eXo Platform 3.5

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## Chapter 4. Work with Spaces

The concept "team work" becomes very familiar in business environments. By establishing one specific team or group, you and your collaborators can work together on important projects. Based on the importance of team working, eXo Platform develops the Space application, allowing you to collaborate with specific people. This means that if you want to work on a team project, you can create a space for your team members to make organizations, share links and information related to the project.

To access a space, click My Spaces on the Administration bar.

The Space page appears as below.

The Space navigation includes the following tabs:

- All Spaces: all spaces which have been created with the Visibility value as Visible.

- My Spaces: spaces where you have the role as a member or a manager.

- Received Invitations: spaces where you are invited to become members by space managers.

- Pending Requests: spaces where you have requested to become their members.

### Note

Administrator, who has the highest permission, can see all spaces regardless of the member role.

## Create a space

After redirecting to the Space application, you can add a new space so that you and your collaborators can work together or discuss specific topics as follows:

1. Click at the right corner of Space page.

2. Enter a space name, description and select the priority level in the Settings tab of the Add New Space form. There are 3 levels: High, Intermediate, and Low with textual explanations corresponding to each selected preference value.

3. Select an access level in the Visibility tab.

Visibility: By default, the Visibility value is set to be Visible.

- Visible: The space is always visible in the public spaces list.

- Hidden: The space is not visible in the public spaces list.

Registration: By default, the Registration value is set as Validation. There will be an explanation text (within two round brackets) corresponding to each your selection.

- Open: The users sending their requests can join the space without any validation.

- Validation: The membership must be validated by the space manager.

- Close: The user cannot request for joining, but only the space manager can invite him.

4. Select all members of a specific group for your space where you are already 'manager' in the Invite users from group tab.

One of the two following cases occurs when you select this tab.

- The first instance: You have been already the manager of a group. It means that you have created at least a space.

The Invite users from group tab will be displayed as below.

i. Tick the Select a target group for this space checkbox to open the selection form.

ii. Select the group in the left pane, then its child group in the right pane.

You will see your selected group as below.

### Note

To remove the selected groups, untick the Select a target group for this space checkbox.

After you have selected one existing group, all users in that group will be invited to join your newly created space.

- The second instance: You have not been a manager of any group yet. It means that the space you are creating is the first one, and you cannot select a target group.

### Note

After being created, your space will be automatically added to the My Spaces button on the Administration bar. Therefore, you can access your space by clicking My Spaces --> [Space Name] from the drop-down menu.

5. Click Create to finish adding your new space.

### Note

When more than two space characters are input between words, these spaces will be converted to ONLY ONE space when being displayed. With space characters at the beginning and end of space names, these space characters will be omitted.

## Join or Leave a space

Join a space

Click My Spaces on the Administration bar, then click the All Spaces tab to display all spaces which Visibility is set to "Visible". There are two cases to join a space:

- The first instance: For spaces without validation required, click Join corresponding to your desired space. You will automatically become their members.

- The second instance: For spaces with validation required, after clicking Join, you have to wait for the validation from the space's owner who can accept or deny your request.

Revoke your request

- To revoke your request for joining a space that has not been validated by its owner, simply click Cancel.

Leave a space

- To leave the space which has been validated, simply click Leave.

If you are the only leader of that space, the message which informs that you cannot leave a space will appear as below.

### Note

After you have left a space, the space will not exist in the My Spaces tab, but in the All Spaces tab.

## View details of a space

To view one detailed page of a space, you must become its member first. Then, do either of the two following ways to view the space.

The first way

- Hover your cursor over My Spaces on the Administration bar, and select your desired space from the drop-down menu.

The second way

- After entering the My Spaces pane within the Spaces application, left-click the name of your desired space.

The detailed page of the space displays information about the space. The functions you can perform depending on your granted permissions or whether you are the space's creator or not.

As a normal user, you can:

- Ask for joining the public space or leave the space.

- Accept or deny to join a space.

- Invite colleagues to take part in your space.

Besides, as a space manager or creator, you can:

- Edit the space settings, including description, priority level, and avatar.

- Change the visibility of your space

- Invite new members to join your space

- Accept/Deny requests for joining a space

- Promote/Demote roles of space members

- Remove members from your space

## Delete a space

Only the space managers can delete their spaces by clicking . All information and navigations related to that space are also deleted.

## Search for spaces

The Search function in the Spaces application helps you easily find spaces from one of the tabs in the Space navigation.

After accessing your desired spaces tab, you can search for spaces by Name and Description or Alphabets.

Search by name/description

1. Enter the key word into the Find Space field.

2. Press the Enter key or click .

Search by alphabets

Simply click a specific letter which is covered in the space name.

The found spaces will be listed in the Spaces Found pane.

## Accept/Deny invitations

This function allows you to accept and/or deny invitations that you received from others. Spaces which are being waited for acceptance will be listed in the Received Invitations tab.

- Click Accept to accept joining the space.

- Click Deny to refuse joining the space.

## Edit a space

This function allows you to change the information of a space, manage members and applications if you are the creator or have the Manage permission on it.

To access the Space Settings, follow one of 2 ways:

The first way

1. Click My Spaces on the Administration bar to direct to the My Spaces page.

2. Click Edit corresponding to the space which you have the Edit permission.

The second way

1. Hover your cursor over My Spaces on the Administration bar, then select one space from the drop-down menu.

2. Click .

### Change space information

This function allows you to edit the basic information of a space as follows:

1. Select the Settings tab in the Space Settings page.

2. Change information in the Description and Priority fields, and the space avatar.

- To change the space avatar, click

  , or directly click the current space avatar to open the Avatar Upload form. For more details, see the Upload your profile avatar section.

### Note

You cannot change the space name.

3. Click Save to accept your changes.

### Change visibility

1. Select Access & Edit in the left pane of the Space Settings page.

2. Change values of Visibility and Registration if you want. For more details, see here.

3. Click Save to accept your changes.

### Manage members

Select Members in the left pane of the Space Settings page to open the Manage members form. Here, you can do many actions on members as stated below.

#### Invite new members

You can invite other users to join your spaces as follows:

The first way

- If you know the username of a person, simply enter his/her username in the textbox, then click

  .

To invite multiple people, use commas to separate your multiple entered usernames.

The second way

1. Click to open the Select Users form.

- To search for your desired member in eXo Platform, do as follows:

i. Enter a search term into the Search box.

ii. Select a criterion you want to find in the combo box next to the Search box.

iii. Click to perform searching.

2. Select users by ticking their corresponding checkboxes and click Add.

3. Click to invite your selected users.

After inviting, you will see the list of invited users.

### Note

You can invite multiple users which will be separated by commas in the Select Users field.

#### Revoke your invitations

If your invited users have not accepted your requests, you can revoke your invitations by clicking . The users will be removed from the Invited list.

#### Promote/Demote a member

- To promote a member to the manager position, click

  in the Manager column. The user will be automatically promoted as a manager in the current space.

- To demote a member, click

  .

### Note

Be careful not to remove the rights for yourself; otherwise, you will not be able to edit your space's settings anymore, except that you are an administrator.

#### Remove a member

Click corresponding to the member you want to delete in the Members list.

### Manage space applications

To manage space applications, click the Applications tab to go the Applications page.

#### Add a new space application

1. Click Add Application to open the Application List.

2. Select the application you want to add by clicking .

If there is no available application, ask your system administrator to gain the access right.

#### Delete applications

To remove an application, click corresponding to the application name.

### Note

You cannot delete the Space Setting application because it is configured as a mandatory space application.

### Edit space navigation

You can easily edit a space navigation, such as adding a new node, editing a node, replacing in the navigation, moving up/down a node, and taking other actions in the context menu as follows:

1. Click the Navigations tab to open the space navigation.

You can take the following actions:

- Right-click a node name (space name) and takes actions in the context menu, such as adding/editing a node, editing a node's page, copying/cloning a node.

- Right-click any white area to display

  , then select this button. The UI Page Node form appears that allows you to add information to your new node.

For more details, see the Manage navigation nodes section.

2. Click Save to accept all changes.

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