Using Multiple Workspaces

Overview

Workspaces add a level of organizational hierarchy to your Beefree account. They allow you to manage your design process with even more flexibility. Each workspace has its own settings, styles, templates, and user permissions.

Workspaces include comprehensive features that extend beyond giving you another way to organize your designs. They operate as individual environments and can help you manage clients or business units. They also enable you to separate projects with special and unique requirements.

With the Business and Enterprise plans, you can create multiple workspaces. Additional charges may apply. For more information, see our pricing page. If you're interested in the Enterprise plan, you can contact our Sales team to upgrade your plan.

Not a big reader? No problem! Check out the Beefree Academy video on using workspaces.

Creating New Workspaces

Take the following steps to create a new workspace:

1. Log in to the Beefree application
2. Click the workspace name located on the upper left-hand side of the screen

A drop-down menu will appear

3. Click Add a new workspace
4. Type the name of your new workspace in the field requesting it
5. Click the checkmark on the right to confirm the name and create your new workspace

You will be redirected to your new workspace

Note: You can always change the name of your workspace at a later date in the Settings tab of your workspace.

Image 1.0 Add a New Workspace Using the Drop-Down Menu

Setting up a New Workspace

Once you successfully create your new workspace, you’ll have the option to copy over other workspace settings, such as styles, templates, and saved rows, to your new workspace. Everything you have configured under General settings in your existing workspace can be transferred to the new workspace.

Image 2.0 shows an example of the screen you’ll be prompted to once you successfully create your new workspace.

Image 2.0 Workspace Quick Start Screen 

Take the following steps to import settings from an existing workspace to your new workspace:

1. Click the drop-down arrow below Select a workspace
2. Select the existing workspace you would like to copy settings from
3. Review the summary of settings that will be copied over
4. Click Copy and import

If you choose to import your settings from an existing workspace, the process may take a bit of time. A confirmation message will let you know the import is in progress. You can start working in your new workspace while you wait for the import to finish. Once the import is complete, you will receive a confirmation message in the notification center.

If you do not want to copy over settings from an existing workspace, you can skip this step by clicking Add a workspace from scratch. You'll be redirected to an empty workspace page where you can begin creating designs and customizing your settings.

Workspace Navigation

This section discusses how to navigate multiple workspaces easily and efficiently.

Browse Recent Activity

You can browse your recent workspace activity by clicking on the workspace name on the upper left-hand side of the screen.

You will be able to view a scrollable list of your existing workspaces. As you hover over each workspace, you will see the last three designs with recent activity.

Note: If the workspace you hover over does not yet have designs or recent activity, you will see the option to create a new design. To do this, click the Create new button within the menu.

Search Workspaces

The magnifying lens helps you search through your workspaces by typing in a name. The search function only populates when you have more than four workspaces.

Image 3.0 Search Workspaces

Sort Workspaces

You can also decide to sort your workspaces alphabetically.

Image 4.0 Sort Workspaces

Workspace Settings

Each workspace allows you to customize the following settings:

• General settings
• Styles
• Connectors
• Webhooks

Note: Webhooks is an Enterprise feature only.

General settings

Business and Enterprise plans have access to the following additional general settings:

• Domain: Reference or edit your workspace custom domain.
• User permissions: Choose who will see the workspace and who can work in it. You can change user permissions by using user roles. The account owner is the only default user for all workspaces.
• Custom attributes: This option is only available for Enterprise. Custom attributes allow designers to apply custom attributes to the HTML output for their design.
• Enable HTML Sanitizer: This option is only available for Enterprise. It allows you to disable the HTML sanitizer that is turned on by default for the custom HTML block. 
• Approval Management: Disable manual design statuses and prevent unauthorized editing of already approved designs. These options work in tandem with the Approval Workflow to streamline collaboration, control, and efficiency. 

Workspace styles

In the Workspace styles area, you can access the Advanced Style Kit, which provides more granular control over default content settings when you work in the builder. 

Webhooks

Webhooks are available within your workspace when you have an Enterprise plan. Visit our Using Webhooks article to learn more about this feature.

Deleting Workspaces

Take the following steps to delete a workspace you no longer need:

1. Log in to your Beefree account
2. Enter the workspace you want to delete
3. Click Settings to enter your workspace settings
4. Navigate to General Settings
   1. Scroll down until you see Delete workspace
5. Click the Delete this workspace button
   1. Type the name of the workspace in the confirmation field
   2. Click Yes, continue to delete the workspace

You will receive a confirmation message saying Bye bye old workspace! This message confirms that the workspace no longer exists and was successfully deleted.