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MetaShare Help - User Manual

    How to create a workspace

    A prerequisite to be able to create a workspace is that you have been assigned the "Workspace Creator" role in Azure Active Directory.

    Follow these instructions, if you need to create a new workspace:

    1. Go to MetaShare's start page.
    2. Click on the "New" function in the horizontal toolbar.
    3. A workspace creation form will be shown on MetaShare's right-hand zone, asking the user to select a workspace configuration for the workspace.

      In a typical configuration of MetaShare, when clicking on the drop-down, these configurations could be shown:

      Note:
      • If MetaShare only has one workspace configuration, the user will not be prompted to select a configuration.
      • If you want to create a workspace, and the "Configuration" choices look something like in the image above, choose one of the options under the:
        • "MetaShare workspace" grouping, if you want to create a new MetaShare workspace.
        • "SharePoint site" grouping, if you will want to create a link to an existing SharePoint site.
      • Once a workspace had been created, you will not be able to change its configuration.
    4. Depending on which workspace configuration you select in the drop-down, different sets of metadata can be presented in the workspace creation form that now appears. Metadata that have a red frame around them are mandatory, others are optional. If any of the available metadata fields in the property card were filtered, prior to the workspace creation, these filter values will be prefilled in the corresponding metadata fields of the workspace creation form. The "Save" button will be enabled once all mandatory columns are filled in. If you create a MetaShare workspace, the form could look something like this, where the "Name" and "SharePoint URL" fields always are mandatory:

      If you create a link to an existing SharePoint site, the form could look something like this, where the "Name" field is the only mandatory field:
    5. Click on the "Save" button.
    6. If you create a MetaShare workspace, then:
      1. In the notification bar, a message will be displayed that the workspace is being created, if you create a MetaShare workspace:
      2. Once the workspace has been created, the person that created the workspace will receive an e-mail confirmation.
      3. Once SharePoint's search engine has found the new workspace (normally this takes about 5-15 minutes), it will be listed among the workspaces in the workspace list but only shown to the creator of the workspace, as no permissions have yet been assigned to any other users.
    7. If you create a link to an existing SharePoint site, then:
      1. It will be listed among the workspaces in the workspace list after you refresh the page, but only shown to the users who have access to the site.

    Note:

    1. If you are uncertain if you should create a new MetaShare workspace, read this page first.
    2. MetaShare workspaces are normally created within an hour but, according to Office 365 support, anything between 1 and 24 hours for creating a site is considered normal, so have patience if it is not created within an hour.
    3. If you want to create a link to a SharePoint site (select any of the options under the "SharePoint site" grouping, in the workspace configuration field), you need to have access to the actual workspace, else you need to login to MetaShare with an account that has access to the site.