A workspace is the equivalent of an excel or google drive spreadsheet — but better!
A workspace is a collection of projects. From within your workspace table, you can view all of the projects belonging to a workspace, and you can filter, sort, create custom views, and much much more.
Your workspaces are how you SCALE your projects.
If you need to see all of the projects in a workspace assigned to a specific user, or all of your due dates, or see the status of your projects at a glance, you can do this easily from your workspace tables.
A workspace is a template using the same fields. Once you’ve created a workspace, every project in that workspace will have the same fields/template. You can make these very specific to the particular type of project with predetermined fields.
The example above is the workspace table, which is a listing of all of the projects within that workspace.
Workspace groups can be created to tab the left navigation with similar workspaces, and to create a functional hierarchy to the system.
In the image below, you can see the main menu is the Workspace Group, and the tabbed sections are the workspaces belonging to that Group.
Go to Admin > Workspaces and click on the red + button on the top right.
From here, you can create a brand new workspace, a workspace group, or a workspace from existing templates.
Creating a Brand New Workspace
Creating workspaces from scratch is easy.
Define your Workspace Settings
Start by naming your workspace, and defining a description. What will that workspace be used for?
Next, you’ll need to select the visibility: do you want your workspace to be public, private so only admins can see it, or restricted to a few users or teams that you invite?
Once you’ve set up the visibility, toggle on and off what widgets you’d like.
Choose your Active Widgets
Widgets are enhancements that you can add to your projects. There are currently 8 widgets that you can pick from:
- Activity Feed: Track changes made to a project.
- Calendar: Add a calendar to your project, where you can track tasks, milestones, and projected tasks.
- Chat: Create multiple threads to chat about a project, including @ mentions and the ability to add files.
- Email: Attach emails to projects, and send emails from within a project.
- Files: Upload files to specific projects, and get instantly shareable URL’s.
- Milestones: Mark the milestones of a project, and track them in the project calendar.
- Tags: Add tags to a project, and track your tags from the Tag Manager.
- Tasks: Add tasks specific to a project, and track them from within the project as well as the Task Dashboard.
Finally, if you have billing enabled, configure the billing settings for this workspace.
Create your Template with Custom Fields
Next, you’ll build the actual workspace template by simply dragging and dropping from the fields available in the workspace template builder:
Click on the 3 dot icons on the left of every field so you can see additional functionalities that you can achieve for each field! For example, with the date field, you can select to add an end time.
Most fields have options that will allow you to further customize your workspaces.
The easiest way to see what each field does, is to create a workspace with every field, and then click on save. This way, you can see what it looks like both in the workspace template builder, and in the front end:
Comparing the template builder with the front end will help you understand the best fields for each type of workspace template.
At this point, you can save your workspace, and you’ll have a functional template to use!
Go to the workspace you wish to edit, and on the top right, click on and select “Configure Workspace”.
From here you can completely change the fields that belong to your workspace and customize your workspace to fit your team’s needs!
Go to Admin > Workspaces, and click on the 3rd icon. From here, you can choose to archive an entire module.
Go to Admin > Workspaces, and click on the “Archive” icon next to the “+” icon. From here, you will be able to see any workspaces that have been archived.
Go to Admin > Workspaces. You can simply drag and drop any row to change the order of workspaces in the left menu.
You can move workspaces within a group, and rearrange the order of the menu by dragging and dropping the workspace groups.
Go to Admin > Workspaces, and click on the “delete” icon at the far right for the workspace you wish to delete..
Watch this video to learn about Workspace fields!
There are many different types of fields you can use:
- Text: You can create a single line text field, or a multi line text field.
- Number: You can add numbers and have it show whole numbers, two decimals, or four decimals.
- Date: Your date field can have a single date, or it can have a start and end date, and you can have it show your time entry as well.
- Category: Create an endless number of categories, and limit it to one choice, or multiple choice.
- User: Select one user from the list of users who belong to your company, or if you click on the multiple choice selector, you can assign multiple users to a project using this field.
- Contact: This field enables you to have one entry to track a person’s name, email, phone number and address. You can associate projects with contacts, and then see all projects connected to a contact.
- Client: If you have clients, select this field so you can filter your projects by client.
- Team: This field is used to assign a project to a team. It’s part of the Advanced Permissions, allowing you to assign projects to teams and track projects assigned to a specific team.
- Campaign: If you have multiple projects that belong to a campaign, you can use this field. By assigning a campaign to multiple projects, you can track every project connected to a campaign by clicking on the campaign page.
- Persona: Assign a specific persona to a project, then click on the Personas tab to see all projects associated with a persona.
- List: This field allows you to add multiple text items or links. If you have a project that has many related links, you can add them all here. Once you add a text item or link, you’ll get another line so you can add multiple items to your list.
- Link: As with “List”, you can create links and see the page’s preview using this field.
- Document: If you connect your Google Drive account to Gryffin, you can use this field to automatically create documents in your Google Drive account, with the link appearing here. You can automatically create documents, or you can press a button to create documents on the fly. You can create Documents, Presentations, or Spreadsheets.
- Checklist: If you have a list of items that need to be done for a project, you can start by adding them directly to your workspace. Or you can just add an empty checklist field, and allow the user to create his/her own checklist dynamically from within the project by adding items.
- Progress: Want to track the progress of a project? Use this field with an easy drag feature to quickly let others know how a project is progressing.
- Location: Add an address to a project, and see a small map of the chosen address.
- Duration: Add estimated duration in hours and minutes.
- Item: If you have a product or service, you can add this field type to assign an item to a project.
- Header: This can be used to divide your template and to create sections within your workspace.
When you are creating a new workspace or editing a workspace, click on the “Text” field, and click on the icon with 3 lines, and click on Multi-Line.
When you are creating a new workspace or editing a workspace, click on the “Category” field, and click on the icon with 3 lines, and click on “Multiple Choice”.
When you are creating a new workspace or editing a workspace, click on the “Date” field, click on the icon with 3 lines, and select “Show End Date” and “Show Time Entry”.
When you are creating a new workspace or editing a workspace, click on the “Document” field, click on the icon with 3 lines, and select the radio button “Automatic”.
Every time a new project is created in this workspace, a document will be automatically created to the Google Drive account that was connected under “Company”.
If you haven’t connected your Google Drive account, go to Admin > Company, click on “Integrations” and toggle the Google Drive item to ON.
You’ll have to go through a verification process for Google to connect your account to Gryffin.
Go to your workspace, and click on the 3 lines to the side of every column. You can select the type of filter you want to use, and type in the letters you want to use to filter.
Go to your workspace, and click on the name of the field you want to use to sort. Click on the name of the field you want to use to sort, and the system will automatically sort. If you click again, it will sort again.
Go to your workspace, and click on the save icon above the table. A pop up will appear, asking you to save the name of the workspace.
Click on “OK” and you’ll see the name of the saved view show up above table.
Go to your workspace, and you’ll see a button called “Column Visibility” above the workspace table. Click on this, and you’ll see a drop down with all of the fields in this workspace. Click on/off the fields you want to show/hide.
To import items to a workspace, go to your workspace, and click on the icon with 3 dots next to the red +.
You’ll see a pop up where you can immediately upload a csv. If you are not sure what fields to add, click on “Download Sample CSV” and use that as the foundation of the file that you’ll be importing.
When you’ve uploaded your file, click on OK.
Go to your workspace, and where you see “Active” above the workspace table, click on the dropdown, and select Archived or All.
If you click on Archived, you will ONLY see projects that you archived. All will allow you to see both Active and Archived projects.
Go to your workspace, and click on the “Calendar” icon next to “Active”. From there, you can toggle between Table, Calendar, Feed and Chat for the workspace.
Calendar view will look like this:
Only projects shown that include a date will show up, and you can toggle between viewing projects and tasks belonging to a workspace.
To change the number of projects, go to your workspace table and click on the number above the table. You’ll be able to change between 25,50, 100, 200, 500, 1000.
Keep in mind that the more projects you select to show, the slower the load time of the workspace table.