Who can create workspace

1. Only users with an Admin account can allocate resources to workspace sections or projects..
2. The admin can provide these permissions to any user with a perXL account using Manage resource settings.

How to create a new workspace?

1. Click on Workspace icon at the bottom left corner of the screen.
2. Click on Manage workspace

   

3. Select 'click to create a new workspace/location'.

   

4. Enter the name and description of the workspace, followed by clicking on the "Add Workspace Timeline" button below the Description area

   

5. Next, User can add SRS and SOW documents by selecting project type as IT-Project and Click Yes for Use Scope Documents to Define Project Scope.

   

6. Choose Product Owner and Upload SRS and SOW documents.

   

7. You can now create spaces/divisions and sections after the above step or click on the cross icon at the top right to stop here at this step and create other heading later.

In this section we will discuss the various resources type present and how you can add them to your workspace

1. Client
2. Guest
3. Manager
4. Member
5. Admin
6. Custom Role

Who can add or remove resources?

Only the account with an Admin role or any other accounts which were given permission by the admin.

Inviting resources

User should follow the given steps to invite the required resources.

1. Click on the Workspace settings icon at the bottom left of the screen.
2. Select Manage workspace
3. Click on the resources icon at the bottom of any workspace

   

4. You can add the resources now by selecting the required workspace to add new resources or map existing resources.
5. The Manage Resources window will open

   

6. You can invite users by entering comma-separated email addresses in the given space on the page.
7. Alternatively, you can upload a CSV file to send bulk invites to your team as shown in the following steps

Once you have sent the invitation link, the user will receive an email with an account activation link valid for 72 hours. They can use it to log in and set up their account.

You should follow the given steps to invite the required resources.

1. Click on the Workspace settings icon in the bottom left corner of the screen.
2. Select Org Resources.
3. Choose from the tab which has a “status” of Activation Pending.
4. You can choose to Resend the Activation Link or Delete the resource permanently using the bin icon beside the resource.

   

By default, the account with Admin and Manager roles are allowed to create a team. You can provide permission to create a team to an Account with a custom role.

How to create a team?

It's convenient to create specialized team for a given workspace which can be later assigned to a section or a space.

Follow the given steps to make a custom team for any workspace.

1. Navigate to a particular workspace in which you want to create a team.
2. Go to Workspace settings at the bottom of the sidebar menu.
3. Select the Teams option.
4. Enter a new team name and click create a team button beside it.
5. Click on the team icon and then select resources from the given options.

   

Workspaces no longer required can be quickly deleted by following the given steps -

How to delete a workspace?

1. Go to the Workspace setting icon at the bottom right corner of the window.
2. Select the Manage Workspace option from the menu
3. From the given Workspace available find the workspace's tab you want to delete and click on the drop-down menu for that tab.

   

4. Select the Delete option if you want to delete.

   Note: Only the admin and Manager can delete a workspace. ‘Client’, ‘Member’, and ‘Guest’ roles do not have these permissions by default.

   

5. Click Yes to delete the workspace

Customizing a workspace appearance

A similar process as above can be followed if you want to customize your workspace appearance or its name Changing the name or background image of the workspace icon

1. Go to the Workspace setting icon at the bottom right corner of the window.
2. Select the Manage Workspace option from the menu
3. From the given Workspace available find the workspace's tab you want to edit and click on the drop-down menu for that tab.
4. Select the Change image option to change the background image being displayed in workspace icon or Rename to update the workspace name.

   Note: Only the admin and Manager can delete a workspace. ‘Client’, ‘Member’, and ‘Guest’ roles do not have these permissions by default.

   

How to Manage Stakeholders Emails?

1. Click on the Vertical ellipsis beside the workspace name in the sidebar menu.
2. Select the Manage Stakeholders Emails option from the menu
3. We can manage emails by adding directly or through csv file. Check below image for reference.

   

4. Click Save to add stakeholders emails.

How to Resource Incharges?

1. Click on the Vertical ellipsis beside the workspace name in the sidebar menu.
2. Select the Manage Resource Incharges option from the menu
3. We can invite members using email addresses or/and select existing resources to manage incharges.

   

We can add workspace related documents using this option.

How to Attach Document?

1. Click on the Vertical ellipsis beside the workspace name in the sidebar menu.
2. Select the Attach Document option from the menu
3. Upload document using Upload Button.

   

User can get workspace overview like stakeholders, project members, AI generated scope etc.

How to Check Workspace Overview?

1. Click on the Vertical ellipsis beside the workspace name in the sidebar menu.
2. Select the Workspace Overview option from the menu
3. Check below image for reference. User can check other options from sidebar menu.

   

   

Users can change status of workspace with below options

1. Close
2. Pause
3. Complete
4. Cancel
5. Active
6. Under Review

How to change status of workspace?

1. Click on the Vertical ellipsis beside the workspace name in the sidebar menu.
2. Hover on the Change Status option from the menu.

   

3. Select any option from list of options and provide the reason.

   

How to hide closed sections?

1. Click on the Vertical ellipsis beside the workspace name in the sidebar menu.
2. Click on the checkbox to hide closed sections