Workspaces
What is it?
In the Intelligent Authoring Platform, workspaces are project-level containers that group related documents within a namespace. While namespaces separate use-cases at a broad level (see Namespaces), workspaces provide an additional layer of structure within a namespace — organising documents around a specific project, product, study, or initiative.
Workspaces also carry their own metadata, which is automatically inherited by all documents created within them. This ensures consistency across related documents and eliminates the need to re-enter common information for each document.
Benefits of using workspaces
| Benefit | Description |
|---|---|
| Organisation | Group related documents in a logical arrangement based on projects, products, or topics. Workspaces act as structured containers within namespaces, making navigation and content management straightforward. |
| Metadata inheritance | Define high-level metadata at the workspace level. This metadata is automatically inherited by all documents created within the workspace, eliminating repetitive data entry and ensuring consistency. |
| Focused access | Workspaces filter and display only the documents relevant to you based on your permissions and role, helping you focus on your tasks without clutter. |
How can I use it?
Navigate to Workspaces from the main menu. The page has three tabs:
| Tab | Shows |
|---|---|
| My Workspaces | Workspaces you created or are assigned to (e.g., 4 workspaces). |
| Favourites | Workspaces you have bookmarked. |
| All Workspaces | Every workspace in your namespace (e.g., 194 workspaces). |
Browse and filter workspaces
Workspaces are displayed as cards, each showing:
| Element | Description |
|---|---|
| Workspace name | The name of the workspace. |
| Workspace type | The type of the workspace (e.g., PT QMS, Pharma APQR). |
| Status | The current status of the workspace (e.g., Open). |
| Created by | The avatar of the user who created the workspace. |
| Members | Avatars of the workspace members. |
| Favourite | A star icon (☆) to bookmark the workspace for quick access. |
You can search for a specific workspace using the Search bar, or filter by Category using the filter dropdowns in the top-right corner.
Create a workspace
Click Create new workspace from the Workspaces page. A three-step wizard guides you through the process.
Step 1 — Enter basic details
On this page you configure the foundational settings for your workspace:
| Field | Description |
|---|---|
| Workspace type | Select a workspace type from the dropdown. The type you choose determines which metadata fields appear in the next step. |
| Workspace name | Enter the name of your workspace. |
| Workspace members (optional) | Search for and add workspace members using the Add workspace members dropdown. Members added here will have access to the workspace and its documents. |
Once all required fields are completed, click Next to proceed.
Step 2 — Enter workspace data
On this page you fill in the metadata specific to the workspace type you selected in Step 1. The set of fields displayed here varies depending on the workspace type — some fields may be mandatory while others are optional.
Understanding workspace metadata
Workspace metadata serves as the foundation for all documents created within the workspace:
- Workspace type controls visible fields: The workspace type you selected in Step 1 determines which metadata fields are presented on this page.
- Metadata inheritance: The values you enter here are automatically inherited by documents created within this workspace, ensuring consistency and reducing repetitive data entry.
- Multiple entries: Some metadata fields support multiple values. Use the + Add buttons to add additional entries where applicable.
Use the Back button to return to Step 1 if you need to make changes, or click Next to continue.
Step 3 — Review & Save
This page presents a read-only summary of everything you entered in the previous steps, organised into two sections:
- Basic details — Shows the selected workspace type and workspace name.
- Workspace Data — Shows all the metadata you provided, including any fields with values and those marked as No value selected.
Each section has an ✎ Edit details link in the top-right corner that takes you back to the corresponding step so you can make corrections.
When you are satisfied that all information is correct, click Save to create the workspace.
After the workspace is created, it appears as a card on the Workspaces page. You can now create documents within this workspace by navigating to Documents and selecting the workspace during the document creation wizard.