When a change is made to a workspace template, those changes are applied to all new workspaces going forward; they are not immediately applied to existing workspaces. Existing workspaces will need to be refreshed, reset, or deleted depending on the change that was made.
Keep in mind that a workspace is not a true "container" in the sense that a folder or cabinet is a container. Rather, a workspace is a webpage that offers a view of a set of related documents.
Refresh Workspace
- Available via the UI or the API.
- Removes/deletes filters and web pages from the workspace page and then creates new ones based on the current workspace template:
- Organizing containers (filters) will be created for existing documents based on those document types and the existing documents will be organized into those filters.
- New filters that are created will inherit their access from the workspace’s access.
- Documents will remain in the cabinet; and folders, saved searches, and ShareSpaces will remain in the workspace.
- Updates the workspace name unless it has been manually changed by a user.
- Using the Refresh option will retain any links users have placed on their home pages.
- ShareSpaces remain on the workspace page but their location on the page may change.
- Existing folders and saved searches will remain on the workspace page but their location on the page may change.
- Existing folders and saved searches will not have their access updated to match the workspace access.
- Criteria for Saved Searches will not be changed.
- Access to the workspace itself is not changed.
- Users need "E" or Edit rights to refresh a workspace.
Reset Workspace
- Only available via the API (not exposed in the UI anywhere).
- Similar to a Refresh, but the workspace folders and saved searches will be deleted and re-created from the template. Any non-template (custom) folders and saved searches will not be preserved.
- Removes/deletes filters, folders, saved searches, and web pages from the workspace page and then creates new ones based on the current workspace template:
- Organizing containers (filters) will be created for existing documents based on those document types and the existing documents will be organized into those filters.
- New filters, folders, and saved searches that are created will inherit their access from the workspace’s access.
- Updates the Workspace name unless it has been manually changed by a user.
- Using the Reset option will retain any links users have placed on their home pages.
- ShareSpaces remain on the workspace page but their location on the page may change.
- Access to the workspace itself is not changed (i.e. no PBS is applied).
Delete Workspace
- Available via the UI or the API.
- Removes/deletes all filters, folders, saved searches, and web pages from the workspace.
- When/if it gets re-created, the workspace will have a new URL/NEV and will be built using the current template and any PBS will be applied to the workspace. It is a completely new workspace.
- Organizing containers (filters) will be created for existing documents based on those document types and the existing documents will be organized into those filters.
- All filters, folders, and saved searches that are created will inherit their access from the new workspace’s access.
- Links to the workspace (i.e. on users' home pages) will be removed or will be invalidated.
- Users need "A" or Administrator rights to delete a workspace.
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