Workspace provides a secure and organized way to manage your documents. This guide walks you through the essential steps for organizing your files and folders, including how to create new folders, move files, preview documents, and share or request content with colleagues.

When added to a zone, files appear in the file list, displaying the following details and actions:

• Details
  • File name
  • File size
  • Classification
  • Date of last modification
• Actions
  • Share a link to the file
  • Download the file
  • More options

The More Options icon opens the following option list:

• Preview: Open the file viewer to preview the file.
• Lock: Prevent the file from being accessed and edited by other users.
• Exclusive Edit: Edit the document exclusively. The document will be locked while you are editing.
• Team Edit: Collaborate on editing the document with other users.
• Move: Move the file to another folder in the current zone, or to a different zone entirely.
• Copy: Make a copy of the file in the same zone or in a different zone.
• Rename: Change the file name.
• Delete: Delete the file.
• Properties: View file properties.

If the file is a PDF document, you will see the following additional options:

• Public Annotate: Add annotations to the document that will be visible to others.
• Private Annotate: Add annotations to the document that will only be visible to you.

Creating Folders

To create a new folder, follow the steps below:

1. Navigate to the zone you want to create a folder in.
2. Select Create > New Folder.
3. Enter a name for the folder.
4. Click Create.
5. The folder is displayed on the zone page.

Moving Files

To move files, follow the steps below:

1. Select the check box next to the files you want to move.
2. Select the three-dot icon.
3. Select Move Selected.
4. In the Move File window, select the desired location.
5. Click Move.

Previewing Files

Workspace features an inline document viewer, which supports the following file types:

To preview a file, select the file name or select Preview from the file options menu.

Exporting Files

Workspace allows you to export files in a zone as a zip file. To do this, follow the steps below:

1. In the zone you wish to export, select Create New > Export as ZIP.
2. A notification appears to inform you that you will receive an email when the zip file has been generated.

Requesting Files

Workspace allows you to request files to be added to a specific zone and folder of your choosing. To request a file, follow the steps below:

1. In the side menu, click File Requests.
2. Click Request a File.
3. A window opens with two tabs. In the File Request Description tab, you can:
   1. Add a description of the file and an explanation for the request.
   2. Select the location where you want to save the file. Select any existing zone or folder.
   3. Set a deadline.
4. Once you have completed all the file request fields, click Create File Request. You will then be taken to the Invite People tab.
5. On the Invite People tab, add the required recipient email addresses. You can also add an optional message to be included in the email they receive.
6. Once a request has been sent, the recipients will receive an email with a link to the location where they need to upload their files.
7. The request will appear under the Active Requests tab. From here, you can view request details and end the request if required.