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Company settings - Spaces

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Overview

A space is a working environment outside Birdview that allows departments, teams, or individuals in your organization to have their own settings, projects, membership,  custom forms, etc. This can be very handy in terms of having Birdview account divided into areas of specialization. Do not mix spaces with portfolios. The latter are just a set of projects, whereas spaces are basically work environs where their own rules, workflows, settings, custom fields apply.   

To manage spaces an account administrator, i.e a user with an administrative access level set in their user profile (global access level), uses the Spaces page. It is accessed via Company settings.

 

Important

Managing spaces (creating, archiving, modifying details of) requires the "Manage system settings" global permission. Lacking this permission allows spaces to be managed by their administrators only.

Spaces screen

The Spaces screen consists of the following key elements:

  • Add space button1.
  • Toolbar with useful controls: text search, grouping and visibility options. 
  • Tabular grid with space-related data presented in rows and columns. 
spaces_screen_new.png

 

Columns

The Spaces screen columns are:

  • Name;
  • Status;
  • Created by;
  • Creation date;
  • Edited by;
  • Space administrator.

Manipulations with columns

The following manipulations with the Spaces screen columns are available:  

  1. The columns can be reshuffled by drag-n-drop. 
  2. The width of any column can be adjusted by dragging the right side of the heading cell.
  3. Any of the columns can be frozen, i.e. made to stick to the left side while scrolling left to right. To do so, hover over the column heading and click more_action_btn.gif. Select Freeze column.

Note

No column can be hidden.

Adding spaces

To create a new space, take the following steps:

  1. Log in to the system as a user with Manage system settings or Add spaces permission. If you are already logged in, skip this step.
  2. Click through Company settings > Spaces.
  3. Click + Add space . 
  4. Enter a name for the space being created.
  5. Pick a color for the space tag, as shown on the Spaces menu, from the palette.
  6. Select an icon or emoji to appear on the space tag.

spaces_new_space.png

Editing spaces

You can edit a space and configure its settings providing you have administrative rights outside the space. The same action is available to you via the Spaces menu. See Spaces - settings.  

To edit a space, take the following steps:

  1. Log in as an administrator of the space you wish to edit. If you are already logged in, skip this step.
  2. Click through Company settings > Spaces.
  3. Hover over the space you wish to modify.
  4. Clickan image of pencil on the right end of the row.
  5. Make changes to the space. For details see See Spaces - settings. 

Archiving spaces

While you cannot delete a space, it is possible to archive it. An archived space ceases to be seen on the Spaces menu. The archived spaces are found on the Archived list beneath the active ones on the Spaces page. 

To archive  a space, please follow this procedure:

  1. Log in to the system as a user with Manage system settings permission. If you are already logged in, skip this step
  2. Click through Company settings > Spaces.
  3. Hover over the space you wish to modify.
  4. Click looking like a covered box on the right end of the row.

Disabling.png

The archived space is appended to the list in the Archived section on the same page.  

Important

All projects, custom fields, workflows, custom forms of the space will be archived. You can find archived spaces in Company settings > Spaces.

Unarchiving spaces

An archived space can be unarchived.

To unarchive, follow these steps:

  1. Log in to the system as a user with Manage system settings permission. If you are already logged in, skip this step
  2. Click through Company settings > Spaces.
  3. Hover over the space you wish to unarchive on the list in the Archived section .
  4. Click looking like a box with an upward arrow from its middle on the right end of the row.
 
1
The button is available to users with the Add spaces global permission in the absence of the Manage system settings permission.

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