How to view workspaces 

Contacts criteria in Workspace 

1. 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.
   For example, you might have a team in your marketing department dedicated to sending emails about new product launches. This email campaign can be sent to all categories of contacts, such as existing customers, former customers, and customers who have yet to complete a purchase on your website. In such cases, you can create a workspace and set the contact criteria accordingly, such that all contacts in your portal are accessible to the members of that workspace.
   
2. Add only specific contacts – Set a criteria, and only those contacts will be added to this space that meet 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 at the bottom of this section.
   For example, you need to send out quarterly emails to your contacts reminding them about their subscriptions. You also have a separate set of contacts who have canceled their subscriptions, and you may want to send them email campaigns with special offers to encourage them to subscribe again. Both these cases are handled by two different team, and you've created separate workspaces for each of them. The team that sends out subscription renewal emails doesn't need access to the contacts who've already unsubscribed. Therefore, when creating the workspace, you can set criteria that determine which contacts will be accessible in each workspace.

Note:

1. If you edit the Contacts criteria of a workspace after creating and using the workspace, then the old data (contacts that 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.
   
2. Adding a single contact, importing contacts, contacts added via API, and contacts who sign up to your organization are considered as manually added contacts.
   

Topics criteria in Workspace

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

1. 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. For example, suppose that you have categorized your contacts into the following topics in your portal – subscription renewal, subscription cancelled, marketing, and purchase pending. By selecting this option, you'll be able to access all the contacts associated with all the topics that you've created in your portal.
   
2. Add only specific topics – You can select one or more topics to be associated with a workspace. In this case, the members of a particular workspace will only be able to access the contacts associated with the topics linked to that workspace. For example, if the topic you've selected for a workspace is 'subscription pending', then only the contacts belonging to that topic will be accessible within that workspace.

Notes:

1. Only topics relevant to the current workspace will be listed here. The selection in this section won't affect the topics in the portal (and any associated data) and will only be applied upon the current workspace.
   
2. 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.
   

How to create a workspace 

1. Click Settings, then click Workspaces under Users and Control.
   
2. Enter the name of the workspace and its description.
   
3. Add users and invite them to your workspace. You can assign a role for the user as you add them.

 How to invite new users to workspace  

1. Click Settings, then click Workspace under Users and Control.
   
   
2. Click on the workspace to which you want to add new users.
3. Click Invite User.
   
   
4. You can add an existing user (who is added to the portal but works in a different workspace) or invite a new user.
   
5. Enter their email address, name and the role you want to assign to them.
   
   
   
   
6. Click Add Now.
   

Note:

1. Only Admins can create a workspace, edit workspace configuration and invite new users.
2. When you're adding users in the Portal section, you can associate them with multiple workspaces and allocate a role for them in each workspace at once.