Workspaces are the most important building block of SAP Work Zone which enable, various use cases and provide a broad range of features, including content management, forum(s), and flexible page design.
The way you will use workspaces will vary based on the use cases required for SAP Work Zone; you can adjust them per workspace, or also on a global level, by selecting the relevant settings and feature sets.
Empowering all users of the system – administrators, citizen developers and regular end users alike – is one of the key areas where workspaces can shine. Depending on the system setup, every user can create / design the workspaces needed to solve a given business problem. While the features enabled will vary per workspace, there are four types of workspaces determining the overall experience.
Workspaces that are public in your company can be viewed and joined by every internal user in the SAP Work Zone environment. Users can find public workspaces and related content either via the global search tool or by browsing the workspace repository.
Typically, those public workspaces are used to share company-wide information, provide central access to an IT help and support center, or provide a central place to learn about the corporate strategy.
In contrast to public workspaces, private workspaces are not available for all users, but instead require an invitation or role-based assignment to see the content or contribute to it. By default, private workspaces are hidden and cannot be found via the search tool or workspace repository – unless you are a member of the workspace. However, the administrator of a workspace can enable the discovery mode, thus allowing internal users who are not a member to discover the workspace via the global search – but the content within the private workspace will be available only to members regardless of this discovery setting. Private workspaces are typically used for providing a central place for an internal project, planning a marketing campaign, or collaborating around a strategic topic that is not yet intended for broader visibility.
For engaging with external parties like key suppliers or partners, users can use the third option of (private) external workspaces. These work very similarly to regular private workspaces, with the key difference that external users (such as non-employees, customers or partners) can be invited to become members. As with internal private workspaces, external workspaces are always hidden and hence non-members cannot find them via the global search nor the workspace repository, unless you are a member of course.
While those three types of workspaces covered thus far have a significant overlap in available capabilities, there is a fourth special type of workspace – "My Workspace". If enabled by the system administrator, internal users can create their own personal workspace which only they have access to – other users cannot be invited to "My Workspace". "My Workspace" allows users to design their personal dashboard-like experience by including their favorite business apps, unstructured content, and other required information to best support their day-to-day work.