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Your guide to creating a shared workspace for your team, inviting your colleagues, and realizing the benefits of working out loud.
A Shared Workspace is an area within Produce8 where you can see all of your team's activities combined. It will illustrate all your teams individual working patterns, as well as a holistic overview.
Step 1: Create a Shared Workspace
Step 2: Add subscriptions to your Shared Workspace
Step 3: Invite your team to your Shared Workspace
Step 4: How to share data with your team within your Shared Workspace
Step 1: Create a Shared Workspace
Understand how your team work better by creating a Shared Workspace within Produce8.
Instructions
1. Log in to your Produce 8 web app account .
2. Within the Produce8 home page, click 'Create Workspace'.
3. Input your 'Team Name' (for example: Service Team) and select a Team Icon from the drop down. Click Next, you will then be asked to invite your team, you can skip this step for now (please see step 3 for more details).
4. You have now set up your Shared Workspace! This will be visible in the Produce8 Web App home screen next to your Personal Workspace.
Note: If you are unable to add any more Apps or Shared Workspaces, you've likely reached your account's limits. In order to increase these limits, please contact your account owner and encourage them to reach out to us for help!
Step 2: Add Subscriptions to your Shared Workspace
Ensure that all the relevant Subscriptions are available to view within your Shared Workspace.
If you have not already added all your relevant App Subscriptions (eg. Teams, Slack, GMail, Outlook) please follow this link to set these up on your personal profile before adding them to your Team Workspace.
1. Log in to your Produce 8 web app account .
2. Click in your newly created Shared Workspace.
3. Within the Shared Workspace, click the three dots next to Actions.
4. This will bring up a list of actions. Click on Add Subscriptions.
5. A list of Apps that you have Subscribed for will then appear. If there are any Apps that you have not Subscribed to you can add these by clicking 'Create New App'. Select the relevant Apps for your team and then click Subscribe to Selected.
6. The Apps you have added will then appear in the Activities tab of your Shared Workspace. These Apps activity will now be available within your Shared Workspace!
Step 3: Invite your team to your Shared Workspace
The next stage of inviting team members should be done after liaising with them on how the platform will be used & once the Shared Workspace and Subscriptions are all successfully set up.
1. Click on the Shared Workspace within the Produce8 home page.
2. Click Add Team Member on the right hand side.
3.You will now invite your team members. There are 2 ways to do this:
a) The default will be 'Invite via Email'. If your team member has already created a Produce8 account, their name will appear in a drop down.
If they do not have a Produce8 account, you can invite a new contact by entering their email.
b) The second option is to 'Invite O365 contacts'. Here you can search your Office365 contacts by name and invite them to join your Team Workspace.
If they do not have a Produce8 account, you can invite a new contact by entering their email.
With either option you may add a personal message for the recipient if you wish.
4. Once you have entered their email, you must also select a level of permissions. The default will be Member, but you can also choose between Lead & Owner. For more details please visit this link.
5. Click Send Invitations.
6. When you then send the invitations, your team member will receive an email that looks like the below:
Your team member must then click Go see the Invitation. They can then accept your invitation and become a part of your Shared Workspace!
If any members of your team don't see the invitational email, then they should check the Spam folder. If it's still not there, then you may need to add the produce8.com domain to a whitelist in their email settings.
Step 4: How to share data with your team in your Shared Workspace
Remember: In order for Produce8's Web Extension to accurately display how you are working, you will need to remain on the Chrome/Edge profile where the Produce8 Web Extension is installed. The browser should also not be in Incognito mode.
In order to complete the setup of your Team Workspace, you will need to allow the Apps that you have Subscribed to to be set up to share their data. Follow the steps below to ensure this is done correctly:
1. Once a team has been created, and the App Subscriptions have been configured (see step 1 & 2), the Shared Workspace can be viewed from your home screen. See Test below.
2. Click on the Shared Workspace you want to allow data sharing in.
3. Once in the Team Workspace, click Data Sharing.
4. You will now have 2 options:
a) If you wish to approve all Apps that have been set up for the team to share data, you can view these apps and then click Approve All.
b) If you wish to only approve select Apps, you can approve the Apps one by one from the available list of Apps.
5. After you have selected the Apps to approve, these will become visible on the Shared Workspace timeline.
It can take up to 5 mins for your web activities to appear in the Activity Stream and Timeline in the Produce8 web app. We strongly recommend that you review the data in Produce8 in order to confirm that your activity is showing up as expected. If it's not, please reach out to us for support.