Workspaces: Organizing Your Reports and Collaboration

Workspaces in PyQueryHub are like folders or containers that help you organize related reports. You can then control who has access to these collections of reports by assigning specific teams to each workspace.

This allows you to:

  • Keep reports for different projects, departments, or clients neatly separated.
  • Share specific sets of reports only with the relevant teams and users.
  • Customize each workspace with a name, description, and a visual icon.

1. Viewing Your Workspaces

You can find the list of workspaces by navigating to the "Workspaces" section in PyQueryHub (usually accessible from the main menu).

Who sees what:

  • If you are a member of your company's "Admin Team" (your primary, company-wide administrative team), you will see a list of all workspaces created within your company.
  • If you are a member of a "Custom Team" (a team created for specific projects or collaborations), you will see the workspaces that your specific Custom Team has been granted access to.

The list will display each workspace's Name and Description. For workspaces you have permission to manage, you'll also see actions like View, Edit, and Delete.

2. Creating a New Workspace

Users with appropriate permissions (typically members of the "Admin Team" or users with specific creation rights) can add new workspaces.

  1. On the "Workspaces" page, click the "Add Workspace" button.
  2. A "Create New Workspace" dialog will appear with the following fields:
    • Name (Required): Enter a clear and descriptive name for your workspace (e.g., "Q1 Marketing Campaign Reports," "Sales Performance Dashboards," "Client Project Alpha").
    • Description (Optional): Add more details about the purpose or content of this workspace.
    • Select an Icon (Optional): Choose an emoji from the provided grid to visually represent your workspace. This can help make it easier to identify in lists. Click on an icon to select it.
  3. Once you've filled in the details, click the "Create Workspace" button.

The newly created workspace will then appear in the list. While created by an individual, workspaces are considered company assets.

3. Viewing Workspace Details & Managing Reports

To see the contents of a workspace and manage its specific settings:

  1. On the "Workspaces" list page, click the "View" link next to the workspace name.
  2. This will take you to the Workspace Details page, which shows a list of all the "Reports in this Workspace."

Reports within the Workspace

  • This section lists all reports currently organized under this workspace.
  • For each report, you'll see its name, description, and options to View, Edit, or Delete that specific report (these actions relate to the report itself and may be covered in more detail in a "Reports" guide).
  • Add Report: You can add new reports directly to this workspace by clicking the "Add Report" button. A dialog will appear asking for the new report's Name and Description. Once created, it will be associated with the current workspace.

4. Managing Team Access to a Workspace

One of the key functions of a workspace is to control which teams can access its contents (the reports).

  1. On the Workspace Details page (after clicking "View" on a workspace from the list), find and click the "Manage Teams" button.
  2. A "Manage Teams for [Workspace Name]" dialog will appear.
    • Purpose: This allows you to select which "Custom Teams" (teams created for specific projects or collaborations, not your company's main "Admin Team") should have access to this workspace and all the reports within it.
    • You'll see a list of all available Custom Teams within your company. If no Custom Teams have been created yet, this list will be empty.
    • To grant access: Check the box next to each Custom Team name that should have access to this workspace.
    • To revoke access: Uncheck the box next to a Custom Team name.
  3. Once you have made your selections, click the "Save Teams" button.

Important Notes on Team Access:

  • Members of the selected Custom Teams will be able to access the reports in this workspace according to the role ('Editor' or 'Viewer') they have within their team.
  • Members of your company's "Admin Team" automatically have access to ALL workspaces and their reports. They do not need to be explicitly added via the "Manage Teams" dialog for each workspace.

5. Editing Workspace Details (Name, Description, Icon)

If you need to change the basic details of a workspace:

  1. On the "Workspaces" list page, click the "Edit" button next to the workspace you wish to modify.
  2. The "Edit Workspace" dialog will appear, pre-filled with the current Name, Description, and selected Icon.
  3. Make your changes.
  4. Click the "Update Workspace" button to save.

6. Deleting a Workspace

If a workspace and its contents are no longer needed:

  1. On the "Workspaces" list page, click the "Delete" button next to the workspace.
  2. A confirmation prompt will appear asking, "Are you sure you want to delete this workspace?"
  3. Caution: Deleting a workspace is a permanent action and cannot be undone. This will likely also remove access to or delete the reports contained within it.
  4. If you are sure, confirm the deletion.

7. How Workspaces, Teams, and Reports Fit Together

  • Workspaces: Act as containers or folders to group related Reports.
  • Custom Teams: Group Users for collaboration.
  • Linking: You grant access to a Workspace (and all its Reports) by linking Custom Teams to it.
  • Permissions:
    • Members of a Custom Team linked to a Workspace can interact with the reports based on their role in that Custom Team (e.g., 'Editors' can edit reports, 'Viewers' can only view).
    • Members of the "Admin Team" have full access and administrative rights over all Workspaces and Reports within the company, regardless of explicit team assignments to workspaces.

If you have any questions about using workspaces or managing access, please contact our support team.