In Oracle Primavera Cloud, workspaces can be created as hierarchical structures that can be used to organize and categorize your projects. Similar to the Enterprise Project Structure in Primavera P6 Professional, workspaces allow you to subdivide your organization’s work into different groupings or levels. These levels may be divided to represent project types, site locations, or other major groupings that meet the needs of your organization.
Workspaces provide a way to customize sets of data for the projects contained within that structure, such as Calendars and Resources. Creating separate workspaces for these groupings help to segregate this data from projects that will be using different calendars, resources, and other data sets.
In Oracle Primavera Cloud, workspaces are arranged by default with the Company at the very top as the root workspace. The root workspace comes with two child workspaces, Production and Non-Production. Each workspace, except the root workspace, can have additional child workspaces and projects with custom data sets and security. You can customize your workspace hierarchy with as many workspaces as necessary to suit the needs of your organization.
Here is an example of a workspace hierarchy: The root workspace, Taradigm, has two child workspaces for Production and Non-Production. Each of these workspaces also has a series of child workspaces, as well, for different organizational needs.
Certain shared data, including security data, can be pushed down to child workspaces automatically. Global shared data should be configured as high up in the workspace hierarchy as it will be needed and set it to automatically share to all child workspaces. For example, if your organization has a list of codes that apply to all projects in all workspaces, you should configure those codes in the root workspace so that all workspaces can inherit them.
How to Add a New Workspace
In Oracle Primavera Cloud, sibling and child workspaces can be added to the default Production and Non-Production workspaces.
To add a new workspace, use the object selector to select Workspaces and choose View All Workspaces. Select the desired workspace row that you want to add your new Workspace to, either Non-Production or Production. In general, the Non-Production workspace is best for test spaces, whereas spaces that need more secure data should be added to the Production workspace.
Select +Add Workspace from the top toolbar.
Give the workspace a desired name and ID. In Parent Workspace, select where the workspace will reside in the organizational hierarchy – by default, the selected workspace will appear, but this can be changed by using the Select button.
If you have already created a workspace with data and object configurations that will meet the needs of your new workspace, you can create a copy of the original workspace to revise by selecting Copy From Another Workspace. You can also add a Description if desired, but both of these sections are optional.
Once complete, press Save. The created workspace will appear in the workspace list.
With the workspace created, it can then be accessed from the Workspace list, or using the object selector and choosing Workspaces.
Setting Up Workspace Permissions and Data
With the workspace created, projects can be added to it. Before doing so, however, you may want to set up workspace security permissions, defaults, and dictionaries. Setting up this data within the workspace will ensure that each project added to the workspace will have access to all of these data sets.
To set up workspace permissions and data, first ensure you are within the selected workspace, and then select the Summary & Settings app from the toolbar.
The Summary & Settings window for the workspace features seven different sections, each which allow you to set up a variety of different options for the workspace. By adjusting these settings ahead of time, they will be able to be pushed down to any project or child workspace added to current workspace. If you want all of your projects to use the same calendar, it would be useful to create the calendar at the workspace level and then add the projects so that they all have access to that calendar.
Details: The details section allows you to add a description and image to represent the workspace if needed
Dictionaries: Workspace dictionaries are repositories of items that can be used for the workspace, along with any projects, portfolios, and programs within the workspace. Dictionaries are organizational data such as calendars or codes. If you will be using the same dictionaries for many different projects, you might want to set these up at the workspace level – after adding projects to the workspace, those projects will have access to all created workspace dictionaries.
Defaults & Options: This section specifies the default configuration of settings for workspace objects, such as the autonumbering and measurement defaults. Setting these for the workspace will allow projects added to the space to inherit the same defaults.
News Feed: This section displays when any projects are added or removed from the workspace
User Groups: This section lets you create user groups for your workspaces and assign permissions to them.
Permissions: This section allows you to configure permission sets to allow users or user groups access to view, edit, and create different objects within the workspace. These refer to the level of access and functionality that users are given.
Security: This section allows you to control which users or user groups are able to access the workspace. You can also assign specific roles to users to determine which workflows they can manage within the workspace.
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Lauren Hecker is the Primavera P6 Professional and Oracle Primavera Cloud instructor for Taradigm. To see her next open enrollment course, please visit our calendar. To schedule an onsite or custom course, please contact us!
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