Workspaces empower creative teams to collect assets from various areas of the Library and the Portal and direct user uploads to view, share, comment on, and approve them all in one place and in real-time without ever leaving PhotoShelter. Users can gather assets from different galleries and add them to a Workspace, then invite other users to work with those assets. 

Each collaborator needs a valid PhotoShelter account and access to some content via the Library or Portal to create or use Workspaces. 

• Using Workspaces
• Working with Files in Workspaces 
• Sharing a Workspace & Setting Permissions

Using Workspaces

Browse, Sort, and Filter Workspaces

1. Log into your Library
2. Click on Workspaces in the left panel to see the list of all Workspaces on your account
3. In the center panel, adjust the sort and filtering options to see only the Workspaces that match your criteria.

Create a Workspace

Anyone with a valid PhotoShelter account can create a Workspace. Library staff can add files to Workspaces from anywhere in the account, whereas Invited Users can only add content from the subset of Galleries they can access on the Portal.

1. Click the plus icon (+) next to Workspace in the left panel
2. Enter a name and description for your Workspace
3. Click Create

Edit a Workspace 

1. Select a Workspace
2. Use the right panel to edit the name or description
3. Click anywhere outside the panel to save your changes

Delete a Workspace

Only Library staff can delete Workspaces.

1. Select one more more Workspaces
2. Click the Delete Workspace button in the actions menu

Restore a Workspace from Trash

Only Library staff can restore Workspaces.

1. In the left panel of the Library, click on Trash
2. Select the Workspace you'd like to restore
3. Click the Restore Workspace button in the actions menu

Working with Files in Workspaces

Adding files to a Workspace

Files can be added to a Workspace from elsewhere in your Library or uploaded directly to a Workspace.

Add existing files to a Workspace:

1. Select one or more files in a Gallery or search results
2. Click the Add to Workspace button in the Actions menu
3. Enter the name of an existing Workspace or create a new one
4. Click Add

Upload directly to a Workspace

Files can be uploaded directly to a Workspace to be worked on before moving into the main Library.

1. Select an existing Workspace or create a new one
2. Either drag files into the center panel or click the Upload button and select files from your computer

Removing or Deleting files from a Workspace

If the selected files exist elsewhere in the Library (in Galleries or other Workspaces), you will have the option to remove them from a Workspace, leaving other copies in place. If the selected files only exist in the Workspace, you only have the option to delete them. 

1. Select one or more files
2. If available, click the Remove from Workspace action from the actions menu; else, click Delete Files to move the files to the trash.

Approve files in a Workspace

Files in Workspaces can be approved (or unapproved) to make the process of picking the best content more efficient. 

Approve a file

1. Browse to a single file or select one or more files from the thumbnail view
2. Click the Approve button in the actions menu

Add comments to files in a Workspace

Add comments to files to collaborate, discuss approval status, edits, and more.

1. Browse to a single file or select one from the thumbnail view
2. Click the Comment button in the actions menu
3. Type your comment in the right panel
4. Press enter to submit your comment

Filter files in a Workspace

Custom filters are a great way to organize files within a workspace. They further categorize files in a Workspace to make them easier to understand and manage. 

Create a custom filter

1. Open the Filters menu at the top of the center panel
2. Click Create Custom Filter (+ icon)
3. Give your filter a name (e.g. Instagram, Annual Report, Highlights, Selects)
4. Click Create

Add files to custom filters

1. Select one or more files in the center panel
2. In the right panel, open the Filters accordion
3. Click the check box next to the corresponding custom filter you want to apply

Apply filters to your Workspace

You can filter the files in a Workspace by approval status, orientation, or any custom filter you've created. To help you find exactly what you're looking for, the more filters you apply, the fewer files you will see.

1. Open the Filters menu at the top of the center panel
2. Click the check box next to each of the filters you want to apply to your view

Sharing a Workspace & Setting Permissions

Share a workspace with others to include them in the creative collaboration process.

Library staff can individually customize the permissions for each user to comment on and approve assets, upload and download to the Workspace, and allow Invited Users to invite others to collaborate.

Invite other people to a Workspace

1. Select a Workspace
2. At the top of the center pane, click Share
3. Enter the name of an invited user, an invited user group, or an email address
4. Open the settings menu (gear icon) to set the specific permissions for this person or group
5. Enable the Notify new users toggle if you want people to be sent an email invitation to the Workspace
6. Click Save Changes

Edit Workspace permissions

1. Select a Workspace
2. At the top of the center pane, click Share
3. Hover over one of the members of the workspace
4. Click Delete (trash icon) to completely remove someone's access, or open the Settings menu (gear icon) to update their permissions
5. click Save Changes

If you have any questions, notice an issue, or need help, please don't hesitate to contact the PhotoShelter support team at support@photoshelter.com.