PeopleSoft Enterprise Portal 9.1 PeopleBook: Collaborative Workspaces

Administering Collaborative Workspaces

This chapter provides an overview of workspace administration and workspace privilege sets, and discusses how to:

Set up a workspace.
Designate the content and layout of the workspace homepage.
Manage the status of workspaces.
Move a workspace in the workspace hierarchy.
Import and export workspace data.
Manage external user accounts for workspaces.

Understanding Workspace Administration

In Oracle’s PeopleSoft Enterprise Portal, workspace administration tasks occur inside and outside of the workspace itself. This chapter covers both types of activities.

To get a workspace ready for use by workspace members, the workspace administrator is responsible for doing the following within the workspace:

Setting up the workspace—that is, adding workspace members, selecting workspace modules, and so on.
Designating the content and layout of the workspace homepage.

After a workspace is up and running, additional administrative tasks can include:

Managing the status of workspaces—that is, inactivating or reactivating workspaces, deleting workspaces, or setting workspaces to read-only.
Moving a workspace in the workspace hierarchy.
Importing and exporting workspace data.
Managing external user accounts for workspaces.

Understanding Workspace Privilege Sets

This section provides an overview of workspace privileges and discusses:

Welcome module privilege
Wiki Content module privileges
Discussions module privileges
Documents module privileges
Blogs module privileges
Links module privileges
Action Item Lists module privileges
Calendar module privileges
Members module privileges
Related Data module privileges
Polls module privileges
Browse Workspaces module privileges
Administration module privileges

Workspace Privileges

When you add a member to a workspace, you assign them one of the following delivered privilege sets:

Owner
Administrator
Approver
Moderator
Contributor
Viewer

This security defined for a member at the workspace level defines a member's privileges at the workspace module level. For example, a member defined as a viewer for a workspace, will have viewer privileges in all modules.

Note. There is a Manager Permission List that is available on the Installation Options page. This permission lists enables a high-level user to create and manage workspaces and manage existing workspaces by activating, deactivating, or deleting a workspace. Workspace access and actions are restricted by member privileges on the Workspace definition.

Welcome Module Privilege

The following table shows the Welcome-module-related privilege.

Privilege	Privilege Set
Change layout and modify content.	Owner, Administrator

Wiki Content Module Privileges

The following table shows the Wiki Content module-related privileges provided by applicable privilege sets.

Privilege	Privilege Set
Contribute wiki content.	Owner, Administrator, Approver, Moderator, Contributor
View wiki content.	Owner, Administrator, Approver, Moderator, Contributor, Viewer

Discussions Module Privileges

The following table shows the Discussion module-related privileges provided by applicable privilege sets.

Privilege	Privilege Set
Add and delete topics (individual).	Owner, Administrator, Moderator, Contributor
Add and delete responses (individual).	Owner, Administrator, Moderator, Contributor
Add and delete topics (all).	Owner, Administrator, Moderator
Add and delete responses (all).	Owner, Administrator, Moderator
View topics and responses.	Owner, Administrator, Moderator, Contributor, Viewer

Documents Module Privileges

The following table shows the Documents module-related privileges provided by applicable privilege sets.

Privilege	Privilege Set
Add and delete pieces of content.	Owner, Administrator, Approver, Moderator, Contributor
Add and delete folders.	Owner, Administrator, Approver, Moderator, Contributor
View hierarchy and content.	Owner, Administrator, Approver, Moderator, Contributor, Viewer
Approve content.	Owner, Administrator, Approver

Blogs Module Privileges

The following table shows the Discussion module-related privileges provided by applicable privilege sets.

Privilege	Privilege Set
Manage blog.	Owner, Administrator, Moderator
Add blog posts.	Owner, Administrator, Approver, Moderator, Contributor
Add comments and replies.	Owner, Administrator, Approver, Moderator, Contributor
View blog posts.	Owner, Administrator, Approver, Moderator, Contributor, Viewer

Links Module Privileges

The following table shows the Links module-related privileges provided by applicable privilege sets.

Privilege	Privilege Set
Add and delete links. (individual)	Owner, Approver, Moderator, Contributor
Add and delete links. (all)	Owner, Administrator
Add and delete folders. (individual)	Owner, Approver, Moderator, Contributor
Add and delete folders. (all)	Owner, Administrator
View hierarchy and content	Owner, Administrator, Moderator, Contributor, Viewer

Action Item Lists Module Privileges

The following table lists privileges for the Action Item Lists module and the related privilege sets.

Privilege	Privilege Set
Add/edit any action item	Owner, Moderator, Administrator, Contributor, Approver
Delete any action item	Owner, Moderator, Administrator
Delete list.	Owner, Moderator, Administrator
Delete own action items	Owner, Moderator, Administrator, Contributor Approver
View action items	Owner, Moderator, Administrator, Contributor, Viewer, Approver
Edit List	Administrator, Owner, Moderator

Calendar Module Privileges

The following table lists privileges for the Calendar module and the related privilege sets.

Privilege	Privilege Set
View events.	Administrator, Contributor, Viewer
Add events.	Administrator, Contributor
Edit own events.	Administrator, Contributor
Delete own events.	Administrator, Contributor
Edit any event.	Administrator
Delete any event.	Administrator
Edit calendar properties.	Administrator
Add a calendar.	Administrator
Delete a calendar	Administrator

Members Module Privileges

The following table shows the Members module-related privileges provided by applicable privilege sets.

Privilege	Permission Level
Add and delete members.	Owner, Administrator
Change profile details. (individual)	Owner, Administrator, Moderator, Contributor
Change profile details. (all)	Owner, Administrator
View members and profiles.	Owner, Administrator, Moderator, Contributor, Viewer

Related Data Module Privileges

The following table shows the Related Data module-related privileges provided by applicable privilege sets.

Privilege	Privilege Set
Add and delete pagelets.	Owner, Administrator
Change layout.	Owner, Administrator

Polls Module Privileges

The following table lists privileges for the Community Calendars module and the related privilege sets.

Privilege	Privilege Set
Access poll results.	Administrator, moderator, publisher,
Assign members.	Administrator, moderator
Assign respondents.	Administrator, moderator, publisher,
Delete poll definition.	Administrator
Delete questions and responses.	Administrator, moderator, publisher,
Edit poll metadata.	Administrator, moderator, publisher,
Publish as pagelet.	Administrator, publisher,
Update questions.	Administrator, author, moderator, publisher
View poll definition.	Administrator, author, moderator, publisher, viewer

Browse Workspaces Module Privileges

All workspace members have access to this module.

Administration Module Privileges

The following table shows the Administration module-related privileges provided by applicable privilege sets.

Privilege	Privilege Set
Add/delete pagelets.	Owner, Administrator
Add modules.	Owner, Administrator
Change workspace properties.	Owner, Administrator
Delete modules.	Owner, Administrator
Edit workspace layout.	Owner, Administrator
Update contextual data.	Owner, Administrator
Update valid dates.	Owner
Update welcome text.	Owner, Administrator

Setting Up a Workspace

This section discusses how to:

Administer workspace properties.
Administer workspace members.
Administer workspace modules.
Define Documents module properties.
Select pagelets for the Related Pagelets module.
Administer contextual data.
Administer workspace feeds.
Configure advanced options for a workspace.

Pages Used to Define Details of Workspaces

Page Name	Definition Name	Navigation	Usage
Administration - Properties	EPPCW_ADMIN_PROP	In the workspace menu, click the Administration link.	Enter detailed properties of a workspace including a name, description, category, valid dates, and welcome text.
Select Category	EPPCW_CATG_SELECT	Click the Search Categories button on the Administration - Properties page.	Select the category you want to assign to the workspace. See Setting Up the Workspace Category Hierarchy.
Administration - Members	EPPCW_ADMIN_MBR	In the workspace menu, click the Administration link. Select the Members tab.	Manage the membership settings of a workspace.
Invitation Message	EPPCW_ADMIN_INVITE	Click the Invitation Message link on the Administration - Members page.	Write a member invitation message that you want to use as the default to invite members to participate in the workspace.
Create User Account	EPPCW_ADMIN_EXTUSR	Click the Create User Account link on the Administration - Members page.	Create a new account for an external user or lookup existing external accounts by email address.
Administration - Modules	EPPCW_ADMIN_MOD	In the workspace menu, click the Administration link. Select the Modules tab.	Select the modules that you want to include in the workspace.
Documents Module Properties	EPPCW_DC_CATGOPTS	In the workspace menu, click the Administration link. Select the Modules tab. Click the Properties link for the Documents module.	Determine properties for the Documents module such as whether checkouts, approvals, and version control are enabled.
Add Pagelet	EPPPB_CP_ADD	Click the Add Related Pagelet button on the Administration - Modules page.	Select a pagelet definition from a source portal, and add it to the template.
Edit Pagelet	EPPPB_CP_EDIT	Click the Edit Pagelet button for a related pagelet on the Administration - Modules page.	Edit the definition for a related pagelet.
Key Name Mapping	EPPCW_ADMIN_KEYMAP	Click the Map link for a related pagelet on the Administration - Modules page.	Specify and optionally rename the keys passed to the pagelet.
Administration - Contextual Data	EPPCW_ADMIN_KEYS	In the workspace menu, click the Administration link. Select the Contextual Data tab.	Manage contextual data associated with the workspace. For example, you can enter data that ties the workspace to one or more transaction key fields.
Publish Feed Definition (Workspace Feeds)	PTFP_PUB_AS_FEED	In the workspace menu, click the Administration link. When a workspace feed has not been published for this workspace, select the Feed tab. Click the Edit button on the Publish as Feed page. Click the Add Feed button on the Publish as Feed page.	Define feed security options, enter additional feed properties, and access advanced options.
Advanced Feed Options (Workspace Feeds)	EPPCW_PUB_ADVOPT	Click the Advanced Options link on the Publish Feed Definition page.	Select the workspace modules to be published and other advanced options for a workspace feed.
Publish as Feed (Workspace Feeds)	EPPCW_PUB_AS_LIST	In the workspace menu, click the Administration link. When one or more workspace feeds have been defined for this workspace, select the Feed tab. Click the Publish button on the Publish Feed Definition page. Click the Cancel button on the Publish Feed Definition page.	Review, edit, add, or delete feed definitions for this item.
Publish Feed Definition to Sites	PTFP_PUB_AS_SITES	Click the Publish Feed to Other Sites link on the Publish Feed Definition page.	Publish an existing feed to other sites.
Administration - Advanced	EPPCW_ADMIN_ADV	In the workspace menu, click the Administration link. Select the Advanced tab.	Access advanced utilities and tools for configuring the workspace.

Administering Workspace Properties

Access the Administration - Properties page (in the workspace menu, click the Administration link).

Name

The workspace name entered on the Name and Describe Workspace page displays, but can be overridden.

Description

The workspace description entered on the Name and Describe Workspace page displays, but can be overridden.

Category

The workspace category selected on the Name and Describe Workspace page is displayed, but can be overridden. Click the Search Categories button to access the Select Category page, where you can

Valid From/ Valid To

Enter the span of dates during which you want the workspace to be valid.

Welcome Text

Enter text or HTML-formatted content that you want to appear as a welcome message on the Welcome pagelet.

See Enterprise PeopleTools 8.50 PeopleBook: Using PeopleSoft Applications, “Working With Pages,” Working With Rich Text Editor Fields.

Read Only

Select this option to make the workspace read-only. All members except the owner and administrators have viewer privileges only in this mode.

Workspace Parent

Select a workspace from the drop-down list box to make that the parent workspace. Select blank to make this workspace a root workspace.

Selecting a Workspace Category

Access the Select Category page (click the Search Categories button on the Administration - Properties page).

To select the category you want to assign to the workspace:

Browse the category hierarchy to view the available categories:
- Click a + to expand a category folder and reveal its contents.
- Click a - to collapse a category folder and hide its contents.
Click a link for a category to select that category for the workspace.

Administering Workspace Members

Access the Administration - Members page (in the workspace menu, click the Administration link; select the Members tab).

Adding Workspace Members

Send Invite	Select to send a notification to the selected members alerting them that they have been added as a member to the workspace. The default notification text will be used and includes a link to the workspace homepage. Alternatively, you can send notifications after the workspace has been created, which also allows you to modify the notification text on the Set Invitation Message page. See Sending Invitations to Workspace Members.
Type	Select the type of member you want to add to the workspace. To be able to select Administrator or Owner in the Privilege Set field, you must select the User value here. Available values include: Role. Select to be able to select a role in the Member Name field. Available roles are derived from PeopleSoft roles defined on the Roles page. See Enterprise PeopleTools 8.50 PeopleBook: PeopleTools Portal Technology, “Setting Up Roles” User. Select to be able to select a user in the Member Name field. Available users are derived from PeopleSoft users defined on the User Profiles page. See Enterprise PeopleTools 8.50 PeopleBook: Security Administration, “Administering User Profiles”
Member Name	Select a name from the list of roles or users.
Privilege Set	Select a privilege level you want to assign to the member. To be able to assign the Administrator or Owner privilege level to a member, you must have selected User in the Type field. Available values are: Administrator. Approver. Contributor. Moderator. Owner. Viewer. See Understanding Workspace Privilege Sets.
Add Workspace Member	Click to add another member to the workspace.
Create User Account	Click to access the Create User Account page that enables you to enter a new user name and email account for an external member. Note. The Create User Account button appears only if the Enable External Users option has been set on the Installation Options page. See Setting System Options.
Finish	Click to finish workspace creation and access the workspace homepage.

Sending Invitations to Workspace Members

Access the Set Invitation Message page (select workspace members and click the Send Invitations button on the Administration - Members page).

Creating an External User Account

Access the Create User Account page (click the Create User Account button on the Administration - Members page).

Use the Create User Account page to create an account to allow an external user to access this workspace. The system user ID will be based on the email address you enter. The name will be used as the description in the PeopleTools user profile. A dynamically created password will be mailed to the user enabling access to the workspace. When the external user logs in to the workspace for the first time, the Change Password page is displayed and they are asked to change the password that was sent in the invitation.

Email	Enter a valid email address. The system user ID generated from this email address will be truncated at the @ sign. For example, an email address of first.last@xyz.com will result in a user ID of FIRST.LAST.
Name	Enter a description for this account. This will be used as the description in the PeopleTools user profile.
Matching Accounts	After you enter a valid email address and exit the Email field, if a matching email address is found in the system, the Matching Accounts group box appears displaying matching accounts.
Create Account	Click the Create Account button to create a new external user account and return to the Add Members (Optional) page.
Cancel	Click either button to return to the Add Members (Optional) page without creating the external user account.

External user information can be accessed and managed from the Manage External User page.

See Managing External User Accounts for Workspaces.

Administering Workspace Modules

Access the Administration - Modules page (in the workspace menu, click the Administration link; select the Modules tab).

The Modules group box displays module settings defined for the workspace on the Select Workspace Modules page, but can be overridden.

Select the modules you want to include in the workspace. Welcome, Members, and Administration values are selected and unavailable for editing because those modules are required in a workspace. These are modules delivered with PeopleSoft Enterprise Portal.

You can choose to remove a module even after activity has been performed in the module without losing any data. Clearing the Select option for a module simply removes link access to the module from the workspace menu; all module data is preserved. If you decide to include the module in the workspace again, all module activity that existed in the module before removal will be accessible.

The Properties link associated with a module enables you to further define the properties and options available in the module.

Defining Documents Module Options for a Workspace

Access the Documents Module Properties page (click the Properties link for the Documents module on the Administration - Modules page).

Enable Content Versions

Select to enable different versions of content.

Enable Content Checkout

Select to enable the check in and check out of documents posted to the Documents module of this workspace. If you select this option, fields and options enabling the check in and check out of documents display appropriately on the pages used to post documents to the Documents module.

Enable Content Approval

Select to enable the approval of documents posted to the Documents module of this workspace. If you select this option, fields and options enabling the approval of documents display appropriately on the pages used to post documents to the Documents module.

Cascade to All Child Folders

Will set the default approvals for all new content in child folders. The approval settings are transferred to all child folders when the page is saved. This setting does not affect existing child content approval settings.

Enable Text/HTML

Select to enable the posting of text and HTML documents to the Documents module of this workspace. If you select this option, the Text or HTML option displays on the Documents - Add Documents page in the Documents module.

Enable File Attachments

Select to enable the posting of file attachments to the Documents module of this workspace. If you select this option, the File Attachment option displays on the Documents - Add Documents page in the Documents module.

Enable Managed Content

Select to enable the posting of managed content to the Documents module of this workspace. If you select this option, the Managed Content option displays on the Documents - Add Documents page in the Documents module.

Adding or Editing a Related Pagelet in a Workspace

Access the Add Pagelet page (click the Add Related Pagelet button on the Administration - Modules page).

Access the Edit Pagelet page (click the Edit Pagelet button for an existing pagelet on the Administration - Modules page).

Use the Add Pagelet page to add an already defined pagelet to be available on the workspace homepage (Welcome tab) or the workspace Related Data tab.

Source Application	Select the portal registry that is the source of the pagelet definition.
Pagelet Folder	Select the portal folder that is the source of the pagelet definition.
Pagelet Name	Select the pagelet definition.
Pagelet Name	Displays the pagelet's ID.
Pagelet Title	Displays the pagelet's title, which can be modified.
Description	Enter an optional description for the pagelet.
Pagelet Folder	Select the folder in which the pagelet definition is to be stored. PeopleSoft Applications is the default folder for workspace pagelets.
Pagelet Security	Select a pagelet security option: Publish as Public — Select to designate that all users can access the pagelet. Publish with Security Roles — Select to use the already assigned role- or permission list-based security for the pagelet.
Author Access	Select to provide the pagelet author with access to the pagelet regardless of any security restrictions assigned to the pagelet. This access is granted based on the author’s user ID.
Select	Select one or more workspace tabs for this pagelet: Related Data — The Related Data module. Welcome — The workspace homepage tab.
Pagelet Behavior	Select the default behavior for the pagelet: Optional — The pagelet will not appear on the workspace tab. Do not select this option. Optional-Default — The pagelet will appear on the workspace tab for all members. The pagelet position can be modified by the administrator only; the pagelet can also be removed by a member from his or her workspace homepage. Required — The pagelet will appear on the workspace tab for all members. The pagelet position can be modified by the administrator only. Required-Fixed — The pagelet will appear on the workspace tab for all members. The pagelet column can be modified by the administrator only; however, the pagelet will always appear at the top of the column.

Mapping Keys for Context-Sensitive Pagelets

Access the Key Name Mapping page (click the Map link for a context-sensitive pagelet on the Administration - Modules page).

When a related pagelet is added to a workspace and is designated as being context-sensitive, the pagelet is passed the same key names and values that are associated with the workspace. These keys are passed to the pagelet as query string parameters. If needed, the key names can be overridden for a related pagelet by adding the EPPCW_KEYMAPPING attribute to the content reference representing the pagelet.

The pagelet's content reference can be accessed by clicking the Structure and Content link on the Administration - Advanced page. The syntax for the attribute value is as follows:

KEY1ORIGNAME=KEY1NEWNAME;
KEY2ORIGNAME=KEY2NEWNAME;
...
KEYNORIGNAME=KEYNNEWNAME

Administering Contextual Data

Access the Administration - Contextual Data page (in the workspace menu, click the Administration link; select the Contextual Data page).

Related Keys

If this workspace was created using a template for which contextual data has been defined, the key fields selected to supply contextual data appear here. In addition, if the workspace was created directly from a transaction, applicable values appear in the key fields. If this workspace was not created directly from a transaction, you can enter your own values in the key fields.

If this workspace was created using a template that did not specify a contextual relationship, you can enter your own key fields and values.

While you can manually enter data on this page, we recommend that you populate these fields by creating a workspace from a template and directly from a transaction.

Note. Modifying existing field values or options set in this group box initiates a function that updates all workspace pagelet content reference URLs that contain an attribute of EPPCW_PAGELET with a value of KEYS. This change impacts all workspace pagelets, as well as any related pagelets associated with the workspace in which the key was modified.

Display	Select to display the contextual data in the workspace. If this option is selected, the key displays in the menu of the workspace.
Key	Enter the key field that you want to use to derive contextual data for the workspace.
Custom Label	Enter an overriding value for the key label. If you choose to display the key, this label will appear alongside the key field value below the menu of a workspace for a transaction that contains the key.

Administering Workspace Feeds

Use the Administration - Feeds page as the starting point for administering workspace feeds.

In addition to workspace modules that can be published as feeds on their own, one or more feeds can be published for the entire workspace, each of which is known as a workspace feed. While workspace members with sufficient privilege can publish feeds for individual workspace modules, only the workspace administrator can publish a workspace feed. In addition, the administrator is responsible for selecting which modules will be included in that feed.

The following steps provide a high-level overview of the process to administer workspace feeds:

In the workspace menu, click the Administration link to access the Administration module.
Select the Feeds page.

Depending on whether a workspace feed has already been published, one of the following pages is displayed:
- The Publish as Feed page is displayed if a workspace feed has already been published. Continue with step 3.
- The Publish Feed Definition page is displayed if a workspace feed has not been published for this workspace. Continue with step 4.
Determine whether you want to edit one of the current workspace feeds, or create a new workspace feed.

On the Publish as Feed page, click Edit to edit an existing workspace feed; click Add New to create a new workspace feed.

See Modifying and Saving Workspace Feed Definitions.
Set the feed parameters, additional feed parameters, and feed security options on the Publish Feed Definition page.

See Enterprise PeopleTools 8.50 PeopleBook: Feed Publishing Framework, “Creating and Using Feeds,” Defining and Publishing Feeds, Defining Feed Properties.
You must select at least one module for publishing in this workspace feed. Therefore, click the Advanced Options link.
Set the advanced options for the workspace feed on the Advanced Feed Options page.

See Setting Advanced Options for Workspace Feeds.
Click OK on the Advanced Feed Options page.
Click the Publish button on the Publish Feed Definition page to save any new or revised feed definitions.

See Modifying and Saving Workspace Feed Definitions.

Modifying and Saving Workspace Feed Definitions

Access the Publish as Feed page (click Publish on the Publish Feed Definition page; alternatively, if a workspace feed definition already exists, select the Feeds page in the Administration module).

Use the Publish as Feed page for workspace feeds to administer and save workspace feed definitions.

Feed Title	Click a link in this column to view the feed document for that workspace feed.
Published	Indicates whether a workspace feed is currently published.
Edit	Click to edit an existing workspace feed definition.
Delete	Click to delete an existing workspace feed definition.
Add Feed	Click to add a new workspace feed definition.
Save	Click to save a new feed definition or changes to existing workspace feed definitions.

Setting Advanced Options for Workspace Feeds

Access the Advanced Feed Options page (click the Advanced Options link on the Publish Feed Definition page).

Use the Advanced Feed Options page for workspace feeds to determine which workspace modules will be included in the workspace feed. The workspace feed can be configured to include content from one or more of the following modules:

Action Item Lists
Blogs
Calendar
Discussions
Documents
Wiki Content

Note. A specific workspace module can be configured to be published in one or more or no workspace feeds.

To set advanced options for a workspace feed:

Set the maximum number of entries per module for this workspace feed in the Max Number of Entries field.
From the list of available workspace modules, select those modules that you want to publish in this workspace feed.

Note. If a module has not been selected on the Administration - Modules page, then it will appear as disabled on this page.
Click OK.

Configuring Advanced Options for a Workspace

Access the Administration - Advanced page (in the workspace menu, click the Administration link; select the Advanced tab).

Navigation

Access utilities and tools that enable you to implement advanced navigation configurations for the workspace.

See Using Manage Navigation.

See Enterprise PeopleTools 8.50 PeopleBook: PeopleTools Portal Technology, “Administering Portals”

Pagelets

Access utilities and tools that enable you to implement advanced pagelet configurations for the workspace.

See Enterprise PeopleTools 8.50 PeopleBook: PeopleTools Portal Technology, “Using Pagelet Wizard”

Branding

Access utilities and tools the enable you to change the appearance of the portal.

See Setting Up PeopleSoft Enterprise Portal Branding.

Designating the Content and Layout of the Workspace Homepage

This section provides an overview of the workspace homepage layout and discusses how to:

Modify the content of the workspace homepage.
Modify the layout of the workspace homepage.

Understanding the Content and Layout of the Workspace Homepage

The workspace administrator or owner has the privileges necessary for maintaining the workspace homepage. Other workspace members have limited capabilities for customizing their workspace homepage, which is unlike their capabilities on the portal homepage. Specifically, other members cannot add or move pagelets and can only delete pagelets configured as Opt-Dflt (optional-default).

Note. Once a user has deleted a pagelet, it cannot be re-added easily to that user’s homepage.

The Tab Content page is used to designate the pagelets that you want to appear on the workspace homepage. The Tab Layout page is used to modify the layout of pagelets on the homepage. The workspace administrator can also use the drag-and-drop feature to arrange the layout directly on the workspace homepage.

Pages Used to Designate the Content and Layout of the Workspace Homepage

Page Name	Definition Name	Navigation	Usage
Tab Content	PTSYSTABCONTENT	Click the Content link on the workspace homepage.	Designate the pagelets (types of content) you want to display on the workspace homepage.
Tab Layout	PTSYSTABLAYOUT	Click the Layout link on the workspace homepage.	Designate the layout of content on the workspace homepage.

Modifying the Content of the Workspace Homepage

Access the Tab Content page (click the Content link on the workspace homepage).

Use the Tab Content page to designate the pagelets (types of content) you want to display on the workspace homepage.

To select pagelets for the workspace homepage:

Select the check box for a pagelet to have it appear on the workspace homepage.

Select the Include All? check box to select all available pagelets.

Use the drop-down list to select the pagelet behavior:

Optional	The pagelet will not appear on the welcome page. Do not select this option.
Opt-Dflt (optional-default)	The pagelet will appear on the workspace homepage for all members. The pagelet position can be modified by the administrator only; the pagelet can also be removed by a member from his or her workspace homepage.
Required	The pagelet will appear on the workspace homepage for all members. The pagelet position can be modified by the administrator only.
Req-Fix (required-fixed)	The pagelet will appear on the workspace homepage for all members. The pagelet column can be modified by the administrator only; however, the pagelet will always appear at the top of the column.

Click the Save button.

Modifying the Layout of the Workspace Homepage

Use either of these two methods to modify the layout of the workspace homepage:

Move pagelets on the Tab Layout page.
Drag and drop pagelets on the workspace homepage.

Moving Pagelets on the Tab Layout Page

Access the Tab Layout page (click the Layout link on the workspace homepage).

Use the Tab Layout page to designate the layout of content on the workspace homepage.

Label	Displays the name of this tab.
Basic Layout	Select to display the pagelets in either two or three columns on the workspace homepage. To specify the three-column layout, be sure that at least one pagelet does not have the Req-Fix behavior option selected on the Tab Content page.
Left Column, Center Column, and Right Column	Displays the pagelets selected on the Tab Content page under the assigned column headings. If the basic layout is two columns, the pagelets are divided into left and right columns. If the basic layout is three columns, the pagelets are divided into left, center, and right columns. Note. A pound sign (#) indicates a pagelet with the Req-Fix behavior option selected on the Tab Content page. An asterisk (*) indicates a pagelet with the Required behavior option selected on the Tab Content page. For example, #Menu indicates that the workspace menu pagelet cannot be moved to a different location on the homepage.
	Use the Move Left, Move Up, Move Right, and Move Down buttons to position a pagelet. Select a pagelet, and then click the directional arrow buttons to move the selected pagelet up in the list, down in the list, to the next column to the right, or to the next column to the left.
Delete Pagelet	Select a pagelet and then click Delete Pagelet to delete the pagelet from the workspace homepage.

See Enterprise PeopleTools 8.50 PeopleBook: PeopleTools Portal Technology, “Administering Portal Homepages and Pagelets,” Managing Tabbed Homepages, Arranging the Tab Layout.

Dragging and Dropping Pagelets on the Workspace Homepage

You can also rearrange pagelets on the workspace homepage by dragging and dropping them between columns.

To drag a pagelet, hover over the pagelet title bar; the cursor changes shape to indicate that you can drag the pagelet. Click and drag the pagelet. When you are in the new location—signified by the color change—release the mouse.

Note. You cannot move pagelets that you have configured as required-fixed.

See Enterprise PeopleTools 8.50 PeopleBook: Using PeopleSoft Applications, “Setting User Preferences,” Personalizing Your Homepage, Personalizing Layout.

Managing the Status of Workspaces

This section discusses how to manage workspaces, including how to inactivate and delete workspaces.

Understanding Workspace Statuses

The Manage Workspaces component enables you to delete workspaces altogether. It also enables you to inactivate a workspace, which just makes it unavailable for viewing and use by members, but keeps the data stored in your database. The component also enables you to reactivate inactive workspaces should you need to resume use of them.

Pages Used to Manage the Status of Workspaces

Page Name	Definition Name	Navigation	Usage
Manage Workspaces	EPPCW_MANAGE	Portal Administration, Workspaces, Manage Workspaces	Perform managerial tasks on your workspaces, such as inactivating, activating, and deleting them.
Delete Confirmation	EPPCW_DEL_CONFIRM	Click the Delete button on the Manage Workspaces page.	Confirm your selected deletion.

Changing the Status of a Workspace

Access the Manage Workspaces page (Portal Administration, Workspaces, Manage Workspaces).

Filter Workspaces

Category	Select the category in which you want to search for the workspace that you want to manage.
Owner	Select the owner of the workspace that you want to manage.
Status	Select the status of the workspace you want to manage. Active. Inactive.
Keyword	Enter any keywords that you want to use to narrow your search results. The keywords you enter will be matched against any text that appears in the title (label) or description of a workspace.
Search	Click to perform your requested search.
Reset	Click to clear all keywords you have entered.

Workspaces

Select	Select to indicate that you want to perform a managerial action on the workspace.
Workspace	Displays the name of the workspace. Click the link to access the workspace.
Category	The system displays the category the workspace is assigned to.
Owner	The system displays the name of the workspace owner.
Status	The system displays if the workspace is active or inactive.
Activate	Click to reactivate the selected workspace.
Deactivate	Click to deactivate the selected workspace. The workspace is no longer accessible or usable by its members, but its data continues to be stored in your database.
Delete	Click to delete the selected workspace . You are prompted to confirm your deletion.

Moving a Workspace in the Workspace Hierarchy

You can move a workspace in the workspace hierarchy by specifying a new parent workspace on the Administration - Properties page.

See Administering Workspace Properties.

Importing and Exporting Workspace Data

See the release notes on My Oracle Support for information about importing and exporting workspace data.

See My Oracle Support, Knowledge, Portal Solutions, Enterprise Portal.

Managing External User Accounts for Workspaces

Access the Manage External User Accounts page (Portal Administration, Workspaces, Manage External Users).

You can search for external users based on the last signon date or by a keyword, such as user name.

The Users group box displays the user name, the description of the user, what workspaces they have access to, and when they last signed on to that workspace.

To delete the external user from the system, select the name and click Delete.

To remove a user's external status and give them status as an internal user, select the name and click Remove External Status.

Name	The workspace name entered on the Name and Describe Workspace page displays, but can be overridden.
Description	The workspace description entered on the Name and Describe Workspace page displays, but can be overridden.
Category	The workspace category selected on the Name and Describe Workspace page is displayed, but can be overridden. Click the Search Categories button to access the Select Category page, where you can
Valid From/ Valid To	Enter the span of dates during which you want the workspace to be valid.
Welcome Text	Enter text or HTML-formatted content that you want to appear as a welcome message on the Welcome pagelet. See Enterprise PeopleTools 8.50 PeopleBook: Using PeopleSoft Applications, “Working With Pages,” Working With Rich Text Editor Fields.
Read Only	Select this option to make the workspace read-only. All members except the owner and administrators have viewer privileges only in this mode.
Workspace Parent	Select a workspace from the drop-down list box to make that the parent workspace. Select blank to make this workspace a root workspace.

Enable Content Versions	Select to enable different versions of content.
Enable Content Checkout	Select to enable the check in and check out of documents posted to the Documents module of this workspace. If you select this option, fields and options enabling the check in and check out of documents display appropriately on the pages used to post documents to the Documents module.
Enable Content Approval	Select to enable the approval of documents posted to the Documents module of this workspace. If you select this option, fields and options enabling the approval of documents display appropriately on the pages used to post documents to the Documents module.
Cascade to All Child Folders	Will set the default approvals for all new content in child folders. The approval settings are transferred to all child folders when the page is saved. This setting does not affect existing child content approval settings.
Enable Text/HTML	Select to enable the posting of text and HTML documents to the Documents module of this workspace. If you select this option, the Text or HTML option displays on the Documents - Add Documents page in the Documents module.
Enable File Attachments	Select to enable the posting of file attachments to the Documents module of this workspace. If you select this option, the File Attachment option displays on the Documents - Add Documents page in the Documents module.
Enable Managed Content	Select to enable the posting of managed content to the Documents module of this workspace. If you select this option, the Managed Content option displays on the Documents - Add Documents page in the Documents module.