Access and manage workspaces

A workspace contains the folders, documents, and emails associated with a specific matter or project. You can view all workspaces you can access, workspaces you have opened recently, and workspaces you have created or added.

Access your workspaces

You can access your workspaces in either of the following ways:

  • Select Workspaces from the left navigation bar.

  • On the home page, use the Recent Workspaces widget or My Workspaces widget, if you have added them. Select View all to open the Workspaces list.

NOTE: For more information on how to add or edit widgets, refer to Adding widgets to your home page.

Add a workspace to My Workspaces

To add a workspace to My Workspaces:

  1. Select Add to My Workspaces from the workspace actions menu. The Add to My Workspaces dialog opens.

  2. Confirm the owner of the My Workspaces list, and optionally select a category for the workspace.

  3. Select Add to confirm, or select Cancel to discard your changes.

Subscribe to another user's workspaces

You can subscribe to another user's My Workspaces and Recent Workspaces lists, so you can browse their workspaces from your own Workspaces pane.

To subscribe to a user's workspaces:

  1. Under Subscribed Workspaces, select the edit (pencil) icon. The Show/Hide Users panel opens.

  2. Search for a user by name or ID, or scroll the list.

  3. Select the toggle next to a user's name to show their workspaces.

The user's name is displayed under Subscribed Workspaces, as an expandable tree of their workspace categories and workspaces. Select the toggle again to hide a user's workspaces.

NOTE: You can only open the workspaces you have permission for; subscribing to a user doesn't grant you access you don't already have.

Navigate the Workspaces view

The Workspaces pane displays All Workspaces, Recent Workspaces, and My Workspaces.

Workspaces panel controls

At the top of the Workspaces panel:

  • Select Collapse all to collapse every expanded item in the tree.

  • Select Expand to current location (↔) to expand the tree to the workspace or folder you currently have open.

  • Select the close (X) icon to close the Workspaces panel.

Select a workspace list

In the Workspaces pane, select one of the following options:

  • All Workspaces: Displays every workspace you can access.

  • Recent Workspaces: Shows workspaces you have opened recently.

  • My Workspaces: Lists workspaces you have created or added to My Workspaces.

Each list displays the number of items and provides the same controls:

  • Filters: Narrow the list by Library, Activity Date, Customer ID, and other criteria. Select More to view additional filters.

  • Search: Enter a term in the search box to search within the current list.

  • View: Switch between List and Grid layout.

  • Refresh: Select Refresh to refresh the current list.

Each workspace displays its status, name, customer ID, and account ID.

Customize the Grid columns

Select the gear icon in the column header row to open Grid Settings. From here, you can:

  • Set the Row height to Comfortable, Compact, or Tiny.

  • Turn on alternating row background shades.

  • Add or remove Grid columns from the list of available columns (such as Activity Date, Default Security, Edit Date, Email, Owner Description, and Workspace ID), and drag to reorder the columns that are displayed.

Select Save to apply your changes, or Reset to default to restore the original column layout.

Open a workspace

To open a workspace, select it from any workspace list. The workspace opens in the browser tab and displays its folders.

Use the tabs and filters to browse through the workspace contents:

  • Browse and Signing Packages tabs: Switch between the workspace contents and signing packages.

  • Filters: Narrow the contents by Documents or Emails.

  • Search: Enter a term to search within the workspace.

  • View: Switch between List and Grid layout.

Each item displays its status, name, workspace name, and owner. Select a folder to open it.

Navigate with breadcrumbs

As you open folders within a workspace, a breadcrumb trail is displayed above the item list, showing the path from the library down to your current folder, for example, iManage / iManage R&D (Technology Group) / Project RO / Sprint Reviews. Select any segment of the breadcrumb trail to jump back to that level.

Share access to workspace lists

To share access, select the Share access (lock) icon next to the list title. The Share Access pane opens, where you can add users or groups. Added users can view your My Workspaces and Recent Workspaces lists, but they can only open the workspaces for which they have the necessary permissions.

Create a new workspace

To create a new workspace:

  1. Select the New workspace (add folder) icon next to the list title. The New Workspace dialog opens.

  2. Enter the required workspace details: Name, Library, Template, and Owner. Description and Select folders are optional.

  3. Select Create to add the workspace, or select Cancel to discard your changes.

Create a new workspace category

To create a new category:

  1. Select the New Category icon next to the list title. The Create Category dialog opens.

  2. Enter a name for the category in the Category Name field.

  3. Select Create to add the category, or select Cancel to discard your changes.

Create a shortcut to a workspace

To create a shortcut to a workspace:

  1. Select the New Shortcut icon next to the list title. The Create Shortcut dialog opens.

  2. In the left panel, select a source: Recent Document Folders, Recent Clients, My Favorites, Recent Workspaces, or My Workspaces.

  3. Under Viewing As, confirm whose lists you're browsing. This defaults to you, but can be changed to view another user's lists.

  4. Optionally, enter a search term, or use Filters such as Library or Owner, to narrow the list.

  5. Select the check box next to the item you want to create a shortcut to.

  6. Select Create Shortcut to confirm, or select Cancel to discard your changes.

Export workspaces to CSV

To export one or more workspaces to a CSV file:

  1. Select the check box next to each workspace you want to export.

  2. Select Export to CSV.

The exported file lists each item's type, status, name, and whether it inherits security, for example, a row showing type workspace_shortcut, name Project RO, and Inherit Security: Not applicable.

Select and act on multiple workspaces

Select the check box next to more than one workspace to act on them together. An action bar is displayed above the list, showing:

  • Add to My Favorites

  • Remove from My Workspaces

  • Copy Link

  • Move Shortcut

  • Sync & Open in Finder (or Sync & Open in File Explorer on Windows)

  • Add to cart

  • Export to CSV

Create a new folder

To create a new folder in a workspace:

  1. Select the New Folder icon in the workspace toolbar.

  2. If the workspace's template provides predefined folders, the New Folder dialog displays a Template name and a Template Folders list, with each folder already checked and marked Exists if it's already in the workspace. Select Select visible to choose which folders are shown, then select Add.

  3. If you select a template with no predefined folders, such as Blank Template, the dialog instead displays a form:

    • Choose a Type: Document Folder or Tab.

    • Enter a Name (required) and an optional Description, up to 254 characters.

    • Select Is this an email folder? if applicable.

    • Optionally, expand Properties to set the folder's Class, Subclass, Customer ID, and Account ID.

    • Optionally, expand Security to set the folder's Default Security and search for users or groups to grant access to.

    • Select Change Template to switch between available templates.

  4. Select Create (or Add, depending on the template) to create the folder, or select Cancel to discard your changes.

View or edit workspace properties

To view or edit a workspace's properties, select Properties from the workspace actions menu. The Properties panel opens, showing:

  • Details: Name, Library, and Security.

  • Date: Created and Edit Date.

  • Users: Owner.

  • Comments

  • Custom: Customer ID and Account ID.

View or edit workspace security

To view or edit a workspace's security, select Security from the workspace actions menu. The Security panel opens, showing:

  • Security Level: The workspace's current security level, such as Private.

  • Apply to Contents: Set whether security changes propagate to items within the workspace: Always Ask, Auto Apply, or Never Apply.

  • Owner

  • Access List: Select Add to grant access to additional users or groups.

Workspace actions

Right-click a workspace or select its More options menu to view the available actions, including: Properties, Security, Delete, Refresh, iManage Tracker, New Folder, New Shared Folder, Folder Upload, Add to My Favorites, Add to My Workspaces, Copy Link, Apply security to contents, and Sync & Open in Finder or Sync & Open in File Explorer, depending on whether you're using a Mac or Windows device.

Selecting Copy Link displays a brief confirmation message reading "Copied."