Workspaces
IN THIS ARTICLE
Workspaces allow organizations to manage their FieldDoc records and invite team members, collaborators, and technical service providers to help with their work. By giving trusted collaborators access to a Workspace, organizations can coordinate record creation, data management, Pact development, and reporting throughout the data lifecycle.
Workspaces
Tiers: Basic (1 workspaces), Standard (3 workspaces), Aggregator (custom)
A Workspace in FieldDoc is your organization’s home base within the platform. It’s where you manage your projects, track progress, and collaborate with your team. Each workspace holds all the relevant data, tools, and permissions for your specific organization or program.
When you log into FieldDoc, you’ll automatically land in your default workspace—this is associated with the organization that manages your account.
What is a Workspace?
A Workspace is a discrete area where an organization manages a Portfolio of FieldDoc records. It contains the Activities, folders, Pacts, Metrics, tools, and access settings associated with that body of work.
Workspaces are separate from one another and are not nested. Organizations may use multiple Workspaces to separate records by program, team, geographic area, or another meaningful boundary.
When you log in to FieldDoc, you arrive in your default Workspace. This is typically a Workspace managed by your home organization.
What can you manage in a Workspace?
Activities and folders
Each Workspace contains a Portfolio of Activity records. You can organize Activities into folders and subfolders to make records easier to find, manage, and report on. Folders are unique to the Workspace where they are created.
Atlas views
Atlas views help users review Activity locations, implementation information, Metrics, and progress across the Workspace’s Portfolio.
Integrations
Records from a Workspace may be connected to supported third-party products for visualization, analysis, or data sharing.
Metrics
Workspace records may include tracking implementation of organization metrics.
Models
Model runs stay organized within the parent workspace.
Pacts
Pacts connect Activity records to Programs managed by other organizations. Depending on your access, you may be able to create or manage pacts within a Workspace. You can link records from within your workspace to the pact.
Workspace access and permissions
Workspaces allow organizations to control who can access and manage subsets of their records.
Organization members may be given access to one or more Workspaces. Organizations can also invite external collaborators, such as technical service providers, consultants, or partner organizations.
A user’s ability to create, edit, delete, or manage records depends on the permission level assigned to that user.
A user's ability to view records depends on the workspace(s) that they have access to open.
Basic Organizations
Basic Organizations have one Workspace. All members of the organization have access to that Workspace.
Standard Organizations
Standard Organizations can configure up to three Workspaces. Organization administrators can use separate Workspaces to segment records and control which organization members have access to each body of work.
To create multiple workspaces, email support@fielddoc.org with your organization name and the name of your workspaces.
Accessing multiple Workspaces
FieldDoc does not limit the number of Workspaces an individual user can join.
This is especially useful for technical service providers and other collaborators who work on behalf of multiple organizations. A contractor should remain a member of their own home organization and receive access to each client’s Workspace as a collaborator.
You may have access to multiple Workspaces when you are:
A member of a Standard Organization with multiple Workspaces
A technical service provider working for one or more clients
A collaborator supporting another organization’s records
A partner participating in a shared conservation or restoration effort
While working in an external Workspace, you have access to the features available through the organization’s plan and the actions allowed by your assigned permission level.
Accessing multiple workspaces
FieldDoc Users do not have a limit on the number of workspaces that they can belong to. This is especially helpful for technical service providers who join organization workspaces to work on behalf of their clients.
Users that may have access to multiple workspaces
Standard plan member. Organizations with a standard plan can create up to three workspaces as part of their base subscription. You may be given access to one or many workspaces by the organization admins.
Collaborators, such as technical service providers. Your clients can invite you to be an admin of their workspace so that you can add, edit, delete records on their behalf.
Switching workspaces
Log in to FieldDoc.
Locate the Workspace switcher in the upper-left corner.
Select the vertical arrows icon to view your available Workspaces.
Select the Workspace you want to open.
Confirm that you are in the correct Workspace before creating or changing records.
After you switch, FieldDoc displays the Portfolio, features, and permissions associated with the selected Workspace.
Any records you create while working in that Workspace are owned by that Workspace’s organization. They remain there when you switch to another Workspace.
Records and folders are not automatically shared or searchable across Workspaces.
Any work that you complete in this workspace is owned by that workspace and will remain in that workspace when you switch to a different workspace. Records are not searchable across workspaces.
Invite a new member to a workspace
Invite someone to a Workspace when they need to create, review, organize, or manage records on behalf of the organization.
Before inviting an external collaborator, confirm that the person has a FieldDoc account connected to their own home organization
Step-by-Step Instructions
Log-into your FieldDoc account.
Open your Account Settings.
Click workspace settings.
Navigate to Members.
Click Invite member.
Enter in the email address.
Choose the Permission level.
Click send.
Invitations are time sensitive. If an invitation expires, you can re-send it.
Important notes
Adding someone to a Workspace does not make them a member of the organization that owns the Workspace.
Records created in a Workspace are owned by that Workspace’s organization.
Folders and folder structures are unique to each Workspace.
Records are not automatically visible or searchable across Workspaces.
Give users only the level of access they need to complete their work.
Confirm the active Workspace before creating, editing, moving, or deleting records.
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