A Workbench is a tool used by system administrators to create predefined Workspaces. When onboarding new users or even when promoting new ways of using X1, Workbenches are a simple and powerful way to distribute uniform settings.
Workbenches include workspaces, filters, views, search settings and column sorting and can be assigned to one or more user groups. As such, you can ie. define a Workbench for the sales team, on for artists, one for ad ops etc.
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CONTENT:Workbenches for users
If you have been assigned to a Workbench there will be a Workbench icon and the name of the Workbenchin the top left corner. Below the name of the Workbench is ‘X1 WORKBENCH’.
If a user has more than one Workbench assigned, it is possible to switch between these by selecting another Workbench from the arrow menu.
Fetching assigned Workbench(es)
From version X1.4 it is possible to fetch assigned Workbench(es) from the profile menu:
When clicking on that menu it will show you this message:
That means that if you click OK you will get one or more assigned Workbenches assigned (or already assigned workbenches updated) by your admin and it will overwrite your current setup with workspaces, filters, views and sorting in X1.
Inherit advanced searches/saved filters
A workbench can have predefined chips either as advanced searches (which can be edited) or as saved filters (which can’t be edited).
All of the chips defined in the Workbench is displayed in the search bar as purple chips with a shield icon indicating that these chips has been inherited from an assigned Workbench.
They can’t be removed from the search bar, but clicking the purple chips toggles between activation and deactivation of the filters.
Adding your own searches inside a Workbench
It is possible to add quick searches and your own advanced searches and/or saved filters to the search bar even inside a Workbench.
It is also possible to add more Workspaces and sorting of columns and/or other views (subject to user group access). It is also possible to change search parameters to all workspaces.
Resetting a Workbench
If you wish to come back to how a Workbench was setup for you from the beginning it is possible to reset your current selected Workbench by be aware of this warning:
WARNING: If you reset a Workbench, all of your selfmade settings/changes will be lost!
You can find the Reset Current Workbench menu from the profile icon to the top right:
Play this video to see how the ‘Reset Current Workbench’ functionality works when selfmade changes/settings has been made:
Workbenches for administrators
Before assigning Workbenches to user groups, they should be given a descriptive name. This makes it easier for the users to understand the purpose of the Workbench. Examples could be ‘Digital Salesteam’, ‘Production team’ etc.
By default users with Admin and IT Operator roles have permission to manage Workspaces, but more roles can be added. This is useful if i.e. team leaders should be able to set up Workbenches for the other members of the team.
Setting up a Workbench
First of all, you need to set up the Workspaces incl. settings like filters, views, search parameters and column sorting. Once that is done, click on the Workbench icon in the top left corner and click on ‘Settings'.
A drawer will open: Add a new workbench from the three dots menu by selecting ‘Add new’:
HINT: You can adjust the height of the drawer by holding down on the mouse down and drag it up and down to the preferred size
Give the workbench a descriptive name and click on the arrow to the right to confirm:
Now you need to add one or more user groups to ensure that the member of the group(s) are assigned to the Workbench. This also means that the Workbench will be in effect when the group members log in next time. Add groups by selecting one or more user groups under ‘Invited groups’ in the right column.
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 it.
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 therefore already have a user preferences file, they will need to reset Workbench before getting it assigned. Be aware of that all the selfmade settings/changes made the by the user, will be lost!
It can be a good idea to wait to assign a Workbench to a user group, until it is complete.
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 above.
The new Workbench is a copy of active Workbench indicated by the light blue dot in a circle:
After giving your new Workbench a name, and if the Workbench is complete and ready for distribution, assign user groups.
It is also possible to duplicate a workbench by clicking on the three dots to the right of the Workbench name/group and choose ‘Duplicate’:
Making changes to a Workbench that has already been assigned
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.
Making changes to a saved filters when a part of a Workbench
If changes are made to a already saved filter (blue chips) used in different Workspaces and/or Workbenches it’s important to click on all other Workspaces where the filter has been used and in which the change/changes to the saved filter wasn’t made before publishing. Users of the Workbenches should of course alsp be asked to reset their Workbench to apply the changes.
How to delete a Workbench
From the three dots menu to the right of each Workbench name select ‘Delete’ from the menu. Please note that you need to remove all assigned user groups that is attached the Workbench before it can be deleted.
WARNING: 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 the Workbench. Be aware that all selfmade settings/changes will be lost.