In X1 we introduce the Workbench as a brand new feature!
A workbench is primarily an admin tool which can be used to create predefined workspaces and include filters, views, search settings and column sorting.
They can be assigned to one ore more user groups so you for instance can have a workbench for the sales people, a workbench for artists, a workbench for addops etc.
If you are an admin reading here you can start by clicking here to jump straight to Workbench for admins section.
Workbench for users
If you have a workbench assigned there will be a workbench icon + the name of the workbench - in this case ‘X1 WORKBENCH’ - in the top left corner:
If you have more than one workbench assigned it will be possible to switch between those from the arrow menu next to the workbench name:
Inherit filters/advanced searches
As mentioned a workbench can have predefined filters/searches either as saved filters (which can’t be edited) or as advanced searches (which can be edited). All of them will display in the search bar as purple chips with a shield icon indicating that these chips has been inherit from a assigned workbench.
They can’t be removed from the search bar but they can be deactivated by clicking on them once while active (and the other way around when deactivated).
Selfmade settings/changes
It is also possible to add quick searches and your own advanced searches and/or saved filters to the search bar.
It is also possible to add more workspaces and sort columns, add other views (if your user group has access to more) and change the search parameters to all workspaces but be aware of this warning:
WARNING: If you reset your workbench all of your selfmade settings/changes will be lost!
Workbench for admins
The purpose for a workbench is to create a set of predefined workspaces, filters, views, search parameters and column sorting and then assigning them to different user groups with a logical name for the user to understand it’s meaning. For instance ‘Digital Salesforce’, ‘Digital Production’ etc.
This is by default a tool that admins/IT operators have access to manage but more user roles can be giving access by a setting in permissions (an IX employe needs to set this permission) so they also can create and see all created workbenches in the system. If they have been giving access to the workbench(es) by a user group as well it is also possible for them to make changes to the/these workbench(es)
How to set up a workbench
First you need to set up the workspaces incl. all settings like filters, views, search parameters and column sorting and when done click on the workbench icon in the top left corner and click on ‘Settings'
INFO: You can decide which workspace the user will have active when they log in by clicking on that specific workspace before saving it
WARNING: If changes are made to a already saved filter (blue chips) used in different workspaces and/or workbenches it’s VERY IMPORTANT to click on all other workspaces in which change/changes to the filter wasn’t made before publishing all workbenches and ask user to reset their workbench
A drawer will open and now you can add a new workbench from the three dots menu and ‘Add new’ menu:
HINT: You can adjust the height of the drawer by holding down on the mouse down and drag it up and down to the wished size
Give the workbench a meaningful name for the user group and then click on the arrow to the right to confirm:
Now you need to add one or more user group so the user(s) that is/are a part of the user group will get the workbench assigned when logging in for the first time. This can be done by adding one or more user groups from the left window below ‘Invited groups and when done click on ‘PUBLISH’
INFO: You can decide which workspace the user will have active when they log in by clicking on that workspace before you save i
The user(s) that is/are a part of the added user group can now login in and they will have the workbench assigned:
WARNING: Once a workbench has been published with user groups assigned the user(s) will get the workbench assigned when logging in the first time. If the user(s) has/have been logged in before and therefor already have a user preferences file they will need to reset workbench before getting it assigned BUT be aware of that all the selfmade settings/changes made the by the user will be lost!
Therefore it can be a good idea to wait to assign a workbench to a user group until it is completely done and ready for the user.
How to create more/duplicate workbenches
To create a new workbench click on the workbench icon and the three dots menu and chose ‘Add new’ like shown in the previous section: How to set up a workbench
The new created workbench will always be a copy of the one that is active which can be seen by the light blue dot in a circle:
After giving your new workbench a name and if ready assign user groups already now if but of course also go back to do that later so the users don’t get confused by getting a workbench assigned before it’s ready.
It is also possible to just duplicate a workbench but clicking on the three dots to the right of the workbench and chose ‘Duplicate’:
How to make changes to a already published/assigned workbench
It is possible to make changes to a already published/assigned workbench. Changes made to a published workbench is indicated by '*' in front of the workbench name next to the workbench icon to the top left and in the list when there is more than one workbench:
Also in the ‘Settings’ menu changes will be indicated by a purple stroke around the workbench(es) that changes has been made to and the changes can either be published to all workbenches by clicking ‘Publish’ in the black beam to the right:
From the three dots menu to the right of each workbench name changes can be published individually pr. workbench and changes can also be discarded one by one here. For instance if there has been made two changes to the workbench ‘DIGITAL PRODUCTION’ the ‘Discard’ menu needs to be chosen two times also:
The name can also be changed by double clicking it and then typing the new name followed by ENTER key and then click on ‘Publish’ from either the three dots menu or to the top right action.
How to delete a workbench
From the three dots menu to the right of each workbench name you can click and choose ‘Delete’ from the menu but first you need to remove all assigned user groups that is attached to it.
INFO: If a workbench is deleted the user will still have it assigned but the name will no longer appear next to the workbench icon. If the user should have another workbench assigned they will need to reset workbench and again be aware of that all selfmade settings/changes then will be lost.