Adding Contacts or Staff to Workspaces

When a contact or staff member in your Organization work area becomes involved in a workspace, you can add the contact to the workspace using the add feature in Proliance. Contacts or staff members must be added to the Workspaces work area before they are considered to be part of a workspace, even if their company has already been added. This is true even when a person has already been added to the portfolio controlling the workspace. When added to a workspace, both contact and staff documents appear as Contact documents in the Contacts register.

In order for a contact to access a workspace, he or she must be added to that workspace, given a user account, and granted Workspace Access. While you can choose to grant Workspace Access when adding the user to a workspace, you can always deny or grant access at a later time from the Account page. For more information, see "Setting Work Area Access".

You can add a contact from either of the following places:

From the Staff or Contacts register or tab (Organization work area): Use this method to quickly add several contacts at once to a workspace.

While viewing the contact or staff document: Use this method if you need to verify information before adding the person to a workspace.

After creating a workspace: Use this method to add yourself to the workspace. For a complete procedure on how to create a workspace and add yourself to it, see "Creating a New Workspace".

Tip:

You can view the workspaces to which a person has been added by selecting the staff or contact document in the Staff or Document register, and then clicking Tools > View Work Area Access.

Open either the Contacts register or the Staff register from the Organization work area.

— or —

Open the Contacts tab or the Staff tab from the appropriate company document in the Organization work area.

Select the check boxes next to the contacts or staff members to export.
Click Tools > Add Selected Staff to or Add Selected Contacts to.

The Add Contacts wizard appears.

Choose the "Workspace" option and click Next.
Follow the instructions in the wizard to add the person to the workspace.

Open either the Contacts register or the Staff register from the Organization work area.

— or —

Open the Contacts tab or the Staff tab from the appropriate company document in Organization work area.

Open the contact or staff document to export.

The Main page of the contact or staff document appears.

Click Options > Add to Workspace.

The Add to Workspace wizard appears.

Follow the instructions in the wizard to add the person to the workspace.

When the addition process is complete, the contact should now be visible in the Contacts register in the Workspaces work area.

Note:

You need the 'Add Contact' security role in order to add a person to a workspace. If you wish to create your own security role, ensure that this role has the following security permissions at a minimum:
- Accounts: Read
- Company: Read All Instances, Read
- Contact: Read All Instances, Read
- Org Company: Read All Instances, Read
- Portfolio Properties: Read All Instances, Read
- Workspace Properties: Read All Instances, Read
- Staff: Read All Instances, Read
When adding a person to a workspace, Proliance will add the contact or staff member's company to the workspace if it isn't already part of the workspace. For more information, see "Indirectly Adding a Company to another Work Area".
When first adding a person to a workspace, if the contact or staff document is missing information in a field that is required in the workspace, a conflict will not be triggered. This ensures that any account associated with the document can still access the workspace. However, on subsequent synchronization updates, any missing information will result in a conflict.