Collaboration Manager 365

General Settings

This section describes the General settings of Fast Workspaces in Collaboration Manager 365.

When a new template is created, fast workspaces are created in the background depending on the number of records updated in the Settings page. Fast workspaces are replica of templates that are created in Collaboration Manager 365. Fast workspaces are mainly created to reduce the waiting time for the creation of the workspaces. 

1. From Collaboration Manager 365 main menu, click on link "Setup" in left navigation. 

2. Click on link "Fast Workspaces" under Settings. Settings page is displayed.

3. Click on link "General Settings".

4. Fast Workspace Settings page is displayed with following details:

4.1 Number of pregenerated workspaces: Define the number of pregenerated workspaces: In this field, user can set the number of fast workspaces to be created when a new template is created. 

4.2 Allow deleting of Old pregenerated workspaces: By activating this action the old generated workspaces will be removed when a new version of the corresponding template is created.  This is a checkbox field. 

When a new template is created, replica of template is created as Fast workspaces. Since the number of pregenerated workspaces are set as 3, 3 fast workspaces are created when a new template is created.  When user creates a new workspace, fast workspace is taken as a reference. Now, when user modifies the template and saves again, 3 fast workspaces are created for the modified template.

If this checkbox "Allow deleting of Old pregenerated workspaces" is selected by the user, the old fast workspaces for the modified templates are removed and are replaced with newly created 3 fast workspaces and this will be used whenever a new Workspace is created with this template as the reference.

If this checkbox "Allow deleting of Old pregenerated workspaces" is not selected by the user, the old fast workspaces for the modified templates are not removed and records are retained with the old fast workspaces. Hence whenever a new Workspace is created with this template as the reference, the old fast workspaces will be used as reference with old version of template.

4.3 Allow fast workspace safe obtention: This property should only be activated if the same FastWorkspace URL are assigned several times to workspaces.

In any bigger organization, when a user creates a workspace, status will be in pending state. The Approver verifies the workspace and then approves it. Once the request to create a workspace is approved, status is set to "Completed" by Collaboration Manager 365. 

There can be instances wherein multiple records are sent at the same time for approval. For example, consider a scenario where for a template, there are 3 fast workspaces available. Now, user creates 10 workspace with reference to same template. So, there are 10 requests that is in pending status and all the workspaces requires approval from Approver. Approver can either select one record at a time and approve or select all the requests all at once and perform bulk approval. In this case of bulk approval, same fast workspaces can be used on creation of 2 to 3 workspaces. Duplication of workspace  would be created and will be listed in the Workspace list view. 

When "Allow fast workspace safe obtention" checkbox is selected, fast workspaces are associated to the workspaces in the sequential manner. That is even when there are multiple requests to create workspaces which is referring to same template, one fast workspace will only be associated with one workspace. That is the fast workspace is blocked immediately when it is associated to a workspace so that no other workspace can have access to this fast workspace. Hence duplication of creation of multiple workspaces can be avoided.

When "Allow fast workspace safe obtention" checkbox is not selected, fast workspaces are not associated to the workspaces in sequential manner. Multiple workspaces will have access to one fast workspace and hence duplication happens. 

It is always recommended to select this checkbox when there are multiple request for creation of workspace and there is an approval process involved within the organization.

Buttons:

Following buttons are available in the Fast Workspace Setting page and the functionalities listed below:

Save : Saves the fast workspace settings mentioned in this page.

Reset without saving:  All the default settings are retained without saving user made changes.

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