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Collaboration with users by using Spaces

Updated on January 27, 2022

Applicable to Theme Cosmos and Theme UI-Kit applications

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 landing page for Spaces showing spaces to which the user belongs.

The collaboration interface for a space
The Pulse gadget is part of 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.

  1. In the header of App Studio, navigate to a portal that contains the Spaces widget.
  2. In the navigation pane, click Spaces.
  3. Click Create space.
    Note: The user who creates a space becomes the owner of the space.
  4. Enter a name for the space.
  5. Optional: To give a short description to the space, enter some relevant text in the Description field.
  6. 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.
  7. 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.
  8. 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
    An example of a configuration of a new space that you create on the Spaces landing page.
    Result: The image is visible in the space preview on the Spaces landing page and when you open the space.
  9. 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
A newly created space interface with Pulse and the Add member, Edit space, and Actions buttons.

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
The Spaces landing space displaying the newly created space next to other spaces.

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.

  1. In the navigation pane, click Spaces.
  2. 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.
  3. 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
    Previews of a public space and a private space, which has options to join and request access.
    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:
  1. In the navigation pane, click Spaces.
  2. 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.
  3. Click the space in which you want to start or continue a discussion.
  4. On the Activity tab, use Pulse to communicate with members of the 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.
  5. Optional: To add content to support your discussions, upload or pin files, URLs, documents, or cases and other spaces in your application.
  6. If you are the owner of the space, moderate discussions and content by deleting messages, attachments, and pins that are irrelevant or inappropriate.

    For more information, see Managing Pulse messages.

Result:
Pulse message with an attachment posted in a space
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:
  1. In the navigation pane, click Spaces.
  2. 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.
  3. Click the space to which you want to pin content.
  4. On the Board tab, click Add pin.
  5. In the Create pin modal dialog box, select a pin type.
  6. 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.
  7. Optional: Update the pin title and image.
    Result: The title and image appear in the pin preview on the Board tab.
  8. Click Pin to space.
  9. 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.
  10. Optional: To pin the content to another space, perform the following actions:
    1. Hover over the pin, and then click the Show more icon.
    2. Click Repin.
    3. 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
The pinned links to candidates' profiles are arranged as tiles.

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:
Note: If you are a member of a space, you can only edit pins that you create.
  1. In the navigation pane, click Spaces.
  2. 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.
  3. Click the space in which you want to edit a pin.
  4. On the Board tab, search for the pin that you want to edit.
  5. Hover over the pin, and then click the Show more icon.
  6. Click Edit.
  7. Update the pin title, image, or description.
  8. 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:
Note: If you are a member of a space, you can only delete pins that you create.
  1. In the navigation pane, click Spaces.
  2. 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.
  3. Click the space in which you want to delete a pin.
  4. On the Board tab, search for the pin that you want to delete.
  5. Hover over the pin, and then click the Show more icon.
  6. Click Delete.
  7. 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:
  1. In the navigation pane, click Spaces.
  2. 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.
  3. Click the space for which you want to update the details.
  4. Click Edit space.
  5. 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.

  6. 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:
  1. In the navigation pane, click Spaces.
  2. 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.
  3. Click the space for which you want to manage the members.
  4. Click Add member.
  5. 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.
  6. 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.
  1. In the navigation pane, click Spaces.
  2. 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.
  3. Click the space for which you want to update the owner.
  4. On the Activity tab, click Edit space.
  5. In the Owner section, click the Change owner icon next to the name of the current owner of the space.
  6. Press the Down arrow key and select a member to set as the new owner.
  7. 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.

  1. In the navigation pane, click Spaces.
  2. 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.
  3. Click the space to which you want to add content.
  4. In the upper-right corner, click the Expand the utility pane icon, and then click the Related tab.
  5. 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.
    • Upload a local document.
    • Select a file from an external repository. For more information, see Sourcing attachments from external storage.
  6. Click Submit.

Managing content attached to a space

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.

  1. In the navigation pane, click Spaces.
  2. 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.
  3. Select a space that contains a document that you want to discuss.
  4. In the upper-right corner, click the Expand the utility pane icon, and then click the Related tab.
  5. In the Files & documents section, click the Preview link of the attached document.
  6. Click the Expand the utility pane icon.
  7. 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
    A Pulse comment about a file in a space, with the file attached to the comment.
  8. In the document header, perform additional actions on the document by completing any of the following actions:
    ChoicesActions
    Receive notifications for the document when you are not the ownerClick the Follow icon.
    Modify the documentClick Edit.
    Download the documentClick Download the file.
    Add tags to the documentClick Actions, and then select Manage tags.
    Modify your notification preferences for the documentClick Actions, and then select Manage notifications.
    Pin the document to a space or to the Recents listClick Actions, and then select the relevant option.
    Copy a link to the documentClick Actions, and then select Copy shareable link.
    Delete the commentClick 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.
  1. In the navigation pane, click Spaces.
  2. 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.
  3. Click the space within which you want to create a subspace.
  4. Click ActionsAdd subspace.
  5. 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
     The Car Loans subspace within the Loans space.
  6. Optional: To edit or adjust the subspace, perform any of the steps in Managing a space, Adding content to a space, and Managing content attached to a 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.
  1. In the navigation pane of the portal that you use, click Spaces, and then choose the space that you want to update with tasks.
  2. On the Tasks tab, in the Open column, click the Create task icon.
  3. In the Add task modal dialog box, enter a name for the task.
  4. Click Create.
  5. 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
  6. Optional: To edit the task details, click the task, and then in the Task details modal dialog box, update the relevant items:
    ChoicesActions
    Change the task nameIn the Task name field, provide a new name for the task.
    Change the task statusIn the Status field, select a new status for the task.
    Change the owner of the taskIn the Assignee field, select a new owner for the task.
    Change the due date of the taskIn the Due date field, select a new due date for the task.
    Provide additional details about the taskIn the Additional details field, enter relevant information about the task.
    Enable quick filtering and checking the progress of tasks by adding task categories
    1. 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.
    2. Click Submit.
    Provide more detailed, smaller action items in the task
    1. In the Checklist section, click the Add checklist item icon for every action item that you want to add.
    2. Click Submit.
    Post a Pulse message about the taskIn 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
    A modal dialog box with categories and a checklist added to your task.
  7. Optional: To add content to a task, hover over the task, and then click Show moreAdd content:
    ChoicesActions
    Provide content in a rich text editor
    1. In the Manage content modal dialog box, click Rich text.
    2. In the Name field, enter the name of the document, for example Presentation agenda.
    3. In the Content field, create the document.
      For example: Enter the presentation agenda:
      Adding content to a task in the rich text editor
      Adding content to a task in the rich text editor.
    4. Click Submit.
    Upload a file
    1. In the Manage content modal dialog box, click Local file, and then select a file that you want to upload.
    2. In the Name field, enter the name of the file, for example Graphics - charts.
    3. Optional: To provide additional information about the file, in the Description field, enter relevant details.
    4. Click Submit.
    Pin a document
    1. In the Manage content modal dialog box, click Add existing.
    2. In the autocomplete field, press the Down arrow key, and then select a document from your application, for example Sales results file.
    3. Click Add.
    4. Click Submit.
    Add a URL
    1. In the Manage content modal dialog box, click URL.
    2. 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.
    3. In the URL field, enter the Internet address, for example http://uplustelco.com.
    4. Click Submit.
  8. Optional: To effectively process your case, on the Tasks tab, manage your tasks in one of the following ways:
    ChoicesActions
    Change the priority of a taskDrag the task up or down within a column.
    Change the status of a taskDrag 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
    1. Click the Filter icon, and then select a category, for example Collect data.
    2. Click Apply.
    Add content to a task
    1. Hover over the task, and then click Show moreAdd content.
    2. Perform any number of actions from step 7.
    Edit task details
    1. Click the task, and then update relevant information, for example, change the assignee or due date of the task.
    2. Click Submit.
    Delete a task
    1. Hover over the task, and then click Show moreDelete.
    2. Click OK.
    Edit the checklist to inform other users about the progress of a task
    1. Click the task, and then, in the Checklist section, select a checkbox next to an item that you want to mark as complete.
    2. Click Submit.
    Post a Pulse message about the taskIn the Pulse section, in the Start a conversation field, enter your message.

    For more information, see Posting a message in Pulse.

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.
  1. Create an access group in the application in which you want to grant Super Admin privileges to a user.
    For more information, see Creating an access group.
  2. Create an access role for promoted spaces.
    For more information, see Creating an access role by using the access role dialog box.
    Tip: To save time, clone an existing access role.
  3. Add the PegaSocial-Group class to the access roles.
  4. Add the pxSpaceAdmin privilege with level 5 and give access level 5 to the following functions:
    • Read
    • Write
    • Delete
    • Run a report of rules and instances
    Level 5 is the highest level.
  5. Add the new access role to the new access group.
    For more information, see Adding a role to an access group.
  6. 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.
  1. In the navigation pane, click Spaces.
  2. Open the space for which you want to search the Pulse messages.
  3. On the Activity tab, in the Search field, click the Expand search option icon.
  4. In the Filter posts dialog box, define the filters that you want to apply.
    For example: In the Contains line, enter Loan request.
  5. Click Search.
Result: The results display posts, comments, and attachments that match the applied filters.

Related articles

Collaborating with users by using Pulse

Tags

Pega Platform 8.7 Case Management

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