Using a Workspace

A workspace, including Company Workspace, provides access to the following components for the selected workspace:

Tasks : Access your assigned tasks, synchronize data, and filter tasks for the selected project. Badge notification displays the number of tasks that have not been started. This component is available only for standard users.
Documents : Access documents and other files for the selected project.
As a portal user, you can access saved and recently accessed business process (BP) record attachments.
Mailbox : (Not available on Company Workspace) Provides access to the email and notifications for the selected project.

The Recent Business Process section displays a list of up to four BPs that have been accessed only on mobile devices. To display a list of available BPs, tap See All.

You can also perform the following:

Download : Download project data to work in Offline mode. If you previously accessed BPs in the selected workspace, the downloaded data includes designs, permissions, and up to 20 recent records for up to 6 of the most recently accessed BPs. Attachments and Data Pickers are not downloaded. (If you tap Download and you have not previously accessed any BPs, the system fetches only non-BP-related information.) After data is downloaded, the icon changes to Sync .
Note: While you are in Online mode, you can use the Download Record(s) option in the Business Process Log (BP log) to download one or more records and corresponding BP Line Item Pickers.
Sync : Synchronize downloaded project data. If you previously downloaded the selected workspace and you tap Sync, synchronization of the downloaded data includes designs, permissions, and up to 20 recent records for up to 6 of the most recently accessed BPs. (If you tap Sync and you have not previously accessed and synchronized any BPs, the system fetches only non-BP-related information.)
QR code : If any of the BPs for the project use the QR code Data Element (DE), you can scan the code to view tasks, view records, or create records within the project.
Menu : Access Map View and Delete Offline Workspace Data. If your project has geo-coding values for latitude and longitude, you can view the location of your project in a map using Map View. If you downloaded the workspace and want to remove it from your device, you can remove it using Delete Offline Workspace Data.

Business Process Log

For better device memory usage and performance upon fetching all records, you are prompted to add filter criteria by tapping Filter Settings to get a precise set of records. To ensure that device performance is not significantly impacted, you can download 200 or fewer records at one time.

On the Filter page, enabling the Show Records That Have Not Been Downloaded option helps you select only records that are not currently downloaded to your device.

If you select the All option, the operation might take a few minutes. If you fetch an excessive number of records, you might get a timeout error. After selecting All, if you want to view only those records that you have not downloaded yet, tap in the upper-right corner, tap Filter, and then enable the Show Records That Have Not Been Downloaded option. Show Records That Have Not Been Downloaded is off by default.

The values included in the log details are listed below:

For workflow records that have been sent to the next step:
- <Record Number><Record Title>
- <Record Status>
- <Due Date if applicable>
- Updated: <Date and time that the record was last updated>
For workflow records that have been saved as Draft:
- <Record Number><Record Title>
- <Record Status>
- <Due Date if applicable>
- Draft Last Saved: <Date and time that the record was last updated>
For non-workflow records in a saved state:
- <Record Number><Record Title>
- <Record Status>
- <Due Date if applicable>
- Saved: <Date and time that the record was last saved>
For non-workflow records that have been submitted:
- <Record Number><Record Title>
- <Record Status>
- <Due Date if applicable>
- Submitted: <Date and time that the record was submitted>
  Note: If a record has attachments in the Main Form or in any of the line items, the Attachments indicator is displayed.

In addition to the All tab, you can also use the Saved Records/Drafts and Offline Records tabs to filter what is listed. The Saved Records tab is available for non-workflow BPs and displays only the records that are in edit mode or that have not been submitted. The Drafts tab is available for workflow BPs and displays only the records that are saved as drafts. Offline Records displays all the downloaded records.

Note: The BP log for Text-type non-workflow BPs will not display a Saved Records tab.

If your administrator created customized mobile log views, the All tab displays the active predefined views. For example, one view might sort the BP records based on the current date, while another might sort based on Due Date. The system remembers which view you last selected for the BP and uses it the next time that you access the BP, even if it is from a different device.

The log information is saved on your device. To view the details of a record that does not fall under the first 200 record count, scroll down to view the next set of records. A “Loading next 200 items…” indicator is displayed as the records are being retrieved. The log information for records that exceed the first 200 records are not saved on your device.

If you are working offline, the first 200 records are displayed. All the records that have been saved are also displayed. Find older records in the BP tile by selecting the Search Bar option seen with a pull-down gesture.

Next: Using Home Workspace