Collaborate

Your team’s project docs are scattered across the web. Workspaces pull them together so everything you need for a project is in one place. They’re designed to keep up with even the fastest-moving projects, so your team can stay on the same page even if you’re not in the same room.

Create a shared workspace for your next team project to give them instant access to all of the resources, notes, and tasks for the project.

The people you invite will be able to instantly access the workspace from any browser (no extension required), just like a Google Doc.

If you grant them edit permission, they'll be able to start collaborating with you in the workspace in real time. With live updates and simultaneous editing, you'll feel like you're working in the same room.


Create a shared workspace

  1. Open Workona.
  2. Click the + button at the top of the sidebar.
  3. Click New shared workspace.
  4. Type in a name for the workspace.
  5. Invite all of the project collaborators.
  6. Click Create.
Want to set up the workspace before sharing?
You can create the workspace first, then share it once you're ready to let others in.

Share a workspace

  1. Open a workspace.
  2. Click the Share button in the top-right of the screen.
  3. Type in the email address of collaborators, or send them a share link.
  4. Click the Invite people button.

Send collaborators a share link

  1. Open a workspace.
  2. Click the Share button in the top-right of the screen.
  3. Click Copy link.
  4. Send collaborators the link however you like.
Multiple share links
Click '+ Share link' to create multiple share links. For example, you could send clients a link that will only allow them to view the workspace, and send your internal team a link that will allow them to edit.

Edit sharing permissions for collaborators

  1. Open a workspace.

  2. Click the picture/initials of collaborators that appear to the right of the workspace name. Alternatively, you can click the collaborator names in the lower-left of the share popup.

  3. Click the Edit permissions button (pencil icon) that appears to the right of each collaborator's name to change their editing permissions. Note that you can set permissions using this same method when you first invite a collaborator.

    • Can edit - Collaborators with edit permission will be able to edit all shared workspace content, including resources, notes, and tasks, as well as the workspace itself (e.g. rename the workspace, add sections, etc.). Collaborators with edit permission will be allowed to share with others.
    • Can view - Collaborators with view permission will be able to view all shared workspace content, including resources, notes, and tasks, but will not be able to edit or change it. However, they will be able to add their own private content to the workspace (which won't be visible to anyone but them). Collaborators with view permission will not be allowed to share the workspace with others.
  4. Click the Done button.


Remove collaborators from a workspace

  1. Open a workspace.
  2. Click the picture/initials of collaborators that appear to the right of the workspace name. Alternatively, you can click the collaborator names in the lower-left of the share popup.
  3. Click the x button that appears to the right of each collaborator's name to remove them from the workspace.
  4. Click the Done button.

What’s shared with collaborators in a shared workspace?

  • Resources, notes, and tasks are shared with workspace collaborators, but they won’t see your tabs and other private content.
  • You can specify whether collaborators should be able to edit and contribute to the shared content, or if they should only be allowed to view and access it, by editing their permissions.
Want to share a tab?
If you have the optional Tab Manager extension installed and want to share a tab with workspace collaborators, simply save the tab as a resource.

Private resources, notes, and tasks

Private content (resource, notes, and tasks) that you add to a workspace will only be visible to you.

Use private content for all the things you personally need for the project, but that no one else needs to see. For example, you might use private resources for docs you're not ready to share yet, private tasks to keep track of what you personally need to do for the project, or private notes for your "notes to self".

Each workspace member can add their own private content within a shared workspace, even if they only have view permission. This way each person can execute on their portion of the project, with all the shared project content at their fingertips.

  1. Open a workspace.
  2. Click the big blue + button in the bottom-right of the screen.
  3. Select the type of content you want to create:
    • Click Private resource to create a private resource.
    • Click Private note to create a private note.
    • Click Private task to create a private task.
Can educators use workspaces for remote classes?
Yes! Workspaces are perfect for remote learning. When a teacher shares a class workspace with students and grants them view permission, the students won't be able to change any of the resources the teacher has shared, but they will be able to add their own private resources, notes, and tasks for the class (students won't see each other's private content).

Send a resource without sharing a workspace

  1. Open a workspace.
  2. Hover over the resource and click the Send link via email or Slack button (paper airplane icon) that appears.
  3. Optional: Connect Workona to Slack to send links via Slack.
  4. Type in the email address (or name, if you connected Slack) of your recipients.
  5. Add an optional message to provide context to recipients.
  6. Press the RETURN key (ENTER on Windows).

How workspace presence works

Presence allows you to see when collaborators have joined you in a shared workspace.

  1. Open a shared workspace.
  2. You’ll see your collaborators' picture/initials in the header of the workspace.
  3. When collaborators aren’t using the workspace, their picture/initials will be grayed out. When they are using the workspace, their picture/initials will appear in color.

Create a team to make collaboration easier

  1. Open Workona.
  2. Click your picture/initials at the bottom of the sidebar.
  3. Click Teams.
  4. Type in a team name.
  5. Add team members to your new team.
  6. Drag workspaces into the new team section that appears in the sidebar, or share workspaces individually.