Workspace Views Configuration

Overview

Workspace views offer a filtered perspective of workspace data, helping users focus on relevant information and achieve their goals more efficiently. They act like custom filters across dashboards, fact sheets, reports, and diagrams. This reduces distractions from large data volumes and keeps users focused on their tasks. For additional information, see Workspace Views in the user guide.

As an admin, you can configure up to 20 workspace views, defining which data to include in each. You can also restrict views to specific user roles and define a default view for each role.

Scope

As an admin, you define the scope and visibility of workspace views, which includes the following:

• Fact sheets: You can select specific fact sheet types as well as sections and subsections within each type. You can include all or specific fact sheets in a workspace view by applying filters. If a fact sheet field or relation has role-restricted permissions, these attributes don’t appear in workspace views for that role, even if the view isn’t restricted for that role.
• Dashboards, reports, and diagrams: Add at least one report and dashboard to a workspace view.
• Default dashboard: If you included multiple dashboards in a view, you can set a default one. If you included only one dashboard, it’s automatically set as the default. The default dashboard in workspace views takes precedence over default dashboards set by the user or admin. For more details, see Setting the Default Dashboard.
• User roles: You can restrict workspace views to specific user roles, but this doesn’t change any underlying user permissions.
• Default workspace view: You can set a view as the default for specific user roles. When users sign in to SAP LeanIX for the first time, this view is automatically applied.

Difference Between Workspace Views and Virtual Workspaces

Workspace views and virtual workspaces serve different purposes in managing data and user experience.

• Workspace views are designed to enhance user experience by setting filters for workspace data. However, they don't alter workspace permissions for specific users. This means while users can filter and focus on specific data, the underlying access permissions remain unchanged. Furthermore, workspace views are limited to the user interface and do not extend to managing data through APIs.
• Virtual workspaces are primarily used for managing access control. They allow admins to set read and write permissions for specific fact sheets, effectively limiting access to certain data for specific users. This ensures that users only access the data they need or are allowed to see. For more information, see Virtual Workspaces.

Creating and Managing Workspace Views

You can create and manage workspace views in the Workspace Views section of the administration area.

Creating a Workspace View

Before you start, ensure that all fact sheet types have meaningful descriptions. When users apply a workspace view that includes multiple fact sheet types from the inventory, they're prompted to select one type to get started. Descriptions help users, especially infrequent ones, understand the differences between fact sheet types and how to use each one. To learn how to edit descriptions, see Fact Sheet Description.

To create a workspace view, follow these steps:

1. In the administration area, navigate to the Workspace Views section.
2. Click Create Workspace View.
3. Enter a name and, optionally, a description for the workspace view. These details will be visible to users.
4. Select fact sheets to include in the workspace view by specifying the following:
   • Fact sheet types
   • Sections and subsections within each fact sheet type
   • Specific fact sheets or all fact sheets of that type (using inventory filters)
5. Select reports, dashboards, and diagrams to include in the workspace view. If you add multiple dashboards, you can select a default one.
6. In the Visibility section, define who should have access to the workspace view: all users or only users with specific roles. You can also set this view as default for specific roles.
7. Decide whether to activate the workspace view after creation or save it as a draft.
   • Create as Draft: The workspace view won't be available to non-admin users. You can preview it before activating and finish editing later.
   • Create and Activate: The workspace view will be created as active.

Once a workspace view is created, it appears on the right side of the navigation bar, next to the fact sheet search field.

Managing Workspace Views

You can manage workspace views in the Workspace Views section of the administration area.

• Activating a draft workspace view: A view saved as a draft is not available for selection to non-admin users until activated. Once activated, you can't mark it as a draft again.
• Deleting a workspace view: Deleting a view doesn't delete any workspace data.

Examples

Here are some example workspace views for typical use cases and scenarios.