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

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Note

Workspace views are not meant for managing access permissions for workspaces or specific items like fact sheets, dashboards, reports, and diagrams. They're temporary filters that let users narrow the scope of displayed data to concentrate on their tasks. Users can switch to the unfiltered view at any time.

In SAP LeanIX, permissions are role-based. You can adjust access permissions for non-admin roles to define which data they can access. You can also limit access to specific fact sheets by configuring virtual workspaces. For additional information, see:

• User Roles and Permissions
• Virtual Workspaces

Difference Between Workspace Views and Virtual Workspaces

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Note

Workspaces views are not designed for managing access permissions and are not meant to replace virtual workspaces.

Workspace views and virtual workspaces serve different purposes in managing data and user experience. The table below lists the key differences between them. To learn more about virtual workspaces, 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.