While both My Workspace and Workrooms support the use of smart docs and smart pages, they serve different purposes and offer distinct functionalities. This FAQ provides a detailed explanation of the differences between the two.
What is My Workspace? #
My Workspace is a private, personal editing area designed for individual users. It allows users to copy smart docs and smart pages into their own space where they can freely edit content without impacting the original templates housed in the Authoring Center.
What are the main features of My Workspace? #
- Private Editing: Documents in My Workspace are visible only to the individual user.
- Non-Destructive Editing: Any changes made in My Workspace do not affect the original documents.
- Template Duplication: Users can copy smart docs or smart pages from templates into My Workspace using the document menu.
When should I use My Workspace? #
My Workspace is ideal for drafting, customizing, or experimenting with documents on your own. It is especially useful when you want to test content formats or prepare materials independently without involving other collaborators.
What are Workrooms? #
Workrooms are shared collaborative spaces where multiple users can work together on smart docs and smart pages. Workrooms enable teams to co-edit content, manage permissions, and publish finalized documents to the content library.
What are the key features of Workrooms? #
- Collaborative Editing: Multiple team members can access and contribute to documents.
- Access Control: Editing access is restricted to users with the appropriate permissions.
- Real-Time Collaboration: Documents are locked for editing by one user at a time to prevent version conflicts.
- Content Creation: Users can create new smart docs and smart pages directly within a Workroom.
- Publishing Capability: Finalized documents can be published to the content library from within a Workroom.
When should I use a Workroom? #
Workrooms are best used for team-based projects where collaboration, version control, and shared access are essential. They are suitable for workflows that require multiple contributors, structured approval processes, or coordinated publishing.
Can documents be copied between My Workspace and Workrooms? #
Yes. Users can copy smart docs and smart pages from templates into either My Workspace or a Workroom using the document menu. A document started in My Workspace can be later recreated or shared within a Workroom for collaborative editing.
How is access to Workrooms managed? #
Access to Workrooms is determined by user roles and associated permissions. Roles define what actions a user can perform within a Workroom, such as viewing, editing, or managing documents. Permissions for Workrooms are being integrated into existing role structures, and no new roles are being created for this purpose.
Do Workrooms support publishing workflows? #
Yes. Documents created or edited in Workrooms can be submitted for publishing to the content library. However, it is still to be confirmed whether all edits and new pages must go through an approval workflow before publication.
How does document locking work in Workrooms? #
To support real-time collaboration, Workrooms use document locking to ensure that only one user can edit a document at a time. This prevents conflicting changes and maintains version integrity.