Workspaces - Introduction & Creation

Workspaces - Introduction & Creation

Workspace refers to a collection of teams, people, and resources within a brand's organization. Workspaces can be made for different teams, divisions, or projects. They add a layer of hierarchy to help users focus on the work elements that matter to them.
 
This feature will be available only in the Professional plan of Zoho Campaigns and Bundle plans.



Use case
Let's say Zylker is a conglomerate which sells many types of products in the market. They want to send campaigns for their Mobile and Electronics product to boost up sales and keep their customers informed on all sales and latest product availability. So, they opted for Zoho Campaigns and the plan was to create and use two brands for the two products.
 
However, using the workspace feature they can maintain both the products' email marketing under one single organization. Under the organization Zylker, two workspaces can be added: Zylker Mobiles and Zylker Electronics. And both the products' marketing requirements can be handled in the respective workspaces within a single organization. 

Organization level roles

As mentioned above, you can manage multiple workspaces within an organization. When you migrate to the new user management setup, roles are allocated within a workspace and there are couple of organization level roles, as well. Though the roles in organization and workspaces might not be exactly the same, the privileges they have depends on the role assigned to them by the admin.

The organization level roles are:

Organization Admin

Organization Admin can create a workspace, add users, and grant them different levels of permissions. They have the privilege to configure workspace settings which is mentioned in this document. 

How to view workspaces  

To view the Workspaces section,
  1. Click Settings icon at the top-right corner of the screen.
    Settings icon
  2. Click Workspaces under Users and Control.
    Workspaces
A workspace will be created by default. You can create more workspaces based on your organization's requirement.

How to create a workspace  

  1. Click Settings at the top-right corner of the screen.
    Settings icon
  2. Click Workspaces under Users and Control.
    Workspaces
  3. Click Create workspace.
    Create workspace
  4. Enter the name of the workspace and its description, and click Next.

  5. Click Add Users.
    Add users
  6. Add users and invite them to your workspace. You can either add an existing user or a new user to the workspace. You can also assign a role for the user from the dropdown. Then click Add. 
    Add user

How to configure workspace settings  

You should configure workspace settings to define common data and how entities will be accessed across all the workspaces within the organization. For this, you should configure data access for modules like contacts and topics . Let's explore configuration for each module.

 Contacts  

You can choose one of the below options to define data sharing between workspaces for the Contacts module.

 If you edit the Contacts criteria of a workspace after creating and using the workspace, then the old data (contacts which don't meet the current criteria) will be removed from all entities in the workspace like scheduled campaigns, workflows, lists and topics. It won't be removed from the reports but you cannot click and view the details of those contacts.
Add all contacts
All the contacts in the organization will be added to this space and all members of all workspaces will have access to the contacts based on the workspace privilege for their role.

Add only specific contacts
Set a criteria and only those contacts will be added to this space that meets the set criteria. You can include contacts who were added manually, imported via API fetch, and via signup forms irrespective of the set criteria by enabling the corresponding checkbox available in the bottom of this section.

Note:
Adding a single contact, importing contacts, contacts added via API and contacts who signup to your organization are considered as manually added contacts.

 Topics  

You can choose one of the below options to define data sharing between workspaces for the Topics module.
 
Add all topics
All the topics in the organization will be added to this space and all members of all workspaces will have access to the topics.
 
Add only specific topics
You can select a few topics from each workspace and add those topics to this space.
 
Notes:
Only topics relevant to the current workspace will be listed here. The selection in this section won't affect the topics in the organization (and any associated data)  and will only be applied upon the current workspace.
These topics are listed to be included in the workspace. Selection made here will not associate the topic with the contacts, you have to do that manually in the workspace.

Workspace Management  

In this document, we will walk through all the activities that can be used to manage a workspace. Workspace can be created only by organization administrators. Organization administrators and  workspace administrators can modify the settings of the workspace.

  1. Standard User role will be changed to Editor role. While Standard User role had the privilege to send campaigns, Editor role doesn't have that privilege. So, check the user roles after migration and update the roles of them according to your requirement.
  2. Please ensure the roles and permissions are allocated properly in the new setup. If there are some changes in the permissions in the new setup, update the role accordingly to provide the intended access to the organization users.

How to invite new users to workspace  

  1. Click Settings from the top-right corner of the screen.
    Settings icon
  2. Click Workspaces under Users and Control.
    Workspaces
  3. In the Workspace page, click the workspace name to which you wish to add the user.
    Workspace name
  4. Click Add user.
    Add user
  5. You can add an existing user (who is added to the organization but works in a different workspace) or invite a new user. 
  6. Enter their email address, name and the role you want to assign to them.
  7. Click Add.
    Add user
The user gets an invitation mail, in which they must accept the invite to be added to the workspace.

 

Note:
When you're adding users in the Organization section, you can associate them with multiple workspaces and allocate a role for them in each workspace at once.

How to configure workspace settings

  1. Click Settings icon at the top right corner of the screen.
    Settings
  2. Click Workspaces under Users and Control.
    Workspaces
  3. Choose which module settings you want to update and navigate to the respective tab:
    1. Contacts
      Contacts
    2. Topics
      Topics
  4. Choose one of the options under the specific module:
    1. All: The data under the corresponding module will be available for everyone in the organization across all the workspaces.
    2. Specific data access: The data under the corresponding modules will be accessible to certain users based on criteria or if they belong in the selected workspace.
  5. Click Save.
  FAQs: 

1. If there is only one workspace, are the users permitted to modify the workspace settings?
We will not allow the users to edit the workspace settings in any scenario. If there is only one workspace, then the workspace settings will be default to all (Contacts, topics).

2. If a user creates multiple workspaces and subsequently downgrades to a low-tier plan, will they have access to the previously created workspaces and be allowed to make changes to them?
Yes, those workspaces will remain unaffected, we will restrict them to make the changes to workspaces (Contacts criteria edit, Topics association) except adding new users to the workspaces.