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Aha! Knowledge | Workspace hierarchy

Workspaces give every team in your Aha! account their own space to collaborate. Teams use workspace settings to help each workspace feel familiar, and user permissions to ensure that the right people have access. There is no limit, so add as many as you need.

Overview

The Aha! Knowledge workspace hierarchy is built around two types of hierarchy elements: workspaces and workspace lines.

  • Workspaces are where your documents are created, drafted, edited, and stored.

  • Workspace lines help you organize your workspaces into families, suites, or groups.

How you structure your workspace hierarchy depends on how you plan to use and group your documents. For example, if you are using Aha! Knowledge to create internal wikis for each team at your organization, consider creating a workspace for each team, nested under a workspace line for each department at your organization. If you are building internal and customer-facing knowledge bases for a suite of products, services, and programs you offer, consider a workspace for each offering, grouped by type or division in workspace lines.

We automatically use your account name to create a top-level entity. This helps to create a nested portfolio structure to organize your data.

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The workspace selector is a dropdown menu in the upper left of your screen. It contains all the workspaces that a user has permission to access. Use it to navigate between workspaces and your My work page (your personal documents and to-dos). Users with account customization permissions can also add a new workspace from the workspace selector.

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Configure your workspace hierarchy

Setting the right hierarchy is important if you want it to be easy to navigate your account. You can start by setting up either workspaces or workspace lines under Settings ⚙️ Account Workspaces. You can rearrange your groupings at any time. Adjust your workspace hierarchy by creating a workspace line and then selecting which workspaces belong to it. Or select a workspace and choose which workspace line it belongs to.

Only administrators with customization permissions can create, delete, or configure your account's workspace hierarchy.

Workspaces cannot be converted to workspace lines and vice versa.

Add a workspace

  1. Click Add workspace.

  2. The Workspace parent line field shows where your workspace fits into the hierarchy — specifically which workspace line is a workspace's parent in the hierarchy. This field is optional since a workspace might have no parents.

  3. Name your workspace. The Name field is the name you would like to display throughout your Aha! account.

  4. Add a prefix. Aha! Knowledge uses the Prefix field to build unique identifiers for documents in that workspace line. The abbreviation you pick here should be a good shorthand for the workspace. You can edit it, but editing the prefix will not change any records created with the original prefix.

  5. Click Create workspace.

Click Save workspace to save your changes when you are done.

Quickly add a new workspace without navigating to your settings by clicking + Add a workspace from the workspace selector dropdown.

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Add a workspace line

  • Click Add line.

  • Select the workspace line your new line belongs to (if one exists). The Workspace line field shows where your workspace line fits into the hierarchy — specifically who a workspace line's parents are in the hierarchy. This field is optional since a workspace line might have no parents of its own.

  • Enter a Name, Prefix, and Label.

As a best practice, give workspace lines the same Label for equivalent hierarchy levels.

  • Add any child workspaces or workspace lines (if they exist). Then click Create line.

Click Save workspace line to save your changes when you are done.

Once you create a workspace hierarchy, you can select which workspace or workspace line you are going to work within from the workspace selector dropdown in the upper left of Aha! Knowledge. This dropdown allows you to expand or collapse workspace lines, type to search for a specific workspace, and also saves the three most recent workspaces you have viewed for faster access.

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Move workspaces to a new workspace line

If your workspace hierarchy changes, you may need to move a workspace or a set of workspaces to a new workspace line. Before you do so, consider two ways the move might affect your team:

  • Many workspace settings can be inherited from the workspace line — which means moving a workspace to a new workspace line will also change the workspace's settings.

  • Users can inherit their user permissions from a workspace line — which means moving a workspace to a new workspace line could also change users' workspace access and permission levels.

To address these concerns:

  • Review the settings of the workspace(s) you intend to move. Pay attention to any setting that is set to Inherit from line, and make sure the new workspace line's settings are settings you want the child workspaces to inherit.

  • Navigate to Settings ⚙️ -> Account Users and filter the list of users by the workspace(s) you intend to move. Make sure that the appropriate users have the appropriate user permissions in the new workspace line.

To move a workspace, click Edit next to the workspace or workspace line from Settings ⚙️ -> Account Workspaces. Then select the new parent line from the Workspace parent line dropdown and click Save workspace.


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