Workspace Templates

Workspace templates are a premium feature that make it easy to automate workspace creation. They’re ideal for repeating projects & workflows; for example, a client project that involves similar docs & tasks to your other client projects.

When deployed across your team, workspace templates provide a helpful overview of all your shared processes in one place.

• How workspace templates work
• Create a workspace template
• Edit a workspace template’s content
• Share a workspace template
• Delete a workspace template
• Manage workspace templates
• Manage team workspace templates
• Use a workspace template

How workspace templates work

Workspace templates provide a prebuilt starting point for a project or workflow. You can create workspace templates for personal use, or share them with your team so they can quickly and easily create workspaces from your team’s templates.

Your templates can be managed in the template manager.

Your team’s templates can be managed from team template settings in the admin dashboard.

Create a workspace template

1. Open Workona.
2. Click Templates at the top of the sidebar. If you don't see it, you may need to reenable the sidebar item within settings.
3. In the template manager, navigate to the Workspace Templates section.
4. Click the + in the top-right of the template manager.
5. Choose between New template from workspace or New template from scratch, then the workspace template editor will open. All of your changes will be autosaved.
6. New workspace menu: Type in a template name, then click Next. You can preview how the workspace template will appear in the New Workspace menu on the right side.
7. Workspace creation form: Optionally specify a default workspace name and description, then click Next or Skip.
8. Workspace content: Define the resources, notes, and tasks that each workspace should be initially filled with. Note that everything below the blue line will be duplicated when workspaces are created from the template. Once you're happy with the content of the workspaces, click Done Editing.
9. Share workspace template: Optionally share the workspace template with your team. All team members will see the workspace template appear in the New Workspace menu when they click the + button. Once you're done, click Share Workspace Template or Skip.

Edit a workspace template

1. Open Workona.
2. Click Templates at the top of the sidebar. If you don't see it, you may need to reenable the sidebar item within settings.
3. In the template manager, navigate to the Workspace Templates section.
4. Click any workspace template to open in the template editor, or hover over a workspace template and click the Edit template button (pencil icon).
5. The workspace template editor will open. While here, you can edit all parts of the template. All of your changes will be autosaved.
   • New workspace menu: Edit the workspace template's name, then click Done. You can preview how the workspace template will appear in the New Workspace menu on the right side.
   • Workspace creation form: Optionally specify a default workspace name and description, then click Done.
   • Workspace content: Modify the resources, notes, and tasks that each workspace should be initially filled with. Note that everything below the blue line will be duplicated when workspaces are created from the template. Once you're happy with the content of the workspaces, click Done Editing.
   • Share workspace template: Optionally share the workspace template with your team. All team members will see the workspace template appear in the New Workspace menu when they click the + button. Once you're done, click Done.

Share a workspace template with your team

1. Open Workona.
2. Click Templates at the top of the sidebar. If you don't see it, you may need to reenable the sidebar item within settings.
3. In the template manager, navigate to the Workspace Templates section.
4. Click the Share template button (team icon) that appears when you hover over the template.
5. Select a team to share with, or create a team if you don’t have one yet. Workspace templates cannot be shared with individuals, and you must be a member or admin of the team to share it with team members.

Delete a workspace template

1. Open Workona.
2. Click Templates at the top of the sidebar. If you don't see it, you may need to reenable the sidebar item within settings.
3. In the template manager, navigate to the Workspace Templates section.
4. Click the Delete template button (trash icon) that appears when you hover over the template.

Manage workspace templates

1. Open Workona.

2. Click Templates at the top of the sidebar. If you don't see it, you may need to reenable the sidebar item within settings.

3. In the template manager, navigate to the Workspace Templates section.

4. To manage a template, hover over a workspace template and click the buttons that appear:

   • Share template (team icon)
   • Edit template (pencil icon)
   • Delete template (trash icon)

Manage team workspace templates

1. Open Workona.

2. Click the Teams button at the top of the sidebar, or navigate to workona.com/admin/.

3. Select the team you want to manage.

4. Select Templates in the team settings sidebar.

5. Select Workspace Templates in the sidebar, and the team’s workspace templates will appear.

6. To manage a template, hover over a workspace template and click the buttons that appear:

   • Share template (team icon)
   • Edit template (pencil icon)
   • Delete template (trash icon)

Use a workspace template (create new workspaces from a template)

1. Open Workona.
2. Click the + button at the top of the sidebar.
3. Click the name of the template you want to use, and the create workspace popup will appear.
4. The default workspace name you set up in the template (optional) will be autofilled into the Workspace name field.
5. Edit the workspace name if needed.
6. Click Create.
7. Notice all of the content you set up in the workspace template editor is reflected in the workspace you just created.