The Shared Workspace plug-in may switch itself off because:
If you do not use the plug-in, documents you have added to Shared Workspace (e.g. Word, Excel, and PowerPoint) will open in your web browser.
Your file is too big for a Room if it exceeds 9.5MB, 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 for advice.
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.
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.
HM Revenue & Customs (HMRC) policy is that all Room front pages must be read only.
This prevents objects being added to the front page in an uncontrolled manner and helps keep the front page in a structured format.
The Room’s Business Authorising Officers have the ability to add or remove content from the front page and all requests for changes should be made through them.
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.
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.
Refer to the Customer learning package for guidance on setting access controls.
The Business Authorising Officer 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.
Adding a new file creates a new version if the initial file is version tracked. In some circumstances this is a HMRC requirement.
You should contact the Business Authorising Officer to discuss this option.
Shared Workspace delivers notification emails:
To manage Room notifications open the Room and select to view the ‘map’ view. Once in the ‘map’ view right click the icon alongside the Room name and select the notification option.
Notification emails for items are managed by right-clicking the respective item or file and selecting the notification option.
The Inbox function has been disabled.
To print the entire database:
To export a database as a Comma Separated Value (CSV) file suitable for import into a spreadsheet:
Please note: Images in formatted text fields, attachments, comments, and change log entries are not exported.
The names of the CNCs are listed in the member list of a Room. Take the following steps to find the name of the CNCs:
Navigate to the home page of the Room by clicking the 'My eRooms' icon, and selecting the relevant Room.
Next select 'members' from the command bar to enter the member list.
Your Organisation's CNC role will appear in the top section of the member list in the format of your Organisation name followed by (CNC). To identify the names of the CNCs click the role name.
To contact the CNC, select their name and their email address will be displayed.
If it is urgent you should contact the Business Authorising Officer (BAO). The BAO will be able to remove members of your organisation from your Room but will not be able to add members or change roles.
The BAO may need to liaise with the Customer Organisation Representative (COR) and discuss who should be appointed as a new CNC within the Room.
The names of the BAOs are listed in the member list of your Shared Workspace Room. Take the following steps to find the names of the BAOs:
Navigate to the home page of the Room by clicking the 'My eRooms' icon, and selecting the relevant Room.
Now select 'members' from the command bar to enter the member list.
The BAO role will appear in the top section of the member list with (BAO) included in the role name. To identify the names of the BAOs click the role name.
Use either the email option, or send an alert to contact the BAO.
You can update your user details from the 'my member info' page which is accessed from the 'My eRooms' page.
The email address you enter must be the email address you use for business purposes.
Your email address and any supplementary information is held under 'my member info' accessed from your 'My eRooms' page. Any other member can access this information from within any Rooms that you're both a member of.
Shared Workspace is secure, further information about security can be found in the Shared Workspace Business Manual.
Yes, information in Shared Workspace is backed up on a nightly basis.
The Data Protection Act applies to 'personal data' in respect of 'living' individuals. That is, data (information) about identifiable living individuals (data subjects). Those who decide how and why personal data is processed (Data Controllers) must comply with the rules of good information handling, known as the data protection principles and other requirements of the Data Protection Act.
Information held within Shared Workspace is covered by the Data Protection Act.
Further information can be found in the SW Business Manual.
