Workspaces and teams

Workspaces and teams give each functional group a home in your Aha! account. In each individual hierarchy element, teams of users can apply their own terminology, workflows, and customizations to match the way they work best — while remaining strategically aligned at the account level.

There are three types of hierarchy elements in your Aha! account:

  • Workspaces, available for Aha! Roadmaps and Aha! Ideas customers, are often organized around what product or service you delivery to your customers.

  • Teams, available for Aha! Develop customers, are organized around individual engineering teams. They cannot be nested under workspace lines.

  • Workspace lines are a way for you to organize your workspaces into families, suites, or groups. Workspace lines can also represent any level in your organization, such as business units, divisions, and your company. Therefore, a workspace line can contain other workspace lines and workspaces.

You must be an Aha! administrator with customization permissions to configure workspaces, teams, and workspace lines.

Click any of the following links to skip ahead:


Configure your hierarchy

Your Aha! account hierarchy helps you establish sophisticated account-level settings, while still giving individual teams the ability to customize their individual workspaces and teams. You can model your hierarchy after your company's organizational structure or (especially useful for Aha! Roadmaps users) orient your hierarchy around the products, services, or solutions you offer to your customers.

To create or modify your hierarchy:

  • For Aha! Roadmaps and Aha! Ideas, navigate to Settings ⚙️ Account Workspaces.

  • For Aha! Develop, navigate to Settings ⚙️ Account Teams.

Note: For Aha! accounts that have integrated Aha! Roadmaps with Aha! Develop, you will need to visit both Workspaces and Teams settings to configure workspaces, teams, and workspace lines.

From these settings, you can create, review, and adjust your hierarchy. To create new hierarchy elements, see the sections below. To edit existing hierarchy elements:

  • Click on any workspace line to expand it and view child workspaces and workspace lines.

  • Click Edit to edit the details of any hierarchy element.
    Note: Workspace lines with the same Label will be grouped together in the hierarchy report and the workspace settings report. A workspace line also inherits its terminology in the top-level navigation menu from its Label.

  • Click the More options button then Delete to delete a hierarchy element.

Note: Workspaces cannot be converted to workspace lines and vice versa.

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Configure workspaces

  1. Click Add workspace.

  2. For Aha! Roadmaps customers, select the workspace type you wish to create. The different workspace types are pre-configured for particular work.

  3. Select the workspace line your new workspace should belong to (if one exists).

  4. Enter a workspace Name and Prefix. Then click Create workspace.

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Configure teams

  1. Click Add team.

  2. Enter a team Name and Prefix. Then click Create team.

  3. Click on your new team's Name, then Add team member to add Aha! users to your team.

  4. For Aha! Develop accounts integrated with Aha! Roadmaps, click over to the Workspaces tab to grant team members access to specific Aha! Roadmaps workspaces or workspace lines. This lets those product and engineering teams collaborate on a unified backlog.

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Configure workspace lines

  1. Click on Add line.

  2. For Aha! Roadmaps customers, select the line's Type. This is one of the workspace types.

  3. Select the workspace line your new line belongs to (if one exists).

  4. Enter a Name, Prefix, and Label.

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

Note: Workspace lines with the same Label will be grouped together in the hierarchy report and the workspace settings report. A workspace line also inherits its terminology in the top-level navigation menu from its Label.

  • It may be helpful to select consistent workspace line label nomenclature across your Aha! account before you start creating workspace lines. (For example: "Company Division Subdivision Workspace" or "Organization Team Group Workspace.") You can also edit this field at any time if your account's nomenclature needs to change.

  • There are situations where you might want to have inconsistent nomenclature in your account — if you want to ensure that no one will be able to accidentally report on one Aha! Roadmaps workspace's initiatives under a different Aha! Roadmaps workspace line's goals, for example.

Remember that once you create a workspace hierarchy, you can select which workspace or workspace line you are going to work on from the dropdown menu at the top-left of the Aha! navigation. 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 hierarchy changes, you may need to move a workspace or a set of workspaces to a new workspace line. Before you do so, consider four ways the move might affect your team:

General

  • 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.

  • User 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.

Aha! Roadmaps

  • Goals and initiatives can roll up to higher hierarchy levels — which means if you move workspaces to a new workspace line, you may need to reconfigure those roll up record links.

  • Strategic records such as models, positioning, personas, and competitors can be inherited from higher workspace hierarchy levels — which means if you move workspaces to a new workspace line, you may need to review your strategic records in the Strategy tab of the navigation.

To address these concerns, review the settings of the workspace(s) you intend to move. Aha! Roadmaps users may find the workspace settings report helpful here. 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.

Then, it's time to look at users. 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, and if you are an Enterprise+ customer, make sure they will still have access to the appropriate custom user roles.

Note: You can use the Settings ⚙️ Account Users page to bulk edit multiple settings or multiple users if you choose to.

Settings that will not move with the workspace if set to inherit from the old workspace line

Account settings

Workspace settings

Settings that will move along with the workspace to the new workspace line

  • Record links
    Note: Moving a workspace to a new workspace line will maintain record links. But users associated with that workspace may see their permissions change as a result of the move and may not be able to see or access some linked records.

  • Workspace settings that do not inherit from a workspace line

  • User permissions that do not inherit from a workspace line

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