5. To administer workspaces

Figure 5. “Workspaces” tab

Workspaces tab

This page allows:

5.1. To customize attributes

The attributes are used to specify these elements for different uses: profiling, specific processing, link...

Calenco offers an interface that allows you to customize the attributes to be as close as possible to your business:

  • To customize the name of this attribute to match your business vocabulary (facet).

  • To define a list of values to select them rather than enter them (and avoid typos), when editing or publishing.

Procedure 35. To customize an attribute

  1. Click on Actions → Customize attributes to display the list of attributes:

    By default, the exhaustive list of attributes is filtered to show which attributes can be used to filter content. Their names begin with profile.

    [Note]

    Click on the All button to remove the filter and display the complete list of attributes. Interpreting these attributes depends on the style sheet used. Consult Calenco Support for more information.

    For example, the remap attribute is a generic attribute that can be used to specify an element (a list of components is a “classification”).

  2. Use the checkboxes to select the desired filter attributes.

  3. If necessary, customize the description of the attribute name.

  4. Enter the desired values for each attribute. The use of this custom attribute is then done in the editor To profile.

[Important]

Customizing attributes at workspace level has no impact on content that has already been profiled.

5.2. To connect storage servers

5.2.1. To manage servers for storage

This feature enables to connect external storage servers to Calenco: they are services provided by your company. They are used to deposit the publications generated by Calenco on an (S)FTP server, on Miscrosoft OneDrive or Sharepoint server or to send the publications by e-mail (SMTP).

5.2.2. To define an external storage server for publications

  1. Click on Actions → Storage Servers to display this window:

  2. Click on + Add to define connections to storage server in this window: Depending on the type of server selected, the specific fields to be filled in are displayed.

    Figure 6. Setting up the SFTP server with the SSH key

    Setting up the SFTP server with the SSH key

    [Note]

    If you decide to use the SSH key, you need to click on the “Generate SSH key”, then click the button in the generated key field.

    Then, you can install this key on your SFTP server.

    After installing the key on your SFTP server, you can "Validate" the creation of the SFTP storage server.

    Calenco performs a test to see if it can connect to the remote server with the provided settings. It is therefore important that you installed the SFTP key on your SFTP server before you committed the server creation dialog box.

    Figure 7. Microsoft Sharepoint / OneDrive server settings

    Microsoft Sharepoint / OneDrive server settings
    [Note]

    Enable the connector for the relevant workspace to choose the Microsoft OneDrive / Sharepoint type (see To enable Microsoft Sharepoint/OneDrive connector).

    Please forward these Sharepoint/OneDrive setup instructions https://neodoc.calenco.com/api/sharedpubs/A5062F5FA4C08F2D5CE05B540E1344FF8B27F64AA4995B5DDEFB533C9E765EAD/browser/ to the relevant department in your company to retrieve the three IDs needed to set up the connector.

    Fill in the IDs in the required fields. The disk ID is generated automatically.


  3. Click Create to validate.

5.3. To enable optional features

5.3.1. To enable the DocuSign Connector

The Features menu allows the customer account manager to enable the DocuSign connector (see To electronically sign a publication).

Figure 8. Optional features

Optional features

The feature becomes available for activation for each workspace, once the customer account manager subscribes to this option in the Administration → My Subscription menu.

Go to section To electronically sign a publication to prepare documents for electronic signature.

5.3.2. To activate the collaborative pack

The menu Features allows the customer account manager to activate the collaborative pack that includes the features Workflow (see To set up workflow) and Shared spaces (see Sharing between workspaces).

Figure 9. Optional features

Optional features

The feature becomes available for activation for each workspace, once the customer account manager subscribes to this option in the Administration → My Subscription menu.

5.3.3. To enable Microsoft Sharepoint/OneDrive connector

The menu Features allows the customer account manager to enable the connector that allows publications to be sent to the company's Microsoft Sharepoint / OneDrive storage server (see To connect storage servers).

Figure 10. Optional features

Optional features

The feature becomes available for activation for each workspace, once the customer account manager subscribes to this option in the Administration → My Subscription menu.

5.3.4. To set the role for deleting files

The menu Features Allows the customer account manager to set a minimum role required for deleting files in the interface.

Figure 11. Optional features

Optional features

The default status None allows all users, regardless of their role, to delete files in the workspace.

5.4. To save a workspace

  1. In the Actions menu of the space to save, click on Save to display this window:

  2. Read the instructions carefully and select the items to back up.

    [Note]

    The Shares option is not visible to spaces with the Collaborative Pack option disabled. (see To activate the collaborative pack)

[Warning]

  • History is not part of the backup.

  • Existing instances of interactive forms will no longer work.

5.5. To restore a workspace

[Important]

If you want to re-establish the share links, before restoring a workspace, enable the Collaborative Pack option in the newly created space. (see To activate the collaborative pack)

  1. In the Actions menu of the newly created space, click Restore to display this window:

  2. Select the backed up workspace zip to restore it to this new space.

  3. Select the workspaces to which the shared files from this restored space will be redirected.

    Leave the field blank if you don't want to restore the shared files.

[Note]

Depending on the volume of content in the space, it may take some time to restore. Please wait a few minutes to see the full languages and content for the restored space.

5.6. To clean up version history

The customer account manager can clean up the workspace at the level of the number of existing versions for each content.

  1. In the Actions menu, click Clean to display this window:

  2. Select and/or specify the desired parameters for the number, type of versions and their creation date.

[Warning]

All content in the workspace is affected by this action.

This operation is irreversible.

5.7. Delete a workspace

The customer account manager can delete a workspace.

[Warning]

This operation is irreversible.

If the workspace to be deleted has shared content (reused in other workspaces), these reusable elements in the concerned documents will be indicated by the error message when the document is opened (see Check for missing inclusions).