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Creating workspace instances and workspaces

Creating a Workspaces instance in SharePoint’s classic experiences

To set up the Workspaces module on your intranet and enable employees to work together in feature rich work spaces, you start by creating a site for a Workspace instance. The Workspace instance will hold workspaces where employees can work together on concrete projects. Also, the Workspace instance includes a selection of features and functions for staff collaboration and project management.

To create a site for a Workspaces instance, create a new Wizdom subsite to the site where you want the Workspaces instance to be located. When choosing site template, select the template ‘Workspaces’.

The Workspaces instance comes with a landing page which you will be presented to after creating the site.

This will be the landing page of your Workspaces instance, providing the overview of and entrance to all workspaces created in the current Workspaces instance.

The default landing page created for the Wizdom subsite ‘Workspaces’ includes features for users to create new workspaces, search in existing workspaces, filter the search by column values, mark work spaces as favorites, and quickly find relevant workspaces.

The landing page is per default a three columns page including the ‘Overview‘ and ‘Favourites‘ web parts plus contact information. The landing page can be edited and configured to your needs. Initially created, the landing page and its web parts will be empty as no workspaces have been created yet.

Landing page of a Workspaces instance just created
You can create as many Workspaces instances you wish in your tenant.

Creating a workspace

Offering web parts and features that enable collaboration and knowledge sharing, a workspace is the actual room where people can collaborate – this may be e.g. on a project in a team or forum.

Workspaces are associated with a specific Workspaces instance and each instance can include an endless number of workspaces.

To create a workspace perform the following steps:

1) Go to the landing page of the Workspaces instance that you want the workspace to be associated with.

2) Here, you will find the ‘Overview web part‘ that provides users with an overview of and tools to manage all workspaces associated with a Workspaces instance.

3) In the top of the web part, press the + Create icon.

4) You will now select the workspace type of your new workspace. These workspace types are defined by the Wizdom intranet administrator. 

5) Enter the metadata required by the workspace type and press create to create your new workspace. The metadata required for a specific workspace type is defined by the Wizdom intranet administrator.

Depending on the workspace type, this will create either:

a) a  classic SharePoint site,

or

b) a modern team or communication site.

If the workspace type creates a SharePoint site, the default workspace type template setup is based on a publishing site with SharePoint project features enabled. The site comes with a landing page that works as the home page for the project, forum, team site, or what else you could be using the project space for.

Per default this home page includes five web parts that enable users to mange metadata, roles, documents, and tasks. These are three SharePoint and two Wizdom web parts:

1) The ‘Project Summary’ is a SharePoint web part that provides a high-level view of the events and tasks involved in a project.

2) ‘Tasks’ is a SharePoint web part that provides a list of tasks to be done and enables users to create new tasks.

3) ‘Documents’ is a SharePoint web part that allows users to upload and share documents.

4) ‘Metadata’ is a Wizdom web part that displys project metadata.

5) ‘Participants’ a Wizdom web part that displays all roles and the users or groups set on this roles.

Example of landing page for a project space just created. It is a landing page created on a SharePoint site of the default project type for the Projects module.