Using 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. Workspaces operate as individual environments. They 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.

Access to multiple workspaces is available through our Business and Enterprise subscription. Our Starter plan includes a limited single workspace, and our Professional plan includes a single full workspace. Navigate to Creating New Workspaces to learn more about how to add multiple workspaces. Navigate to Workspace Navigation to learn more about getting started with your new workspace. Workspace Navigation is applicable to all Beefree paid plan subscriptions.  

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

Creating New Workspaces

Prior to creating a new workspace, ensure you have Business or an Enterprise subscription plan. If you do not have a Business or an Enterprise subscription, contact our Sales team to upgrade your plan.

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

New Workspace Quick Start

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

If you elect 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 the empty workspace page where you can begin creating designs and customizing your settings.

Workspace Navigation

This section discusses how to navigate your workspace easily and efficiently.

Top Bar and Sidebar

You have the option to configure your workspace with either a top bar or a sidebar. This bar includes shortcuts and features that make navigating your workspace easy and efficient. To learn more about how to customize this feature, visit our Using the Navbar article.

Browse Recent Activity

You can browse your recent workspace activity by clicking on your 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.

If you have a Professional plan, you will be able to view the last three designs with recent activity within your single workspace. You can browse recent activity by clicking on your workspace name on the upper left-hand side of the screen.

Shortcuts

When you click on the workspace name in the upper left-hand side of the screen, you’ll have access to a few shortcuts.

These shortcuts are the following:

• Redirect to Settings
• Redirect to Projects
• Enter one of your most recent designs

Owners and Admins will see the option to Add a new workspace or Upgrade for additional workspaces in their shortcuts views. Other roles will not see this information.

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

Within your workspace, you’ll have access to the following customizing the following settings:

• General settings
• Styles
• Connectors
• Webhooks

Note: Webhooks is an Enterprise feature only.

General settings

In the General settings area you will find workspace-specific configurations. You can customize the following settings within your workspace:

• Workspace name: Reference your workspace name. You also have the option to edit the name.
• Domain: Reference your workspace domain. You also have the option to edit the 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.
• Merge tags: Add, edit and remove merge tags that will be ready to use when designing in this workspace. Learn more about this feature.
• Special links: Add, edit and remove special links that will be ready to use when designing in this workspace. Learn more about this feature.
• Template Catalog: Define whether to show or hide the templates that are part of the Beefree template catalog. They populate by default when creating a new design. If disabled, only custom templates are shown when creating a new design. See Working with custom templates for more information.
• Display conditions: This feature allows the use of conditional statements in the builder. It adds a Display conditions option at the row level. See how to use display conditions in this article.
• Row categories order: Choose the row categories that you want to display in your builder.
• Delete workspace: The whole content of a workspace will be deleted.

Workspace styles

In the Workspace styles area, you can pick the colors that you want readily available in the builder. Check out our complete documentation on Workspace styles. You can also import styles from a website using Get brand styles. 

This page also includes the following settings:

• Button: Set the background, text, and border colors for your buttons
• Text: Choose the default text and link color
• Social links: Pick a set for your social links
• Workspace fonts: Set which fonts can be used when designing in this workspace. You can enable or disable built-in fonts, or add your own custom fonts. 
• Web fonts: Some web fonts are pre-loaded into the builder. You can also use the Add custom font button to add more. See Working with custom fonts for more information. 

Connectors

Connectors within Beefree enable you to connect your workspace with an external application.

Connectors are available for services such as:

• email service providers (ESPs)
• marketing automation systems
• other email sending applications

Each workspace can be set up with a unique set of connectors. See Working with connectors, or Custom connector for more information.

Image 5.0 Workspace Connectors

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.