Create workspaces from file

Please download this Excel file and fill it in according to the instructions in the file, which will be described below.

Once the file is ready:

1. Go to the My Workspaces page

2. Click on the + icon
   

3. Select From file
   

4. Select the Excel file which you filled in

5. The workspaces should be created.
   If you see any error, there might be something wrong in the process of filling in the template. Please go over the instructions below and make sure you did all the steps correctly.

6. You can now manage the created workspaces: add admins, manage the notifications, share settings, etc., by clicking on Settings in the 3 dots menu.

Edit the workspace

1. Click on the 3 dots menu > Settings
   

2. In the General information tab, fill in the workspace’s name, and department, and select a manager and language. You may also add a photo.
   
   Click Save

3. In the Members tab, add members to your workspace.
   To add existing users, search by name or email in the search bar, click on the user, and click Add.

   
   
   

   To add new users, click on the search bar and then Add new user
   

   Fill in the user’s name, last name, and email address. You can add a phone number and a profile picture if you’d like.
   

   Click Save. You may send an invitation to the new users by ticking the checkbox and clicking Send Invites.
   

4. In the Admins tab, add admins by searching by name or email in the search bar, clicking on the user, and clicking Add.
   

5. In the Automations tab, you can set new automation rules. To learn more about the automation, see our guide.
   

6. In the Share settings tab, you can manage the sharing settings of the workspace. That way, you can control the default settings that will be in each item in the workspace.
   For example, if you change the default to “all company”, then every new item created will automatically have “all company” selected in the sharing settings.
   

   1. The default share setting is “This workspace”
      

   2. You can change the default by selecting a different option and clicking save.

   3. Users will be able to change the default* before they publish the item by clicking on “Share settings” and selecting a different share option.
      *See the next point.
      

   4. You can remove options from the sharing settings options list by clicking on the bin icon.
      You can remove all options besides “Specific users”.
      
      When creating a new item, the list will contain only the share settings options which you selected to include.
      

   5. You can add the removed options back at any time, by clicking on Add a sharing option
      

   6. On the “Specific users” option, you have to select the users with whom you’d like to share by default.
      
      
      The users will be able to select different users than the default when they create a new item.

7. In the Notifications tab, select which notifications you want the workspace members will receive: email notifications for comments/ items and mobile push notifications (only for users who logged on to the app).
   Note that each user can control their own notification preferences.
   

8. Remember to click Save after any change you make

Instructions for filling in the template:

1. At the top of the file, are all the instructions for using it.
   Once you’ve finished filling in the template, the instructions should be deleted.
   

2. Note: you can upload multiple workspaces at a time (no limitation), just make sure each workspace is in a separate tab.
   Delete any redundant tab of a workspace if you don’t need it.
   

3. Fill in each workspace’s details:

   1. Name
      Select a unique name for each workspace

   2. Department
      Enter the department name

   3. IsEnabled
      Don’t make changes to this field, keep it “TRUE”

4. Fill in the users’ details:

   1. Manager
      This user will have management permissions in this workspace. Enter valid email, name, last name, and phone number (optional). Keep the IsEnabled “TRUE”.
      Tip: if you are adding users who already have a Shamaym account, you may skip the name & last name fields, and just enter their email address.
      Note: There can only be 1 manager for each workspace.

   2. Member
      Enter valid email, name, last name, and phone number (optional). Keep the IsEnabled “TRUE”.
      Tip: if you are adding users who already have a Shamaym account, you may skip the name & last name fields, and just enter their email address.
      Note: If you are adding phone numbers, make sure you add an area code for each number (+972 for example)

5. Before loading:

   1. Make sure you entered all the required data and that everything you’ve entered is valid (Name, Department, manager, members, Usernames, Emails, Phone numbers, Enabled status)

   2. Review the instructions again and make sure you haven’t missed anything

   3. Delete all empty/ redundant tabs

   4. Delete all empty/ redundant rows

   5. Make sure you haven’t added any information that wasn’t in the template, and make sure you haven’t changed the template’s texts and terms

   6. Delete the instructions by selecting rows 1-20, right-click, and delete
      

Example of an invalid file:

1. Unmatching format- make sure everything is according to the format, with no extra additions

2. Valid data- Make sure all the data you’ve entered is valid (Name, Department, manager, members, Usernames, Emails, Phone numbers, Enabled status)

3. Missing/ redundant data- make sure you’ve added all the required data. Review the instructions again if necessary and remove all redundant data