# Workspaces Want to share media with team members or users from other agencies? Pinpoint's "**Workspaces**" feature allows users to establish a **shared environment** where multiple users can **upload and view media securely.** ## "Personal" and "Shared" workspaces Personal workspace: * Every user has a private workspace called "Personal" and media stored here are only accessible by the user. * This workspace cannot be shared with other users. Shared workspaces: * Shared workspaces can be created by users for collaboration with other users based on assigned [roles](/pinpoint-guide/user-guides/desktop-laptop/workspaces.md#roles-in-workspaces). * Each shared workspace also includes a "Workspace logs", which logs user activity in the workspace. > Users should ensure that materials uploaded to shared workspaces are in line with the expectations of their supervisors.

## Roles in workspaces Pinpoint allows administrators to set specific levels of permissions, based on these defined roles: **Administrator**: * Has full control over the workspace, including the ability to manage other users and make changes to workspace settings. * **Administrators** can also modify the roles of other administrators including themselves in the workspace. Once forfeited, all administrator privileges for that workspace will be revoked unless reassigned. * There must always be at least one **administrator** assigned to a workspace at all times. Consequently, if a user is the sole **administrator**, they cannot remove themselves from the workspace without appointing another user as an **administrator**. * By default, workspace owners are set as **Administrators** **Contributor**: * Can upload and edit media within the workspace. **Viewer**: * Has view-only access to the workspace and cannot make any changes Refer to the table below for an overview of the roles:

Functions	Administrator	Contributor	Viewer
Manage access	✅	View-only	View-only
Workspace Logs	✅	❌	❌
Rename workspace	✅	❌	❌
Delete workspace	✅	❌	❌
Delete media	✅	❌	❌
View workspace logs	✅	❌	❌
Upload media	✅	✅	❌
Edit metadata	✅	✅	View-only
Filter functions	✅	✅	✅
Download media	✅	✅	✅

## How to create a workspace 1. Click the "**+ Add**" icon in the workspace tab.

2. Type in the desired workspace name. 3. Click the "Save" button.

4. Select "Add new media" to start [uploading](/pinpoint-guide/user-guides/desktop-laptop/uploading.md) media to your new workspace. ## Renaming workspace 1. In workspace settings, select "Manage shared workspace". 2. Select "Rename workspace"

3. Enter a new workspace name and Click "Save".

4. The new workspace name will be reflected for all users upon refresh. ## Leaving workspace 1. In workspace settings, select "Leave workspace" from the drop-down list.

2. Select "Leave workspace" on the "Leave workspace" pop-up.

3. You will now have left the workspace. Others still in the workspace will continue to have access to its media. ## Deleting workspace 1. In workspace settings, select "Delete workspace" from the drop-down list.

2. Select "Delete" on the "Delete workspace" pop-up.

Check that you are in the correct workspace before deleting

3. The workspace, including all media stored in it, will be deleted. Additionally, all users within the workspace will no longer have access to the workspace. ## Managing Access Administrators can add and remove users from their workspaces to manage their access. ### **Adding Users:** 1. In workspace settings, select "Manage workspace access" from the drop-down list.

2. Enter a valid user email address (with the domain **.gov.sg**). You can add up to 50 users at once by typing in their email addresses, separated by commas (like this: , ). 3. Select a role from the dropdown list and Click "Add collaborator". * To see the permission given to each role, click the tooltip or click [here](#managing-access).

4. Verify that a new user is added at the top of the list. 5. If the user is new to Pinpoint, the invitation to the workspace will be sent to them through their emails. They will be added to the workspace automatically after they login for the first time. ### **Removing User access:** 1. In workspace settings, click "Manage shared workspace". 2. Select "Manage workspace access" from the drop-down list.

3. Click the delete icon (bin) on the desired user to remove their access.

### **Modifying User Roles:** 1. In workspace settings, Click "Manage shared workspace" 2. Select "Manage workspace access" from the drop-down list

3. Click the drop-down list beside the user's email and select the desired role for collaborator.

## Workspace logs Shared workspaces includes a "log" which records user activity in the workspace. * Workspace logs can only be accessed by admins. * Activity logs are kept for 60 days. * Activities logged: * Uploading to / deleting images in the workspace. * Adding / removal of users to the workspace 1. In workspace settings, Click "Manage shared workspace".

2. Filters can also be used to narrow down workspace log activities.

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