Understanding workspaces
Workspaces help organise your digital signage network in Engage CMS.
A Workspace contains the content, Playlists and Devices that you have access to. Your organisation may use one Workspace or several, depending on how your digital signage network is structured.
For example, separate Workspaces could be used for different countries, brands, regions or parts of an organisation.
What is a Workspace?
Think of a Workspace as a separate working area within Engage CMS.
When you are working inside a Workspace, the information you see is connected to that Workspace.
This can include:
- Library content
- Templates
- Playlists
- Devices and Device Groups
- Labels and Values
- Power Schedules
This helps keep different parts of a digital signage network organised and ensures users work with the correct content and Devices.
Why Are There Multiple Workspaces?
Larger organisations may divide their digital signage network into several Workspaces.
For example:
Organisation
- Sweden
- Denmark
- Germany
Or:
Organisation
- Brand A
- Brand B
- Brand C
How Workspaces are structured depends on how your organisation has chosen to manage its digital signage network.
Some users may only need access to one Workspace, while others may work across several.
Parent and Sub-Workspaces
Workspaces can also be organised in a hierarchy using parent and sub-workspaces.
A parent Workspace can contain one or more sub-workspaces, allowing larger organisations to create a structure that reflects how their network is managed.
For example:
Europe
→ Sweden
→ Denmark
→ Germany
The Workspaces you can access within this structure depend on the access you have been given.
Switching Between Workspaces
If you have access to multiple Workspaces, use the Workspace Selector to move between them.
When you switch Workspace, Engage updates to show the content, Playlists, Devices and other information available in the selected Workspace.
The Workspace Selector also allows you to search for a Workspace and quickly return to recently visited Workspaces.
Before making changes, it is a good idea to check that you are working in the correct Workspace.
Workspace Access and User Permissions
Your Workspace access and user permissions work together to determine what you can see and do in Engage CMS.
Workspace access determines where you can work.
User permissions determine what you can do there.
For example, two users may have access to the same Workspace but have different permissions. One user may be able to create and manage Playlists, while another may only be able to view certain information.
This means Engage CMS may look slightly different for different users.
Why Can't I Find Something?
If you cannot find content, a Playlist or a Device that you expect to see, first check which Workspace you are currently using.
The item may belong to another Workspace that you have access to.
If you cannot find the expected Workspace in the Workspace Selector, you may not have access to it.
Common Questions
How do I know which Workspace I am currently using?
The currently selected Workspace is shown in the Workspace Selector.
Use the selector to view or switch to another Workspace you have access to.
Why can my colleague see something that I can't?
You may have different Workspace access or user permissions.
Workspace access determines which areas of the organisation you can access, while permissions determine which actions and features are available to you.
Can I have access to more than one Workspace?
Yes. Depending on your responsibilities, you may have access to one or multiple Workspaces.
Does switching Workspace change anything?
Switching Workspace changes the area of Engage CMS you are currently working in.
The Library content, Playlists, Devices and other information you see may therefore change when you select another Workspace.
Simply switching Workspace does not change or move any content.
Why can't I see a Workspace in the Workspace Selector?
You can only see Workspaces that you have permission to access.
If you believe you should have access to a Workspace that is not available, contact your organisation's administrator.