Business Workspace Updater
Effortlessly push updates from Workspace Templates to existing Workspace Instances, save time and improve efficiency
OpenText Business Workspaces serve as robust instruments to manage and coordinate work among teams and aggregate data, users, and tasks related to a common project.
While modifying Business Workspace templates is pretty straightforward, updating existing workspace instances can be a time-consuming task – particularly when dealing with a large number of objects – as it requires manual intervention.
To streamline this process, Module Suite comes with Business Workspaces Updater, a highly intuitive tool that allows to seamlessly push updates from workspace templates to existing instances.
The type of update operations include:
- Contents: Update the basic structure of workspaces, such as adding or removing folders.
- Roles: Manage user roles and permissions within workspaces.
- Members: Dynamically add or remove team members from specific roles within workspaces.
- ACL: Update Access Control Lists and regulate user access to different objects within your workspaces
- RM Classification: Apply or update Record Management classifications for workspaces and folders.
- Category: Manage categories associated with workspaces and folders.
Process Walkthrough
1/10
Business Workspace Updater dashboard
The main dashboard provides a comprehensive overview of the workspace updates performed, including their status and relevant details (e.g., type of operations, associated templates and workspaces, execution type and date etc.). The Actions buttons enable administrative users to easily perform pre-configured actions, such as editing, cloning, archiving jobs, and downloading results with just a click.
2/10
Initiating a new job
The administrative user opens the form to initiate a new update. The form is composed of four main sections that the user needs to complete to properly instruct the system on the nature of the update process.
An online guide on how to fill-in the different sections is easily accessible on the left sidebar.
3/10
General Configuration Details
The user starts configuring the new update by providing a description of the update operation and selects the Business Workspace Template associated to the workspace to be updated. Optionally, they can choose an Exemplar Workspace to pre-populate the wizard with information from the selected Business Workspace, thereby expediting the update process.
4/10
Update Operations Details
The user selects the type of update operation to be performed and configures the mapping rules.
5/10
Execution Configuration Details
The user has flexibility to choose how the update will target the workspaces using the ‘Target Type’ field:
- Container: This triggers a bulk update of all existing workspaces within a specific folder or container.
- Workspace List: This requires the user to provide a comma-separated list of Business Workspace Data IDs to update.
Additionally, they can decide whether to perform a “Dry Run” of the operation and check how many workspaces would be processed in the final execution, or commit permanently the changes to the system by selecting the “Prod” execution.
6/10
Selecting chunk size
By selecting the chunk size, the user can specify how many workspaces should be processed in parallel, thereby optimizing the execution times. A smaller chunk size will take less time but will require a higher number of iterations; the optimal balance between processing speed and resource utilization should be considered.
7/10
Execution Status
After reviewing and acknowledging the disclaimer, the user has the option to either Check and validate the entered information for accuracy, Start the process, Save and Exit for later, or Cancel and delete the configuration.
8/10
Running the update
Once the process has been initiated, the Business Worspace Updater jobs run in the background, empowering users to carry on with their activities while the update is in progress. Users can easily monitor the ongoing process on the main dashboard, which displays the job’s status and the percentage progress of its execution.
9/10
Notification Center
The user will receive a message in the Notification Center as soon as the process has been concluded.
10/10
Verifying results
The user will then be able to download an Excel report and verify the results. The report provides an overview of the outcomes per workspace ID, shows the actions performed and notifies of any occurred errors.
1/10
Business Workspace Updater dashboard
The main dashboard provides a comprehensive overview of the workspace updates performed, including their status and relevant details (e.g., type of operations, associated templates and workspaces, execution type and date etc.). The Actions buttons enable administrative users to easily perform pre-configured actions, such as editing, cloning, archiving jobs, and downloading results with just a click.
2/10
Initiating a new job
The administrative user opens the form to initiate a new update. The form is composed of four main sections that the user needs to complete to properly instruct the system on the nature of the update process.
An online guide on how to fill-in the different sections is easily accessible on the left sidebar.
3/10
General Configuration Details
The user starts configuring the new update by providing a description of the update operation and selects the Business Workspace Template associated to the workspace to be updated. Optionally, they can choose an Exemplar Workspace to pre-populate the wizard with information from the selected Business Workspace, thereby expediting the update process.
4/10
Update Operations Details
The user selects the type of update operation to be performed and configures the mapping rules.
5/10
Execution Configuration Details
The user has flexibility to choose how the update will target the workspaces using the ‘Target Type’ field:
- Container: This triggers a bulk update of all existing workspaces within a specific folder or container.
- Workspace List: This requires the user to provide a comma-separated list of Business Workspace Data IDs to update.
Additionally, they can decide whether to perform a “Dry Run” of the operation and check how many workspaces would be processed in the final execution, or commit permanently the changes to the system by selecting the “Prod” execution.
6/10
Selecting chunk size
By selecting the chunk size, the user can specify how many workspaces should be processed in parallel, thereby optimizing the execution times. A smaller chunk size will take less time but will require a higher number of iterations; the optimal balance between processing speed and resource utilization should be considered.
7/10
Execution Status
After reviewing and acknowledging the disclaimer, the user has the option to either Check and validate the entered information for accuracy, Start the process, Save and Exit for later, or Cancel and delete the configuration.
8/10
Running the update
Once the process has been initiated, the Business Worspace Updater jobs run in the background, empowering users to carry on with their activities while the update is in progress. Users can easily monitor the ongoing process on the main dashboard, which displays the job’s status and the percentage progress of its execution.
9/10
Notification Center
The user will receive a message in the Notification Center as soon as the process has been concluded.
10/10
Verifying results
The user will then be able to download an Excel report and verify the results. The report provides an overview of the outcomes per workspace ID, shows the actions performed and notifies of any occurred errors.
Key Benefits:
Business Workspace Updater allows you to:
- Reduced Manual Effort: Automate updates for multiple workspaces, saving you valuable time.
- Enhanced Consistency: Ensure all workspaces adhere to the latest template standards.
- Improved Accuracy: Minimize errors associated with manual updates.
- Increased Efficiency: Manage large-scale workspace updates effortlessly.
Get in touch
Would you like to receive more information about Business Workspace Updater?
Do not hesitate to contact us for further details.
