Share, clone and archive
Give colleagues access to a workspace, decide who is asked when it needs a person, copy it, and archive or delete it when the work is done.
On this page7 sections
Who can open a workspace#
A workspace starts private to its owner, the person who created it. Other people can open it only after the owner, or an organization admin, shares it with them.
| Level | Can do |
|---|---|
| view | Open the workspace, read files and conversations, search, open apps, and clone it. |
| can edit | Everything in view, plus change files and work with the agent. |
| owner | Everything in can edit, plus share, rename, archive and delete. |
Organization admins can see that every workspace exists, including its name, but not what is inside a private one. To look inside, an admin has to grant themselves access, and that grant is recorded.
Share a workspace#
- In the workspace's left bar, click Share.
- Find the person and set them to view or can edit. Set no access to remove them.
To rename the workspace, use Rename at the bottom of the same panel.
On call#
On call decides who is asked when the workspace needs a person: whose Needs you a review or a question lands in, and who Fibo tells. It does not change anyone's access.
With no list set, a need goes to the owner and the people working in the workspace. To set a list, open Share (or On call, if you are not the owner):
- Anyone with access can put themselves on call or take themselves off.
- The owner or an organization admin can add or remove anyone who has access.
One person's answer clears a need for everyone on call.
In the same panel, Follow and Mute control whether you personally hear about this workspace. See Notifications.
Clone a workspace#
Cloning makes a new workspace with a copy of the files. It is the quick way to start similar work from something that already went well.
- Open More actions in the workspace's left bar and choose Clone.
- Adjust the name and click Clone.
- Click Open the clone.
The clone is a new private workspace that you own. You only need view access to the original.
| Copied | Not copied |
|---|---|
| The files | Conversations and Task Lists |
The internal folder | |
| Data stored by apps |
Details on a workspace shows what it was cloned from and what has been cloned from it.
A clone is limited to 5,000 files and 100 MB per file.
Archive#
Archive a workspace when the work is finished and you want it out of the way but kept.
- Open More actions and choose Archive.
- Confirm.
The files and conversations are kept. The workspace moves to the Archived tab of the Workspaces page and no longer counts toward the organization's limit of active workspaces.
A workspace cannot be archived while the agent is working in it. Stop the agent first.
Delete and restore#
- Open More actions and choose Delete.
- Type the workspace's name to confirm.
A deleted workspace is archived first and then kept for a grace period. Its page shows how many days remain before its files are due to be purged, starting at 30. Until then the owner or an organization admin can open it from the Archived tab and click Restore. Once its files are purged it cannot be restored.
If the workspace is the home of skills#
Archiving or deleting a workspace that is the home of skills affects everyone who uses those skills, so you are warned first and offered the chance to move the skills to another workspace. See Create and publish a skill.