Creating a New Workspace

1. Open the Workspace Properties register from the Organization work area.
2. Click New to create a new workspace using the default template.

— or —

Click the arrow next to New to select the template to use. For more information, see "About Document Templates".

A blank workspace appears. Some information may already be filled in, depending on the template used.

3. Enter the following information:
• Type :Choose the Type of Workspace you wish to create.
  
  Plan-Build is the default value entered in this field when a new Workspacedocument is created.
  
  The Type field is required.
  
  Note: The Type field can only be edited while the Workspace is in Draft state.
• Workspace Name: A short name used as the workspace's alias.
• Account Name: Type the account name of the workspace. This name is used by integration accounts to access specific workspaces in Proliance. The account name cannot have any special characters and any spaces you enter will be automatically truncated.
  
  The account name cannot be changed once the workspace leaves the Draft workflow state. The account name is required.
• Time Zone and Daylight Savings Time: Indicates the time zone in which the workspace is located and whether that area uses Daylight Savings Time.
• Book Type Settings: The Book Type Settings for the workspace's allocations, contracts and related documents, and cost event line items.
• Portfolio: Click the Magnifying Glass drop-down list to open the Portfolios dialog box and select the name of the live portfolio to which you want to add the workspace. The dialog box contains both live and template portfolios in the Active workflow state, but by default is filtered to display only Live Portfolios.

  Only Portfolios with the same type as the Workspace you are creating will be displayed in this dialog.

  Your selection cannot be changed once the workspace leaves the Draft workflow state.

  Important: Ensure that you select a live portfolio, as opposed to a template portfolio. Proliance automatically flags any workspace created within a template portfolio as a template workspace. For more information, see "Creating a Template Workspace".

• Workspace Reference: Click the Magnifying Glass drop-down list to open the Workspace Reference dialog box and select the name of the workspace on which to base the new workspace. The dialog box contains all live and template workspaces from the selected portfolio, but by default is filtered to display only Template Workspaces. Workspaces in the Draft workflow state are not included.

  Your selection cannot be changed once the workspace leaves the Draft workflow state.

  Note: When creating a workspace with a Type of Plan-Build, if you try to select a Reference before choosing a Portfolio, the dialog box will contain only standalone workspaces with a type of Plan-Build.

• Copy Workspace Data:Select the check box to copy all document and service data from the Reference to the new workspace. If you leave this blank, the new workspace will contain no data.

  Your selection cannot be changed once the workspace leaves the Draft workflow state.

  All documents are copied except notices, activity logs, service requestors, and document variants.

  Note: To select this check box, your security role must have permission to copy workspace data. For more information, see "About Security Permissions". While the workspaceis in Draft state, selecting this check box will hide all BCM related fields on the Main page. These fields include: BCM Integration Enabled and all settings under Book Type Settings. Once the workspace moves out of the Draft state, the fields become visible and are automatically given values from the Reference. For a complete list of documents and service data that are copied over to a workspace, see "Copying Workspace Data"

4. Complete any additional required information. Headings marked with an asterisk (*) or highlighted fields are required. For more information, see "About Required Fields".

Please refer to the following for more information on the fields for each page:

• Main
• Properties
5. Click Save.

The workspace is saved in a Draft state. You can continue to modify the workspace document in the Organization work area while it is in a Draft state.

6. If you wish to access this workspace from the Workspaces work area, you need to perform a workflow action to activate the workspace and then add your contact or staff document to this workspace. For more information on the workflow actions of a workspace document, see "Workspace Properties Workflow Actions".

After activating the workspace, Proliance displays an Action Complete page containing three options: "Return to Document", "Return to Register", and "Add User to Workspace".

7. Click Add User to Workspace.

Proliance displays the Add to Workspace wizard. Ensure that before adding yourself to this workspace, you have a user account. This ensures that you can log on to this workspacefrom the Workspaces work area. For more information, see "Creating a User Account".

8. Follow the steps on this wizard. Ensure that you:
• Grant yourself access to the workspace. This ensures that you can log on to the workspace.
• Select an Administrator category. This ensures that you have administrative permission on this workspace.

You can now view and access the workspace from the Workspaces work area.

Important: Before workspace users can see this workspace in the Workspaces Work Area, you need to add them to this workspace. This can be achieved by adding users from either the Staff or Contacts register. For more information on how to set up a workspace, see "Overview: How to Set Up a Workspace".

1. Open the Workspace Properties register from the Organization work area.
2. Click New to create a new workspace using the default template.

— or —

Click the arrow next to New to select the template to use. For more information, see "About Document Templates".

A blank workspace appears. Some information may already be filled in, depending on the template used.

3. Enter the following information:
• Type: Choose the Type of Workspace you wish to create.
  
  Plan-Build is the default value entered in this field when a new Workspacedocument is created.
  
  The Type field is required.
  
  Note: The Type field can only be edited while the Workspace is in Draft state.
• Name:A short name used as the workspace's alias.
• Account Name:Type the account name of the workspace. This name is used by integration accounts to access specific workspaces in Proliance. The account name cannot have any special characters and any spaces you enter will be automatically truncated.
  
  The account name cannot be changed once the workspace leaves the Draft workflow state. The account name is required.
• Workspace Time Zone and Daylight Savings TimeIndicates the time zone in which the workspace is located and whether that area uses Daylight Savings Time.
• Book Type Settings:The Book Type Settings for the workspace's allocations, contracts and related documents, and cost event line items.
• Workspace Reference:Click the Magnifying Glass drop-down list. to open the Workspace Reference dialog box and select the name of the workspace on which to base the new workspace. The dialog box contains all live and template workspaces from the selected portfolio, but by default is filtered to display only Template Workspaces. Workspaces in the Draft workflow state are not included.

  Your selection cannot be changed once the workspace leaves the Draft workflow state.

  Note: When creating a workspace with a Type of Plan-Build, if you try to select a Reference before choosing a Portfolio, the dialog box will contain only standalone workspaces with a type of Plan-Build.

• Copy Workspace Data:Select the check box to copy all document and service data from the Reference to the new workspace. If you leave this blank, the new workspace will contain no data.

  Your selection cannot be changed once the workspace leaves the Draft workflow state.

  Note: To select this check box, your security role must have permission to copy workspace data. For more information, see "About Security Permissions". While the workspace is in Draft state, selecting this check box will hide all BCM related fields on the Main page. These fields include: >BCM Integration Enabled and all settings under Book Type Settings. Once the workspace moves out of the Draft state, the fields become visible and are automatically given values from the Reference.

4. Complete any additional required information. Headings marked with an asterisk (*) or highlighted fields are required. For more information, see "About Required Fields".

Please refer to the following for more information on the fields for each page:

• Main
• Properties
5. Click Save.

The workspace is saved in a Draft state. You can continue to modify the workspace document in the Organization work area while it is in a Draft state.

6. If you wish to access this workspace from the Workspaces work area, you need to perform a workflow action to activate the workspace and then add your contact or staff document to this workspace. For more information on the workflow actions of a workspace document, see "Workspace Properties Workflow Actions".
7. Click Yes when Proliance prompts you to confirm creating a standalone workspace.

After activating the workspace, Proliance displays an Action Complete page containing three options: "Return to Document", "Return to Register", and "Add User to Workspace".

8. Click Add User to Workspace.

Proliance displays the Add to Workspace wizard. Ensure that before adding yourself to this workspace, you have a user account. This ensures that you can log on to this workspacefrom the Workspaces work area. For more information, see "Creating a User Account".

9. Follow the steps on this wizard. Ensure that you:
• Grant yourself access to the workspace. This ensures that you can log on to the workspace.
• Select an Administrator category. This ensures that you have administrative permission on this workspace.

You can now view and access the workspace from the Workspaces work area.

Important: Before workspace users can see this workspace in the Workspaces Work Area, you need to add them to this workspace. This can be achieved by adding users from either the Staff or Contacts register. For more information on how to set up a workspace, see "Overview: How to Set Up a Workspace".