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Manage workspaces

A workspace is a conceptual space in a distributed collaboration that controls collaboration settings such as each guest’s access mode and how feature layers are shared between organizations. As a host administrator, you can add, edit, and delete workspaces, configure their properties, and view their synchronization history. Instructions for these tasks are outlined below.

Edit a collaboration workspace

To link a different group to a collaboration workspace, or edit the Name and Description values of a workspace, complete the following steps:

  1. Sign in to your organization as a member of the default administrator role or a custom role with administrative privileges to manage the organization's collaborations.

  2. At the top of the site, click Organization, and click the Settings tab.

  3. Click Collaborations on the side of the page.

  4. Under the Distributed section, find and select the collaboration that contains the workspace you want to edit, using the filter and search options as needed.

    The collaborations window appears.

  5. In the Workspaces section, browse to the workspace you want to edit, using the filter and search options as needed.

  6. Click More options next to the workspace you want to edit.

  7. Click Edit workspace.

  8. In the Edit workspace window, do any of the following:

    • Edit the name of the workspace. The workspace name can contain up to 100 characters.

      Note:

      Members of groups linked to a collaboration workspace can view collaboration details on the Overview tab of the group page, including the collaboration name.

    • Edit the description of the workspace. The workspace description can contain up to 250 characters.

    • Create a group or choose a different existing group to link to the workspace.

    • Edit how feature layers and views are shared in the workspace.

      Note:

      If you selected one-way copies or two-way copies, optionally turn on the Share as references when unable to share as copies toggle button to share feature layers and views as references if an error occurs during sharing.

  9. Click Save.

Add a collaboration workspace

To add additional workspaces to a collaboration, complete the following steps:

  1. Sign in to your organization as a member of the default administrator role or a custom role with administrative privileges to manage the organization's collaborations.

  2. At the top of the site, click Organization, and click the Settings tab.

  3. Click Collaborations on the side of the page.

  4. Under the Distributed section, find and select the collaboration to which you want to add a workspace, using the filter and search options as needed.

    The collaborations window appears.

  5. In the Workspaces section, click Create workspace.

  6. Provide a workspace name and description.

    Note:

    The Workspace name text box can contain up to 100 characters, and the Workspace description text box can contain up to 250 characters.

  7. Choose an existing group or create a group that will be linked to the collaboration workspace.

    A group can only be associated with one collaboration workspace. To learn more about groups and workspaces, see Understand distributed collaborations.

    Note:

    Members of groups linked to a collaboration workspace can view collaboration details on the Overview tab of the group page, including the collaboration name.

  8. Choose one of the following to specify how hosted feature layers and views are sent to the collaboration workspace:

    • References—Collaboration participants receive a new item that references the original feature layer. Data edits are accessible in real time. If the item is secured (not shared with everyone), users must sign in to the origin organization to access the item.

    • One-way copies—Collaboration participants receive a copy of the feature layer. Only edits from your organization are synchronized at a scheduled interval defined by the guest.

    • Two-way copies—Collaboration participants receive a copy of the feature layer. Edits from your organization and participating organizations are synchronized at a scheduled interval defined by the guest.

    Note:

    When sharing feature layers as copies in a distributed collaboration, field names longer than 63 characters are truncated and will not be synchronized. For more information, see Schema changes.

  9. Optionally, if you selected One-way copies or Two-way copies, turn on the Share as references when unable to share as copies toggle button to share feature layers and views as references if an error occurs while sharing them as copies.

  10. Click Next.

  11. Choose one of the following workspace access modes from the drop-down menu for each collaboration guest:

    • Guest can send content to this workspace—Guest can send but not receive content.

    • Guest can receive content from this workspace—Guest can receive but not send content.

    • Guest can send and receive content from this workspace—Guest can send and receive content.

  12. Click Create workspace.

    Note:

    Guest organization administrators receive a notification that a new collaboration workspace has been added.

Delete a collaboration workspace

To delete a workspace, complete the following steps:

  1. Sign in to your organization as a member of the default administrator role or a custom role with administrative privileges to manage the organization's collaborations.

  2. At the top of the site, click Organization, and click the Settings tab.

  3. Click Collaborations on the side of the page.

  4. Under the Distributed section, find and select the collaboration that contains the workspace you want to delete, using the filter and search options as needed.

    The collaborations window appears.

  5. In the Workspaces section, browse to the workspace you want to delete, using the filter and search options as needed.

  6. Click More options next to the workspace you want to delete.

  7. Click Delete workspace.

    The Delete workspace window appears and displays the item retention policy.

  8. Optionally, click Edit item retention policy to specify what happens to collaboration items when the workspace is deleted.

  9. Click Delete workspace.

View synchronization history and details

Synchronization history shows you a list of the past synchronization events within a workspace, while synchronization details help you understand each synchronization event and troubleshoot failures. To view synchronization history and details, complete the following steps:

Note:

Scheduled times are displayed in the client's local time zone and are automatically converted to Coordinated Universal Time (UTC) for the specified environment. For more information, see Synchronizing workspaces using a scheduled interval.

  1. Sign in to your organization as a member of the default administrator role or a custom role with administrative privileges to manage the organization's collaborations.

  2. At the top of the site, click Organization, and click the Settings tab.

  3. Click Collaborations on the side of the page.

  4. Under the Distributed section, find and select the collaboration that contains the workspace for which you want to view the synchronization history, using the filter and search options as needed.

    The collaborations window appears.

  5. In the Workspaces section, browse to the workspace for which you want to view the synchronization history, using the filter and search options as needed.

    Note:

    Synchronization failures are listed in the Last sync status column for each workspace. Click the failure message to access the Sync details window for the failed events.

  6. Click More options next to the workspace.

  7. Click View sync history.

    The Sync history window appears. A table displays past synchronization events for the workspace, including the following information for each synchronization event:

    • Sync type–The synchronization type, either scheduled or immediate.

    • Participants–The organizations involved in the synchronization.

    • Status–The state of the synchronization. Possible states are as follows:

      • Succeeded–All items were successfully synchronized.

      • Succeeded with failures–The synchronization is complete, but some items failed to be shared.

      • Failed–No items were synchronized.

    • Start time–The time synchronization began.

    • End time–The time synchronization ended.

    • Items synced–The number of items successfully synchronized.

      Note:

      To view the number of successfully synchronized items, the guest organization must use an ArcGIS Enterprise version that is 12.2 or later.

  8. Click a sync ID to view additional details about a synchronization event.

    The Sync details window displays the synchronization information outlined in step 7, the date and time of the last successful scheduled synchronization, a synchronization summary, and a diagram to help troubleshoot failures. The diagram shows the following tasks:

    • Reachability–Indicates whether the organization initiating the synchronization can access the other organization.

      Note:

      The arrow points from the organization initiating the synchronization to the other organization.

    • Export–Indicates how the host or guest sent the content.

      • Check mark–Content was successfully sent.

      • Empty–No content was sent.

      • Exclamation mark–Some content was successfully sent.

      • x – Content was not successfully sent.

    • Import–Indicates how the host or guest received the content.

      • Check mark–Content was successfully received.

      • Empty–No content was received.

      • Exclamation mark–Some content was successfully received.

      • x–Content was not successfully received.

  9. Optionally, do any of the following:

    • Click the Successfully synced tab to view a list of successfully synchronized items, and click Open to access the item in a new tab.

      Note:

      To view the list of successfully synchronized items, the guest organization must use an ArcGIS Enterprise version that is 12.2 or later.

    • Click the Guest failures tab to view a list of unsuccessfully synchronized items due to errors in the guest organization. Click Open to access the item in a new tab if the item exists in your organization.

    • Click the Host failures tab to view a list of unsuccessfully synchronized items due to errors in the host organization. Click Open to access the item in a new tab if the item exists in your organization.