Collaborate

Your team’s project docs are scattered across the web. Spaces 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.

Share a space 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 space 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 space in real time. With live updates and simultaneous editing, you'll feel like you're working in the same room.

• Share a space while creating it
• Share a space after creating it
• Send collaborators a share link
• Edit sharing permissions for collaborators
• Remove collaborators from a space
• What’s shared with collaborators in a shared space?
• Private resources, notes, and tasks
• Send a resource without sharing a space
• How space presence works
• Create a team to make collaboration easier

Share a space while creating it

1. Open Workona.
2. Click the + button at the top of the sidebar.
3. Click New space.
4. Type in a name for the space.
5. Invite all of the project collaborators.
6. Click Create.

Share a space after creating it

1. Open a space.
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 space.
2. Click the Share button in the top-right of the screen.
3. Click Copy link.
4. Send collaborators the link however you like.

Edit sharing permissions for collaborators

1. Open a space.

2. Click the picture/initials of collaborators that appear to the right of the space 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 space content, including resources, notes, and tasks, as well as the space itself (e.g. rename the space, 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 space 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 space (which won't be visible to anyone but them). Collaborators with view permission will not be allowed to share the space with others.

4. Click the Done button.

Remove collaborators from a space

1. Open a space.
2. Click the picture/initials of collaborators that appear to the right of the space 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 space.
4. Click the Done button.

What’s shared with collaborators in a shared space?

• Resources, notes, and tasks are shared with space 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.

Private resources, notes, and tasks

Private content (resource, notes, and tasks) that you add to a space 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 space member can add their own private content within a shared space, 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 space.

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.

Send a resource without sharing a space

1. Open a space.
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 space presence works

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

1. Open a shared space.
2. You’ll see your collaborators' picture/initials in the header of the space.
3. When collaborators aren’t using the space, their picture/initials will be grayed out. When they are using the space, 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 spaces into the new team section that appears in the sidebar, or share spaces individually.