges to manage and edit any space, even if they
are not members of the space. By authorizing certain users to manage any space in you
application, you can manage spaces more effectively and have greater control over the
content that space owners and members create.
Users with Super Admin privileges can perform the following actions in any space:
Mark a space as promoted.
Edit a space: change the space type, edit the name or description, and change
the owner and hierarchy.
Delete a space.
Create subspaces.
Create an access group in the application in which you want to grant Super
Admin privileges to a user.
Add the new access group to the users to whom you want to give Super Admin
privileges, and then make the newly created access group the default access
group.
Searching for Pulse messages in spaces
Access the information that you need more quickly by searching for Pulse messages within the context of a space. For greater
accuracy, apply filters, such as keywords, and message authors.
For example,
you can filter messages that include the phrase Loan
request.
Before you begin: Enable Search indexing and index Pulse instances. For more information, see Enabling the indexing of classes.
Search results include private and public posts, comments, and attachments that
match the filters that you apply. If the result is a comment, Pulse displays the complete thread so that you can see the context of the
comment. For attachments, the filters evaluate both file names and contents.
In the navigation pane, click Spaces.
Open the space for which you want to search the Pulse messages.
On the Activity tab, in the
Search field, click the Expand search
option icon.
In the Filter posts dialog box, define the filters that
you want to apply.For example: In the Contains line, enter Loan
request.
Click Search.
Result: The results display posts, comments, and attachments that
match the applied filters.
