FAQ: Content & File management

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What is a Room template?

A Room template is a pre-formatted Room that incorporates best practice in usability and design. Shared Workspace Rooms are created from templates.

My file is too big for the Room. What should I do?

Your file is too big for a Room if it exceeds 10MB, and you will not be able to upload it into Shared Workspace in its current format.

If you have compression software you can compress the file, and upload into the Room. When the file is opened, it will open outside of Shared Workspace in its native application.

If you do not have compression software, please contact your Customer Nominated Contact (CNC) for advice.

How do I keep a record of my intercom dialogue?

To keep a record of comments made in an intercom dialogue you can copy and paste the comments into a Shared Workspace note or text document.

Why can’t I upload Microsoft Access files?

Microsoft Access files cannot be uploaded into Shared Workspace. The service is designed to stop any file that may cause security or service performance issues being loaded onto the service. In the case of Microsoft Access, it is due to the general size of Access databases, and the impact they have on the service by the amount of storage room required.

Why can't I add objects to my Room's front page?

HMRC has a policy that all Room front pages must be read-only.

This prevents objects being added to the front page in an uncontrolled manner and assists in keeping the front page in a structured format.

The Room’s Business Authorising Officers (BAOs) have the ability to add or remove content from the front page and all requests for changes should be made through them.

Why can't I open/edit an item?

If you believe you should be able to open or edit an item please contact the Customer Nominated Contact (CNC). The CNC contact details will be available in the members list for the Room.

How can I control who has access to my items or files?

Access control should be set when creating items, but can also be altered on existing items within Shared Workspace.

Refer to the Customer learning package for guidance on setting access controls.

How do I hide an item?

Refer to the Customer learning package for guidance on setting access controls.

Who determines the access rights for my Room?

The Business Authorising Officer (BAO) is responsible for determining which members require access to the Room and what information each member can view.

There are Shared Workspace policies that must be followed which are outlined in the Shared Workspace Business Manual.

Why does adding a new file create a new version?

Adding a new file creates a new version because it is a HMRC audit requirement that Shared Workspace automatically version tracks each document. This allows any previous versions of documents to be available when an audit is carried out.

Can I turn off version tracking?

It is Shared Workspace policy that version tracking must be switched on at all times.