Custom Workspaces

The Custom Workspaces node is used to Add, Edit, Delete, Copy, Set as Default, and Hide/Show additional workspaces in the K2 Workspace site.

A workspace is a set of links and pages configured within the K2 sites system that provides easy access to your most used business functions. Additional workspaces can be K2 smartforms or external web sites used within your organization. The default K2 Workspace is added during the K2 installation. You can add your sites using this page. Create the workspace, and then add links to your workspace menu. Those links will show as a menu on the left frame of your workspace, and when clicked on, the links display in the right side of the workspace page.

You must be a K2 administrator to view and create Custom Workspaces

Click on the Custom Workspaces option in the Users menu.

The Workspaces list displays.

Menu Option	Action
Add	Click on Add to add a new Workspace site configuration
Edit	Select a Workspace site configuration and then click on Edit to change its settings
Delete	Click on Delete to remove a Workspace site configuration from the list
Copy	Select a Workspace site configuration and then click on Copy to create a new copy of that site
Refresh	Click on Refresh to reload the list after making changes
Set As Default	To change the default workspace site, select the new default workspace from the list and click on Set As Default
Hide/Show	Use the Hide/Show option to set the visibility of a workspace in the list of available workspaces on the K2 Workspace apps
List Option	Description
Name	The name of the workspace
Description	A brief description of what the workspace provides
Default	Shows if the workspace has been set as the default site.
Visible	Shows if the workspace is configured to be visible

Click on the forward or back arrows to navigate the list of workflows when the list is longer than a single page.

The K2 Workspace site is a K2 system object and cannot be edited.

Adding and Editing Workspaces

Click on Add or select a workspace and click onEdit to open the Workspaces page. These options configure the main page of this workspace.

Option	Description
Name	Type a name to identify this workspace
Description	Type a description for what this workspace provides
Tooltip	Type a tooltip (this text will show on mouse-over in the apps list)
Visible	Only de-select the Visible check box when you want this workspace to not appear in the apps list
Default	Select this check box if this workspace is the one you want to load when the K2 Workspace site loads
Form Name	Select a K2 smartform from the drop down if this workspace is a SmartForm. The workspace is either a K2 smartform or a Web address (URL).
Web address (URL)	Type the URL of the web site that this workspace will load. The workspace is either a K2 smartform or a Web address (URL).
Set as Default Workspace	Enable this check box to set this workspace as the default K2 system workspace for your system.

Click on the Menu tab to configure Links on this workspace. Links configured here display on the workspace's left side menu.

Link Menu Option

Action

Add

Click the plus icon to add a new link to this workspace

Move Up

Select a link and then click on the up arrow to move that link higher in the list

Move Down

Select a link and then click on the down arrow to move that link lower in the list

Refresh

Select a link and then click the refresh icon to reload the details of that link configuration

Delete

Select a link and then click the trash can icon to delete that link

Link Option

Description

Name

Type a name to identify this link

Description

Type a description for what this link provides

Tooltip

Type a tooltip (this text will show on mouse-over in the links list)

Type

Select the type of link from the drop down. Use the Header option to configure this link entry as a simple header on the workspace menu. Use the SmartForm or URL option to set this as an external link to a site or K2 smartform. Use the Task List option to add the K2 Tasks page as this link. Use the Application Forms option set this link

Icon

This sets the icon in the workspace's menu. Click on the drop down and select an icon that matches the function of this link.

Link

Form	Use this option to select an Application Form from the K2 Category tree
Web URL	Use this option to enter the URL of an external site of K2 smartform

Properties

Visible	This option is enabled by default. De-select this option to hide the link on this workspace page
Use Cache	Select this option to configure this link to use the site cache when selected

Click the OK button when you have configured the options.

See How to create a Custom Workspace for an example of creating a custom workspace.

Troubleshooting

Links within iframes in forms and custom workspaces may not display.

K2 Workspace cannot open prohibited iframe links. For example, custom URLs or task links from another domain may prohibit being opened in an iframe. A "Blocked URL" error message will be displayed within the iframe.
Mixed security links (for example, an SSL page with a non-secure link) will not display. A "Blocked URL" error message will be displayed within the iframe.