| Document number | Revision |
| :-------------- | -------- |
| DOCU12370 | 1 |
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# Workspaces in Highstage
[TOC]
## Introduction
In this article, you will be introduced to *Workspaces* in Highstage. *Workspaces* are used throughout Highstage to establish structure and security to items and their contents.
By the end of this article, you will have a grasp of the concept of *Workspaces* and their use. Similarly, you will know to to create and manage *Workspaces* and how each *Workspace* can establish security measures to specify which users or groups who can manage the various *Workspaces* and create and modify their contents.
## Prerequisites
It is recommended that you know about fundamental Highstage concepts before learning about *Workspaces*. We assume that you are familiar with items in Highstage and that you are able to navigate the Highstage interface.
## Overview
When new Items *(Documents, Actions, Parts, Devices)* are created or added in Highstage, they *must* be assigned to a workspace. A *Workspace* represents a cabinet for all the information and files that are associated with items in that specific *Workspace*.
In your Highstage installation, you can create as many *Workspaces* of various types as you see fit. For instance, *Workspaces* could be associated with e.g. *Projects*, *Customers*, *Suppliers* or *Manufacturers*. In this manner, any *Workspace* in Highstage has a type. And each type of *Workspace* has distinct capabilities, properties and security associated configurations.
Whenever a new item is created, it is simply placed within an appropriate *Workspace* of a specific type:
> **Example:** The above illustration illustrates a company that has 10 distinct *Workspaces*. They have three *Customer Workspaces*, Four *Project Workspaces* and three *Supplier Workspaces*. These *Workspaces* reflects the various products, vendors and companies that they manage. Each time the company creates or adds a new item *(Document, Action, Part, Device etc.)* they simply file it into the appropriate *Workspace*.
## Properties
Each *Workspace* has a large number of associated properties. These properties can be used to:
* Provide [**information**](#Information) about the *Workspace* (Ex. name, company,product descriptions, address, details, email addresses etc).
* Control the [**settings** ](#Settings) of the *Workspace* *(Ex. making the workspace active or inactive to control whether new items can be placed into it)*.
* Configure the *Workspace* [**security**](#Security) *(Which Highstage users who manage the Workspace properties and which users who are able to view, create or modify items within the workspace)*.
### Information
All descriptive and informational properties that are associated with each *Workspace* depends on the type of *Workspace* *(Project, Customer, Supplier or Manufacturer)*.
### Settings
The following general settings exists for each individual *Workspace*:
| Property | Description | Note |
| :-----------: | ------------------------------------------------------------ | ------------------------------------------------------------ |
| `active` | Sets the *Workspace/type* as *Active* (:heavy_check_mark:) or inactive (:x:). | **Active:**
Users can create new Items within the *Workspace*.
**Inactive:**
No new Items can be created within the *Workspace* *(All existing Items in the Workspace are still available)*. |
| `isworkspace` | Enables (:heavy_check_mark:) or disables (:x:) the entity as a *Workspace*. | Disabling a *Workspace* is by default not allowed.
*For more questions regarding disabling a Workspace, please contact Highstage Support.* |
### Security
Through security properties associated with each *Workspace*, it is possible to specify which individual users and/or user groups that are able to access, create or manage *Workspaces* in Highstage.
The following general security properties can be configured for each individual *Workspace*:
| Property | Description | Required | Note |
| :-----------: | ------------------------------------------------------------ | :----------------: | ------------------------------------------------------------ |
| `Manager` | Enables a user to modify *Workspace* properties. | :x: | If no user is specified, modifications requires administrator privileges'. |
| `TeamMembers` | Users and/or user groups who can modify specific properties on items in a *Workspace*. | :x: | Default properties that can be modified by *Teammembers* are the *Author* and *Obsolete* properties. |
| `Trustees` | Users and/or user groups who can view *Workspace* items. | :heavy_check_mark: | If not specified, a default user/user group will be assigned based on the `defaultTrustees` parameter. |
| `TrustCreate` | Users and/or user groups who can create items in a *Workspace*. | :heavy_check_mark: | If not specified, a default user/user group will be assigned based on the `defaultTrustees` parameter. |
> **Procedure: ** *Workspace* security can be configured by Highstage administrators by navigating to SYSTEM > SECURITY > Workspace security in the side navigation menu
## Types
Each *Workspace* in Highstage has a type. These types are *Projects*, *Customers*, *Suppliers* and *Manufacturers*. We refer to these types as *Entities*. Each entity needs to be created before it can be converted into a *Workspace*:
Once converted into a *Workspace*, the various entities can then be used to store Highstage items.
## Guides
To be able to follow any guide associated with *Workspaces*, You must be an assigned *Manager* on the entity *(Customer, Project, Supplier, Manufacturer etc.)* or have a minimum set userlevel of *SuperUser*.
### Create a *Workspace*
You can create a *Workspace* from an existing entity *(Project, Customer, Supplier or Manufacturer etc.)*.
1. Navigate to SYSTEM > Entities, in the side navigation menu.
From here, you get a full overview of all available *entities* *(Projects, Customers, Suppliers and Manufacturers)*.
Any of these entities can be converted into a *Workspace* by toggling the `isWorkSpace` property:
Success! You have successfully converted an existing entity into a Workspace. Highstage items can now be created and stored in that Workspace.
### Configure a *Workspace*
You can easily configure the *[properties](#properties)* of a *Workspace*. These properties provide information about the *Workspace* and controls the settings and security aspects of the *Workspace*.
1. Navigate to SYSTEM > Workspaces, in the side navigation menu. From here, you get a full overview of all available *Workspaces*:
In this view, you can configure any of the immediate available properties *(`Name`, `Type`, `Manager`, `Trustees` and `TrustCreate`)*.
### Make a *Workspace* active or inactive
*Workspaces* that are active enables users to be able to create items *(Documents, Actions, Parts and Devices)* and to be placed within said workspace.
By making a *Workspace* inactive, you effectively prevent new items *(Documents, Actions, Parts and Devices)* to be created within that particular *Workspace*. Existing items that are already associated with the *Workspace* will remain unchanged.
1. Navigate to SYSTEM > Workspaces and click on the appropriate *Workspace* to show all properties associated with the particular workspace.
2. Uncheck the Active checkbox to make the *Workspace* inactive:
3. Simply check the Active checkbox to make it active.
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