Workspace Configuration

Workspace Configuration Guide - Admin Role

Purpose: This document is intended to provide a high level overview of functionality and configuration of Workspaces within the Levelpath Platform.

What is a Workspace?

A workspace is a request’s collaboration space to bring visibility and transparency to all the steps involved to complete a stakeholder’s request. This is the place to track, take action, and complete requests with all collaborating parties.

What is a Workspace Type?

A Workspace Type refers to the various workflows used to complete a stakeholder request. As an example, workspace types could be:

• Software Purchase Requests
• Vendor Renewals
• Contingent Worker Requests
• General Q & A
• Or any other workflow that results in the completion of a request.

Workspace types must be created by Levelpath today - please reach out when you have a need for an additional workspace type.

How do I access Workspace Types?

In order to access Workspace Definitions, the user is required to have the role of ‘Organization Admin’ (Org Admin) toggled on. All Organization Admins will have an Admin menu (the icons under the horizontal grey line). 

Similar to the Workspace Hub, when selecting Workspace via the menu, the user will be taken to a tableview of all Workspace Definitions:

The admin user will see the following:

• Name: The name of the specific workspace type/definition.
• Key: Every workspace type has a key. This is what displays in Hub and Workspace view before the number.
  • • EX: CRW-1, EVNT-5 
    • The number signifies how many workspace types in that key have been created
• Description: A brief description of what the workspace intends to accomplish.
• Published On: The publish date of the workspace’s most recent version.
• Connected Paths: The number of pathfinder paths that use the workspace type as an endpoint.
• Status: The current status of the workspace. If a Workspace has never been published, it will show a status of ‘Draft’.

Once the Organization Administrator (Org Admin) is in the Workspace Configuration, the user is directed to the Step Builder. In the following sections of this guide, we will walk through each of the three Workspace Configuration components: Step Builder, Intake Builder, and Settings.

WORKSPACE CONFIGURATION COMPONENTS

How do I Update/Edit/Configure a Workspace?

To update a workspace type, the Org Admin will navigate to Workspaces under the Admin menu and select the workspace they would like to make changes to. Once a workspace type is selected, the Org Admin will be presented with the Step Builder Page. 

Prior to making any changes, the Org Admin will need to create a draft by selecting ‘+ Edit Workspace’ on the top right corner of the page:

The system will then prompt the user to add notes to their new draft. This allows users to see what changes they made in this draft when looking at the Version History view. 

When in draft mode, the user will see “Publish draft” in place of “+Edit Workspace”. If it says "Edit Workspace" the user is still in view only mode.

Below shows the first configuration page:

The Organization Admin will see the following:

1. Workspace Components Tabs: A tabbed experience that lays out the process to configure the workspace type starting with the workspace steps, intake fields, then overall settings.
   1. • Step Builder: This is the first thing an Org Admin will see after selecting a workspace definition. Org Admin will be able to create, edit, and update a workspace step. We will walk through the Step Builder next. When configuring a workspace, start with configuring your workspace steps then build out the intake form.

1. 1. • Intake Builder: The intake builder allows for the Org Admin to configure what a requester needs to fill out to create a request workspace. It allows the Org Admin to request the most important data from a stakeholder as early as possible within their request process.

2. 1. • Settings: Workspace settings display workspace definition key, version history, and all paths directing users to the specific workspace definition.
   2.  
      • Version History: Allows Org Admin to see all versions of the Workspace, including when it was published, who published it, the status (archived, draft, or published) and a description of the version.
   3.  
      • Connected Paths: This tab shows the user which Pathfinder pills are connected to this specific Workspace. 
   4.  
      • Step Summaries: This tab shows the user a Description of each step in the Workspace.
3. Path View: The path is consistent with the workspace display after the request is submitted. The entire path is visible to maintain the context of the workflow. Selecting a specific step (pill) within the path will direct the user to the corresponding stage and step in the list below and open up the form editor directly under the path for an in-depth view of all components of the specific step. The path allows users to navigate through the workspace. 
4. Stage and Step List: Stage and Step list expands and collapses to give the user a view of forms and approvals within each stage and each step. When steps are added, the added steps will dynamically be reflected in the path above. Users also have the ability to drag and drop the order of each step, as well as, forms within the steps. (these are defined in the next section of this document).
5. Form Editor: Form Editor provides the user a simple way to manage the information they want to capture throughout the workflows within a form is easy to follow. Here, a user is able to add/delete fields, drag and drop to reorder the fields, as well as make fields required or optional for the specific step. 

When editing or configuring a workspace, it is important to understand the components and hierarchy of the workspace. Below is a breakdown of a workspace:

Stage - The sequential state of the workflow. All steps within a stage need to be completed in order for a user to move from one stage to another. All steps within a stage have to be completed before the subsequent steps become "active".

Step - Within a Stage, a collection of actions that can be assigned to 1 user or 1 user group and status that can be tracked at the step level.

Form - Within a step, a collection of fields that collect information necessary for each step.

Field - Within a form, a field is the individual question/request for information. A data point.

Approval - Within a step, this provides an approver to Approve or Deny the step. If Denied, the entire workspace is closed out as cancelled.

Confirmation- Within a step, this allows a workspace lead to review the previous information and complete the step as a whole.

NOTE: Forms and Approvals can also be referred to as ‘Step Actions’

Editing a Workspace

Add a Stage:

To add a stage, navigate to the Stage list on the lower left hand side of the page, and scroll to the bottom. Select ‘+ Add new stage’:

Once selected, a new stage will appear at the end of the path, and a new stage will appear within the Stage list.

To rearrange the order of a Stage, select the three dot menu on the stage intended to move, and select ‘Move Up’ or ‘Move Down’. To delete the stage entirely select ‘Delete stage’

NOTE: If the workspace type has conditional logic, steps that are impacted and their stages will not be able to move prior to the inputs necessary to execute the conditional logic.

Add a Step:

When a stage is added, the user can create a new step within that stage. To do so, you can either select the ‘+Add a new step to this stage’ button within the stage, or use the three dot menu within the stage and select ‘. Give the step a name and assign the step to the default workspace lead or another user/user group:

 

The user will see the newly added step reflect within the Path, as well as the Stage list.

Add a Form:

Once a Step is created, the user can add a form to the step. A form will have fields/questions to collect the necessary information for that step to be completed. To add a form to a step, the user can select the ‘+’ located within the stage, to the right of the step name, and select ‘Form’:

Once a form is added, the user will be prompted to name the form and assign it to the default workspace lead or a user/user group. Once that is complete the user will see the new step and form populate on the right side of the screen, and can begin adding fields within the form:

What is the difference between System Fields and Custom Fields?

System Fields pull information from the workspace to other parts of Levelpath. 

Can I change the order of the fields after they are created?

YES! An Org Admin is able to rearrange the order of the fields within a form by using the drag and drop feature. Simply click and drag a specific field and drop it in the order desired.

Adding Conditional Logic to Steps:

Conditional logic can be used to mark workspace steps as Not Needed depending on various field inputs from previous steps. This can be useful when certain steps may not be required for a request depending on a specific answer to a field (Example. Budget dictating a certain approval, or an existing supplier not having to go through onboarding/security review).

NOTE: Once a user works their way through the workspace path and arrives at the conditional step, it will update to ‘not needed’ or will remain, depending on the previously answered field that triggers the logic.

To create a conditional step, the Org Admin will have to select the step that will be impacted. Once the step is pulled up on the editor, select the gear icon located just to the right of the Step name along the Stage and Step list:

The user will then be presented the Edit Step Settings within the right panel of the page. Once the ‘Conditional Logic’ is toggled on, the user will be able to input the conditional formula and variables:

In this example, the conditional formula indicates that the ‘Supplier Onboarding’ Step is only necessary when the field "Is it a new supplier?" is answered with ‘Yes’. When creating a conditional rule, the field needs to be from a stage prior to the stage you are looking to have the logic applied to.

Be sure to save the conditional logic prior to publishing the Workspace draft.

NOTE: Formulas must contain at least one variable.

Example variable: budget_amount - where variable equals a number input from a currency input field named “Expected budget”. Formulas must also contain at least one operator.

Allowed operators are:

>, <, =, <=, >=, <>

Formulas can contain logic functions to combine conditions

Allowed logic functions are:

AND, OR, NOT

Logic functions require parentheses to separate them from each other.

Example:

budget_amount > 10000 OR (budget_amount < 151000)

If the values are text, include ' ' before and after the value as part of the formula. The value is case sensitive.

Linked Workspaces

Within the workspace admin workspace configuration, organization admins can now configure linking a workspace within a step. This is shown as a Step Action (similar to a “Form” or “Approval”).

To create a Linked Workspace, click the plus sign.

Clicking the plus sign will bring up the menu of Step Actions below. Click on 'Linked Workspace"

Once configured and published, the assigned user will be able to kick off a new workspace or mark as “not needed”:

Once a workspace is kicked off, the new workspace will have a link tying it back to the “parent” workspace.

How do I assign Steps, Step Actions and Workspaces?

Step assignments: you can assign a step to a user group or individual.

Step actions: Forms and Approvals can be assigned to a role from workspace configuration. Roles currently include the requester, individual, default step user group which refers to the user group assigned to the step. Again, anybody from the user group can then step in and complete this step action.

Supplier Tasks: Click here for the Supplier Task Guide

Within the workspace admin workspace configuration, organization admins can now configure a supplier task within a step. This is shown as a Step Action (similar to a “Form” or “Approval”):

Once configured and published, step owners in an active request can then assign information for a third party to fill out. The supplier task will be highlighted in orange.

NOTE: The supplier task is an external to-do for the supplier. Once invited, the supplier will have access to the configured form in the Levelpath Supplier Hub. The supplier does not have access to the workspace and can only see the fields you share with them and the responses they provide. No other information from the workspace is visible to the supplier.

Once the supplier task form is sent to the supplier (third-party), the supplier will receive an email invite that will enable them to access the form via Supplier Hub. 

Once the information is sent, the step owner will be able to view the submission progress.

INTAKE BUILDER

Once a workspace is configured, an Org Admin can proceed to the Intake builder to configure the intake form that stakeholders will complete when submitting their request.

The Intake builder has two main panels:

1. Workspace Fields: This is a list of ALL fields within the workspace.
2. Intake Fields: This is a list of the fields that will reflect on the intake form. 

The intake builder allows org admins to dynamically change and reorganize the intake fields.

To add fields to the intake form, users will simply select the arrow to the right of the specific workspace field they are looking to add.

The field will display under the ‘Optional Fields’ section of the intake form. Once added, fields can be rearranged by utilizing drag and drop:

To move an optional field to required, select the three dot menu to the right of the intake field:

Once the Org Admin is satisfied with the intake form order and layout, they can publish the draft and the changes will reflect on future workspaces.

Where can I find the workspace settings?

When selecting the Settings tab, the user will be presented with the Overview:

The Overview gives a snapshot of the Workspace name, Key, and Description. These are currently not editable.

The next tab within Settings is Version History. Here, a user is able to view the various iterations of a given workspace:

The Connected Paths tab illustrates all Pathfinder routes that lead to the specific workspace type as an endpoint:

You have now mastered the configuration of a workspace! 🎉

If you have any more questions, please reach out to Levelpath Support.