Workspaces
A workspace is a way to divide your organization into categories that make sense for you. You can create workspaces per user, per application, per location, per data source... it's completely up to you. Each workspace has its own dashboards, data sources, monitors and scopes. You never lose access to any data by creating new workspaces, it's just a way of tidying up your work environment, like you would do with folders.
How to add, edit and delete workspaces
From the Settings > Workspaces tab you can view, add, edit, and delete workspaces.
How to add a new workspaceGo to Settings > Workspaces > Add workspace.
You can also create a workspace by clicking + Create workspace in the dropdown after clicking on the current workspace name on the left-hand menu.
Configure the workspace settings:
Name
The name of the workspace.
Manage AccessYou can control access to workspaces by setting up permissions, where you can assign Viewer, Editor or Full Control permissions to users or groups. If you do not set permissions when creating a workspace, then anyone will be able to view, edit and administer it.
Access to workspaces is controlled through an Access Control List (ACL), which is a set of one or more Access Control Entries (ACEs), each of which specifies the permissions for a particular user or group.
By default, Manage Access is set to off. The workspace can be viewed, edited and administered by anyone. If you would like to control who has access to this workspace, switch Manage Access to on.
Use the Manage Access dropdown to control who has access to the workspace:
By default, the user setting the permissions for the workspace will be given Full Control and the Everyone group will be given Viewer permissions.
Tailor access to the workspace, as required, by selecting individual users or user groups from the dropdown and giving them Viewer, Editor or Full Control permissions.
If the user is not available from the dropdown, you are able to invite them to the workspace by typing in their email address and then clicking Add. The new user will then receive an email inviting them to create an account on SquaredUp. Once the account has been created, they will gain access to the tenant.
At least one user or group must be given Full Control.
Administrator users are able to modify the ACL and delete the workspace.
Workspace access levelsAccess Level
Viewer
User can view the workspace contents (dashboards, scopes, KPIs, etc.).
User can add the workspace as a downstream workspace for monitoring from other workspaces.
User can see the workspace and related objects in their scopes (i.e., to monitor the health of the workspace).
User cannot edit or delete anything within the workspace, including dashboards, tiles, scopes and KPIs. User cannot configure the workspace or its contents (e.g., change workspace name, change the ACL, configure notifications).
Editor User can do everything from Viewer level, but additionally can modify the workspace contents (dashboards, scopes, KPIs, notifications, etc.).
User can modify workspace properties, such as name.
User cannot modify the workspace ACL.
User cannot delete the workspace.
Full Control User can do anything with the workspace, including changing its ACL and deleting it.
Special access for administratorsAdministrators have special ‘administrative’ access to all workspaces. This means they see all workspaces listed under Settings > Workspaces, and they can modify workspace properties, including the ACL, for any workspace.
Administrators do not see all workspaces in the main dashboarding area of SquaredUp, and do not have any access to the contents of workspaces unless they add themselves to the workspace ACL.
SharingWhen Sharing is enabled for the organization the Sharing option is shown and can be enabled or disabled for the workspace. Sharing allows dashboards in the workspace to be shared with anyone. See Sharing
LinksPlease see Workspace linking for more information about links.
The Links section tells you how many other data sources and workspaces the new workspace will be linked to. Workspaces and data sources will automatically be linked to the new workspace based on their permission settings.
Select Show linked data sources and workspaces to view all of the data sources and workspaces that are linked to the new workspace.
You can remove linked data sources or workspaces by selecting x next to the desired data source or workspace.
You can add linked data sources or workspaces by typing their name.
Click Save.
How to edit a workspaceGo to Settings > Workspaces.
You can also edit a workspace by clicking + Workspace settings in the dropdown after clicking on the current workspace name on the left-hand menu.
Click the Edit icon next to the workspace that you want to edit.
You can use the search in the top right corner to search by workspace name.
Configure the workspace settings:
Name
The name of the workspace.
Manage AccessYou can control access to workspaces by setting up permissions, where you can assign Viewer, Editor or Full Control permissions to users or groups. If you do not set permissions when creating a workspace, then anyone will be able to view, edit and administer it.
Access to workspaces is controlled through an Access Control List (ACL), which is a set of one or more Access Control Entries (ACEs), each of which specifies the permissions for a particular user or group.
By default, Manage Access is set to off. The workspace can be viewed, edited and administered by anyone. If you would like to control who has access to this workspace, switch Manage Access to on.
Use the Manage Access dropdown to control who has access to the workspace:
By default, the user setting the permissions for the workspace will be given Full Control and the Everyone group will be given Viewer permissions.
Tailor access to the workspace, as required, by selecting individual users or user groups from the dropdown and giving them Viewer, Editor or Full Control permissions.
If the user is not available from the dropdown, you are able to invite them to the workspace by typing in their email address and then clicking Add. The new user will then receive an email inviting them to create an account on SquaredUp. Once the account has been created, they will gain access to the tenant.
At least one user or group must be given Full Control.
Administrator users are able to modify the ACL and delete the workspace.
Workspace access levelsAccess Level
Viewer
User can view the workspace contents (dashboards, scopes, KPIs, etc.).
User can add the workspace as a downstream workspace for monitoring from other workspaces.
User can see the workspace and related objects in their scopes (i.e., to monitor the health of the workspace).
User cannot edit or delete anything within the workspace, including dashboards, tiles, scopes and KPIs. User cannot configure the workspace or its contents (e.g., change workspace name, change the ACL, configure notifications).
Editor User can do everything from Viewer level, but additionally can modify the workspace contents (dashboards, scopes, KPIs, notifications, etc.).
User can modify workspace properties, such as name.
User cannot modify the workspace ACL.
User cannot delete the workspace.
Full Control User can do anything with the workspace, including changing its ACL and deleting it.
Special access for administratorsAdministrators have special ‘administrative’ access to all workspaces. This means they see all workspaces listed under Settings > Workspaces, and they can modify workspace properties, including the ACL, for any workspace.
Administrators do not see all workspaces in the main dashboarding area of SquaredUp, and do not have any access to the contents of workspaces unless they add themselves to the workspace ACL.
SharingWhen Sharing is enabled for the organization the Sharing option is shown and can be enabled or disabled for the workspace. Sharing allows dashboards in the workspace to be shared with anyone. See Sharing
LinksPlease see Workspace linking for more information about links.
The Links section tells you how many other data sources and workspaces the new workspace will be linked to. Workspaces and data sources will automatically be linked to the new workspace based on their permission settings.
Select Show linked data sources and workspaces to view all of the data sources and workspaces that are linked to the new workspace.
You can remove linked data sources or workspaces by selecting x next to the desired data source or workspace.
You can add linked data sources or workspaces by typing their name.
Click Save.
How to delete a workspaceGo to Settings > Workspaces.
Click the Delete icon next to the workspace that you want to delete.
You can use the search in the top right corner to search by workspace name.
Click Delete.
Ideas for useful workspaces
Workspace that shows an overview of all your workspaces
We recommend creating an Overview workspace with a Health dashboard so you can use the Knowledge Graph for that Overview workspace to view and explore all your workspaces.
Create a new workspace called Overview.
Create a new scope in this workspace. You can do this from the left-hand menu Scopes > Add scope button..
Select Workspaces in the Types list. This way, you're creating a dynamic scope of all your workspaces.
About dynamic scopes and fixed scopesThere are two types of scopes:
Fixed scopes contain specific objects that you have manually picked. The objects in a fixed scope never change, except when you manually edit the scope.
Dynamic scopes contain objects that match criteria defined by you. When objects that match those criteria get added to or removed from SquaredUp the number of objects in the scope can change. Tiles that use a dynamic scope will check which objects match the criteria every time they refresh.
Click Next
Give your scope a name such as All workspaces (dynamic), and click Save. You have now created a scope that will always contain all of your workspaces.
Create a dashboard in the Overview workspace called Workspace Health.
Create a tile on that dashboard that uses the Health Data Stream. Select the All workspaces (dynamic) scope and the Blocks visualization to show the health of all your workspaces.
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