What is a space?
Space is your tool to create order among all your models, apps, and activities. You can create as many different spaces as you want and in them, you can create models and apps and work with your tasks and activities.
All spaces are separated from each other so that you only see and work with the relevant processes that exist in the space. This allows you to divide your work into logical compartments so that you don't have one long list of every single process that you have access to. Create spaces for specific processes, projects, and business areas, or just have one where you can test new processes without mixing them with your live processes.
Spaces are a great feature where you can invite users, create groups, and administrate users and rights.
Create a new space
Spaces can be created by the contract owner and if the contract is configured with the option that users can create spaces, then contract members with a user account can also create spaces.
1. Select Create space.
2. A form will appear where you fill out the name and description of the space.
3. The space will show up in your list of spaces and you will see that you are its owner. Now you can start setting up the content of your space. Click on the name of the space to open the space. Click on the shortcut icons; Model, Build or Run to get to your process models, apps, or activity lists. Click on the shortcut, Settings, to change the settings of your space, invite users to it, or create groups.
My default space
You can set which space should be your default space by clicking on the small house icon that is shown when you hover over a space in your list. If you set a default space you will automatically be redirected to that space every time you log in to Process Automation. This will help you save clicks if you want to work in one single space over a period of time or if you only have one space.
To deactivate a default space simply click on the orange house. If you do not have any default space activated you will see the My startpage every time you log in.
Click the Settings button on the My startpage (see pictures above) to manage spaces.
You can only manage the spaces of which you are an administrator.
You can change the settings of a space in the Space information page. This is where you edit:
- The space name
- The space description
- The space owner
- The space start page
- Some list settings specific to the space
Use custom header
You can personalize the Space by uploading a custom logotype and choosing a custom color that will be shown in the Space header.
1. Click on the Check Box Use Custom header to add your own personal.
2. Choose which color you want to show by writing the RGB code or by choosing a color in the color picker.
3. Upload a logotype by clicking on Choose File.
4. Click on Save Changes.
Space start page
By default the Space start page contains the Model – Build – Run icons, describing the Map to App flow. In the space setting Show on start page (see below) you can choose to display one of the space processes or the list view instead. With using process models. the space start page helps guide users like a management system. Users can click on the process map to open sub-processes and documents. See the start page examples below. Using the list view as the default start page can be very useful for users who mostly work with tasks.
- To set a custom-based start page, just pick a process or the selection Lists - Process Automation list view from the drop-down list called Show on start page.
Who can see the process selected as the start page?
If you choose to display a process, the process permission settings are automatically updated, to make sure that everyone within the space can see the process.
If you change the process selected under Show on start page, the new process will be shown to users in the space, but the previously shared process still has View permissions set to Everyone. Read the article, Process Permissions for information on how to adjust process permissions.
The "Everyone" group is a built-in root group that cannot be deleted.
- Click Save changes and the start page is instantly updated.
The default space start page with the Model, Build, and Run sections shown.
The image shows a start page for a space with a process.
Custom space start page
Custom space experience is an area of settings where you can display different start pages depending on the user.
1. Click on Add new experience.
2. Choose which process model that should be presented on the space start page or choose the list view.
3. Choose to show or hide the top navigation, this gives people a very slim and simple interface. Usually, this is done for seldom users of Process Automation.
4. Choose to show or hide the help button, also a setting useful for those people who need a simple interface with no distractions or unnecessary parts of the interface.
5. Select who should see the custom experience by choosing one or more groups. Do not forget to click on the + sign to confirm the group(s).
Only the people that are members of the chosen groups will see the space in the configured way.
Those users who are not a member of the group will see the default settings for the space found above the Custom Space Settings.
Multiple space experiences for custom start page
Multiple space experiences can be configured so that different people can have different experiences. This is done by adding a new Space Experience and selecting another group the custom space experience setting is for.
If you have multiple custom space experiences with group settings and one or more users are a member of more than one group it’s possible to prioritize the custom space experience by dragging and dropping them to choose a priority. Simply click and hold on the three buttons found on the left of the space experience and drop it above or below another row and they will re-organize.
Under the section Members, all users in the space can be administered. Here are all users who accepted an invitation to the space listed and the permissions can be adjusted.
To edit the permissions just use the checkboxes in the list.
To edit the groups a user is a member of, click on the user's name and edit the groups in the appearing window.
If you want to remove a user from your space hover the cursor over the user and click on the appearing paper bin symbol.
If the user only belongs to one space, removing a user from the space will delete them from Process Automation.
In the section Groups you can manage the groups of your space. It's possible to create hierarchical groups in each space that can contain users. Groups can be used when assigning participants in a process app or when sharing process models and process apps to other members in the space.
1. Create a group by clicking on Create new group. Fill in the name for the group and then click on the tick button.
2. The group will show up under the group that you clicked on before clicking on Create group.
Delete a group by hovering over the group you wish to delete and clicking on the button Remove. The group and all eventual subgroups will be deleted. All of the users in that group will still continue to be members in the space but any process models or apps that used the deleted group will no longer have the group set to it.
You can never delete the group called Everyone from your space.
Add users to groups
You can only pick users that have been invited and that have accepted the invitation to the space. Read more about how to invite users under Invitations.
Alternatively, rather than going into the group and adding users, you can go to the section Members, click on the user's name and edit the group memberships.
All users that accept invitations to your space will automatically be added to the group Everyone and will remain there until you remove the user from the space.
Remove a user from a group
To remove a user from a group, click on the group that you wish to remove a user from. All users that have been added to the group will be displayed. Hover the cursor over the user you want to remove and select Remove from group.
You cannot remove any users from the group Everyone.
You can invite users to a space so that they can work collaboratively with you in creating process models and apps or they can be assigned to be participants in process apps to perform tasks and activities in them.
1. Click on the Invitations tab and then on the Invite new users button.
2. Write a personal message and fill in the e-mail address(s) for the person(s) that you wish to invite to the space, and click on the button Send invitations. If you want to invite more than one user at a time simply write all the e-mail addresses separated with a comma.
3. Optional: Specify groups that you want the user(s) to be a member of and select the permission rights for the invited user(s). Read the article on User Rights to understand the different types of access you can assign.
4. The invite will be sent and the user(s) will show up in the list of invitations.
Accept an invite to a space
1. An invited user will receive an e-mail with information about the invite including a personal message. The invited user must log onto Process Automation with the user account associated with the e-mail address used and accept the invite found on the My startpage.
If there is no registered account on Process Automation with the e-mail address that was used in the invitation the e-mail will still be sent out. The receiver must then register a new account in Process Automation. The invitation will show up on the My startpage.
2. Click on the button Accept to accept the invite.
3. The invitation will disappear from the list of invitations and be added to the list of spaces. If there are no more pending invites the entire list of invitations will disappear.
Value lists are mainly used in forms, where they show up as searchable single-select drop-down lists or multi-select boxes. Value lists help you steer what data input end users can submit and can be used for instance to steer gateways in your processes. Value lists are also a key component when creating role mappers which allows you to steer what user(s) or group(s) of users should be able to perform different tasks in a process application based on data in the Instance. Read how to create your own in the article, Value Lists.
The role mapper is a feature in Process Automation designed to use form data to assign task permissions to a specific user. By using a Value list you can assign which value shall correspond with which user/group.
Read more about how to set up role mappers in the article Role Mapper.
If you are in a pricing plan that enables integration you will find your API key here.
In this section, regardless of the pricing plan, it is also possible to add integration services to your Document Management System.
Delete a space
If you no longer want a space you can delete it here. All process models, apps, activities, forms, and information will be deleted and cannot be restored if you do this. Deleting a space is only possible if you are the space owner.