eXo Platform 3.5

- Prev
- Next

## 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 Social 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 Spaces on the administration bar:

The Space page appears as below:

The Space navigation on the left pane includes:

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

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

- Pendings: lists spaces where you have requested to become their members.

- Publics: lists all spaces which have been created with the Visibility value as Visible.

### Note

In eXo Social, root is an administrator who has the highest permission and can see all spaces whether root is a member or not.

## 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 top of the 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 select the child group in the right pane to accept your selection.

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 as described in the illustration below:

### Note

After being created, your space will be automatically added to the drop-down menu of Spaces from the administration bar. You can access this space by clicking there.

5. Click Create to complete creating a new space. After creating a new space, you will see it in the spaces list. Click and start exploring the space.

### Note

When more than two space characters are inputted 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

To join a space:

The first instance: For spaces without validation required, click corresponding to your desired space in the Publics tab. You will automatically become their members.

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

To leave the space, simply click .

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

However, when you are only a member invited by the leader, you can leave the space by clicking .

### Note

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

## 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 mouse over 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 your desired space.

The detailed page of the space displays information about the space. The functions you can perform depend 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 name, description and priority level, 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 manager can delete their spaces by clicking to delete all information and navigations related to that space.

## Search for spaces

The Search function in the Spaces application allows you to find various types of spaces as follows:

- Spaces where you take part as a member or manager in the My Spaces tab.

- Spaces where you are invited to become members by the spaces managers in the Invitations tab.

- Spaces where you have requested to become their members in the Pendings tab.

- Public spaces which have been created with the Visible selected for the Visibility value.

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

- To search by name/description, follow these steps:

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

2. Press the Enter key or click .

- To search by alphabets, simply click a specific letter that spaces' name contains it.

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

## Accept/Deny invitations

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

If you want to accept, click . If not, click .

## Edit a space

This function allows you to change the information of a space, manage members and applications if you are the space's creator or have a management right on it. To access the Space Settings, click corresponding to the space which you have the edit right.

### Change space's information

This function enables 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 fields, including name, priority level and description, or upload a new photo for your space.

3. Click Save to accept all changes.

### Change visibility

1. Select the Visibility tab:

2. Change values of Visibility and Registration if you want. Refer to the visibility of a space in the Create a space section for more details.

3. Click Save to accept your changes.

### Manage members

Click the Members tab to open the 'Edit member' interface. Here, you can do many actions on members as stated below.

#### Invite new members

If you know the username of a person, simply enter his/her username in the text box and click to invite him/her to join your space. To invite multiple people, use commas to separate your multiple entered usernames.

If not, click to open the Select Users form:

- To search for your desired member in eXo Social, 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.

The results will be listed in the table below. Select users by ticking the corresponding checkboxes and click Add. Then, 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 comma 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 column.

#### 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 . 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

To remove a member, simply click the corresponding icon in the Actions bar.

### Manage space applications

To manage space applications, click the Applications tab to open the applications list:

#### Add a new space application

1. Click to open the available applications list:

2. Select the application you want to install by clicking the corresponding icon.

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.

#### Rename space applications

You can rename your added applications and the Dashboard application listed in the right pane as follows:

1. Select the relevant application.

2. Double-click the selected application name until the input text box is displayed as below:

3. Enter your new name into the input text box, for example, "Workspace" and press Enter to save your new name. The position of applications will be changed to the alphabetic order.

### Note

You cannot rename Home, members, and Space Settings.

### Edit space navigation

You can easily edit a space's 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 Space Navigation tab to open the space's 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.

- Click

  to add a new node to the space's navigation; or 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.

2. Click Save to accept all changes.

- Prev
- Up
- Home
- Next