Space is your secure working environment inside the Elements application. It contains process maps, requirements and stories, data tables, Salesforce org models, reference models, themes, documents, users, user groups and all other kinds of content.
You can create and be a member of multiple spaces. There are 2 kinds of spaces: personal and team. The team spaces can be on a FREE, PRO or Enterprise plan. This article will explain all the differences between the different types and how to manage and use your spaces most efficiently.
- Dive-in video
- Personal space vs Team space
- How to create a team space
- How to use spaces effectively
- Space management
- Public spaces
- Frequently Asked Questions
Watch a nine minute video or scroll down to read particular sections.
Personal space vs Team space
Personal space is a space every user starts with. It contains only the process mapping tool with basic functionality. It was designed to be a sandbox for every user where they can privately play with different ideas and hone their process skills. As such you cannot invite other users to your personal space nor share any content from it.
You know you are in the personal space if the current space name display says "Personal" and there is nothing but the processes in the main app menu.
Team spaces, on the other hand, are for collaboration among many users. The main commercial model within Elements revolves around the level of the Team Space you are working with. There are various benefits and capabilities across different levels.
- Free Team Space - just like on the personal space, the free team space contains only the process mapping tool. However, you can invite users to this space and share your process maps with anyone you like. And everyone you invite or share the content with can also share it with anyone else.
- Pro Team Space - the PRO (paid) space unlocks for the user the enhanced process mapping tool with versioning, access and edit control; change management capability with business requirements and user stories; integration with Salesforce and an ability to produce Salesforce Org models and analytics; integration with JIRA for user stories; URL library and many others.
- Enterprise Team Space - On top of all the PRO features, Enterprise Spaces allow users to run unlimited metadata dependency trees.
How to create a new team space
Creating team spaces is easy. Click on "Change space" dropdown in the top toolbar. You will see a list of Spaces you recently visited (up to 5). At the bottom click "Go to Space list"
Once in the Space list, you will see all Spaces you are a member of. Click on "New Space" in the top right corner to create a new working environment.
If you wish to transfer your processes from the personal space to the team space so you can share and collaborate with your colleagues then read this article on copying maps.
At any point, you can also run a trial on your free team space.
How to use spaces effectively
DON'T think of a Space like a folder. You can control who can view or edit content within a Space. Most companies should have one operational Space.
If you are a consultant working with different clients - One Team Space per client. If you use a space per project you may lose out as the processes, Org metadata and documentation libraries within a space may be relevant to multiple projects and evolve over time. We'll come back to that. See the FAQs after this article...
If you are a large organization with multiple operating companies or divisions, you need to decide whether to manage everything in one Team Space - or have a space per division.
If you wish to change user permissions on a space (i.e. change who can edit which type of content), set up and manage your Salesforce connections or JIRA connections, configure custom data forms, or change any other space-wide settings then you need to access the space settings.
Just click on the gear icon on the toolbar or the name of your current Space.
You can make any PRO team space a public space in the Catalyst ecosystem. It means that any registered user can join it. It is a great way for consultancies to promote their solutions by offering some sample process content. Click here to learn more about public spaces.
Do I have a "Home Page" for each Space?
No, you have a single Home Page, and the "Recently Viewed Diagrams" and "Diagrams I Follow’ which can be from any Personal, Team or Public Space.
Can I share process in my Personal Space?
No. To share content with people, you need to create a Team Space. You can copy process from your Personal Space to your Team Space and then share the specific Diagram or Process with users. (Note: in the early days of Elements Catalyst, we allowed sharing of process content from Personal Spaces, but did not allow people to be added to personal spaces. User feedback showed that this was seen as confusing, so we have now made it only possible to share process in Team Spaces. Processes that were already shared before the end of 2017 can still be seen as shared in Personal Spaces.)
If I copy a Process from a Personal or Team Space, which Space does it go into?
When you copy the process, you are asked to select from the list of Spaces that you belong to.
Is there a limit to the number of Team Spaces I can create?
Is there any downside to creating lots of Team Spaces?
Potentially. Each Space has its own library of resources, data tables, reference models, etc. If you create lots of ad-hoc Team Spaces, you are then managing lots of moving parts and limiting the usefulness of analysis across your operation.
This is why you should limit Team Space creation to situations where no existing Team Space has the right libraries, appropriate membership, or doesn’t represent the eventual audience of the content. Obvious example is consultants. You should have 1 space per client. Following this logic, you should have 1 space per client operation - not per project. Different processes can have different people accessing/editing them, but all the processes then share the same resource, data table and URL libraries (in Pro).
Don’t forget that you can always share a process within a Team Space with a limited number of people, both inside and outside that Team Space.
What would be an example of a requirement for a new Team Space?
There are two obvious ones:
– Separating clients: If you are a consulting or services organization that uses Elements Catalyst with multiple clients, then a new Team Space per client may be appropriate.
– Confidentiality: Similarly, let’s say this is about a confidential reorganization or a brand new service launch. Even the blank data tables in the library or the resources appearing in the resource library might cause issues. In that case, a new Team Space ring-fences the libraries and the process to only those who are involved. Once public, you can copy content into the operational main space, integrate with your other process content and either delete or archive your confidential project space.
Can I choose any Team Space name?
Yes, provided a Team Space of the same name is not already in use within your @domain. To change this, you need to be an Admin on the Space. Click on Spaces, select the Space you want to rename and change the name in the Details panel on the right.
Can I change the name of a Team Space?
Yes, provided a Team Space of the same name is not already in use within your @domain. To change, you need to be an Admin on the Space. Click on Spaces, select the Space you want to rename and change the name in the Details panel on the right.
Can I delete a Space?
Yes, you can delete a Team Space by selecting the Space and clicking on the three vertical dots in the right panel and selecting "Delete". You can only delete a Space if you are an Admin. You cannot delete your Personal Space. Given the impact of deleting a space, you must type in the name of the space to confirm that you are deleting it on purpose.
Can every user in a Team Space create processes?
No. You need to have the right to create processes in that specific Team Space. You can get that in one of two ways. When a user is invited to a Team Space, the Admin can grant the user the right to create Processes. Alternatively, an Admin can select the user in the user list on that Team Space, and grant ‘Can Create Processes’ rights in the right panel. If you cannot contact an Admin for this Space, any user can create a process in their Personal Space, and copy them to the Team Space later. However, just because someone has create rights in one Team Space, it doesn’t mean that they can create a process in a different Team Space.
Is there a limit to the number of users in a Team Space?
Can every user in a Team Space edit existing processes?
Yes – whether or not they have ‘Can Create Processes’ rights, a Process Manager can give any specific user (inside OR outside a Team Space), edit or manage rights to a given process. On the processes page (from Left Menu), select the process, click on SHARE on the right panel and invite the specific user. Once in, a Process Manager can change their rights (for that process), to edit or manage. If the Space is Pro, then you can only change the user to edit if they are set as an Editor for the Space. This is set in the Space Management app. This is because an Editor in a Pro Space has a monthly cost.
Can every user in a Space see all the process in that Space?
No. The process owner sets the access rights from the SHARE tab for the process on the process page.
Can every user in a Team Space or Public Space see all the other users in the Space?
Team Space – yes. Public Space – no. Only the Admins for the Public Space can see all the users.
Who owns/controls a Team Space?
The person who creates a Team Space is by default the Space Admin and the space inherits the "Primary Domain" from their email address. If they are the only admin and the primary domain is their company - then they 'own' it. However, it is transferrable. They can set other additional users to be an Admin, and any of those can update the primary domain (see video below).
Can I change the Primary Domain for a Team Space?
Yes. On the Spaces page, select a Space and the domain can be changed in the right column. Note, the domain can only be changed by an Admin who shares the same domain as the new primary domain name.
How can I setup admin rights for someone to "take over" a space?
Assigning admin rights is set on the users page in the Space Management app. It is quite usual for a consulting or third party organization to introduce a client to Elements Catalyst as part of the work they are doing. In this case, the third party organization has often set up an initial Team Space. Over time, the client may well want to take over. In this case, they would have to nominate an Admin with an email in the client’s domain. That Admin can then go in and change the primary domain of the Team Space to that of the client. At this point, the client controls the Team Space, and whether the third party retains access to the Space and what rights they have. see above video snippet to change the primary domain.
Can the Team Space Admin come from any organization?
Is it easy to see which organization actually owns the Space?
Yes. On the Spaces page the ‘Primary domain’ is listed on the right panel. On the users page in the Space Management app you can see the other users and their roles.
Can I block users from a Team Space or Public Space?
The Admin controls which users are invited, blocked and removed from a Team Space. So if you want to remove someone's rights to a space (maybe someone has left, or a consultant/interim who has completed their contract - or someone moving to a different role - as admin you can drive that from the user tab in Space Management. In a Public Space, since users are self-inviting, the Admin can only block users.
Is there a limit on the number of process in a Team or Public Space?