A space is a section within your digital workplace with its own content, navigation, groups, and access permissions. Spaces allow people to collaborate on a specific topic within their department. Use spaces to foster almost team collaboration, including departmental teams, project teams, committees, or social clubs. You can also use a space to contain related content, like news, HR policies, operations, out-of-office calendars, and more.
Space administrators have access to a Space Administration Panel that allows them to add and remove members and create and control new groups within their space.
Administrators can customize their space by applying a specific layout, including custom headers and footers. Once the design and access permissions are set, spaces can be duplicated and reused as templates to create consistency across the workplace.
Sections in this article:
Use cases
Team, social, or special initiative area
Use spaces to create areas in your workplace for teams that need their own area to collaborate, communicate, and host content. Spaces are also great for people who need a customized area and can manage members and access without involvement from a site administrator.
Grouped or related content
If you have a corporate hub that groups information such as events, news, policies, and procedures together, you can use an open-access space that allows everyone to view the information, while the HR team owns the actual space.
Knowledge base
Use spaces to create a knowledge base containing various channels filled with information. For instance, you can use a wiki to hold documents and create a request center in the form of a forum. Organizing all this content within a space will allow someone to easily control it. This person may be the same person within a department or another leader.
Add a space to your digital workplace
To add a space to your digital workplace:
- On the Userbar, select
Control Panel.
- Under Presentation, select Site Manager.
- Select + Add on the Site Manager/Navigation page and select a space from the list.
- In the Add Space window, complete the following fields:
- Template: Select an existing space template to apply it to this new space. You can search the list of available templates by entering a search query. Up to 100 matching results will appear (max 25 default templates, max 25 recently used templates). Before searching for a template, default templates and spaces are ordered alphabetically, while recently used templates are sorted by how recently they were last used.
- Space Title: Enter a name for the space. Your digital workplace will append a number to the name if it duplicates an existing space name.
- Description: Enter a description for the space. The first 200 characters of the description will appear when the space is surfaced on the Advanced Search page.
-
Location: Select where to place the space.
- You can only place spaces under pages.
- Only pages where you have at least Read access are visible.
- To select a page:
- Select the Location dropdown.
- Search for a page by its name. Up to 100 matching results will appear. Results also display the parent locations of matching pages and spaces.
- Select a page from the list of search results.
- URL Identifier: Enter the URL pathname for the space.
- (Optional) Hide from navigation: Select to prevent the space from being shown in navigation menus.
- Select Add.
Frequently asked questions
When do I choose a page over a space?
Essentially, it comes down to membership and access. Full access is the highest level of access granted to a group on a page. Full access members can view, reply, contribute, manage, and control content, but they do not have the same level of access as an administrator (i.e., they cannot access the Control Panel). Pages do not have a Control Panel, so an enterprise or workplace administrator must maintain access.
How do I access a space?
There are three ways to access a space:
- Through the primary navigation menu
- Searching for the space in the Userbar's search box
- By typing the URL in the web browser's address bar
- For administrators and users with the appropriate roles, by opening the
Why am I unable to create a space within a space?
Spaces can have nested pages and channels, but you cannot nest a space within a space. If a space is created using a template containing multiple channels, the exact order in which the channels appear in that template will not be preserved.
If I've used a template, can I modify the new space?
Yes. If you are unsure where to start when creating a space, Igloo offers five pre-made space solution templates. If one is close to what you need, use it and modify it as needed by adding channels, pages, and widgets to accomplish your workflow.
Why is there a number after my space name that I can't get rid of?
All spaces in your digital workplace must have unique names to be distinguishable in widgets, etc. If you create a space with the same name as another space in your workplace or the trash can, the system automatically adds a number to ensure the name is unique.
Best practices
Hide spaces that are a work in progress
When adding a space to an active digital workplace, hide the space from the navigation. Hiding the page prevents people from visiting it while you construct it. When the space is ready to be shared, you can unhide the page by deselecting Hide from navigation.