With 2401 release, SAP Build Work Zone advanced edition extends workspace access control concept. Role based visibility can be realized and external users can access Public and Private workspace both as member and non-member when company admin allows the external users to access the site.
New Experience on Workspace Creation
Wizard based workspace creation experience is introduced along with the feature to get it easier for workspace administrator to enable the capabilities.
Open ‘New Workspace’ from the menu, click 'Public Workspace' icon and follow the wizard to start building your workspace.
New Workspace Create Public Workspace
On 'Next' clicked, you can decide membership participation settings.Member's access permission setting is optimized so that only applied permission can be configured based on collaboration level.
Member Participation(Limited vs. Full)
On Limited collaboration level, only 'Task Policy' can be configured.
On Full collaboration level, Upload Policy and content Approval Policy can be configured other than Task Policy.
Non-member participation is new introduced setting. You can decide the access permission of non-member via 'Collaboration Level'. From 'Access Policy', select who can access the workspace. Default setting allows all internal users to access the workspace with same permission as members except for uploading content, which is same behavior as previous Public Workspace.
With non-member participation configured, you can assign specific users/user list/roles to access the workspace with contents(workpage, knowledge base, event and related content folder items) read only mode and without any collaboration capabilities(such as like, comment and rate) and membership information.
Involve External Users into Workspace
External user can be included also when the company administrator and workspace administrator allow external users involved into workspaces.
Enable External User to Access Workspace
Company administrator can enable external user to participate workspaces through ‘External User’ setting’ in Administrator Console -> Feature Enablement -> Features -> User Management
Allow External Users to Access Workspaces - by Company Administrator
In Workspace setting, workspace administrator can enable the external users to access or be invited as members.
Allow External Users Involved into Workspace - by Workspace Administrator
Specify External User/User List as non-member of Workspace
Then workspace administrator can change the non-member participation setting by editing them from Workspace setting.
Workspace Participation Setting - by Workspace Administrator
Invite External User as Workspace Member
When those flags enabled, private workspace can also invite external user as members and we’ve simplified the workspace type to Public and Private. Original external workspaces in the company will be migrated to private workspaces with related setting maintained also.
Indication on External User Involved Workspace
Considering no external workspace anymore, to avoid sharing sensitive information to external users, external user flags enabled workspace will be marked with ‘External’ alert on Workspace header, alert message strip shown up on content edit mode and alert icon in copy/move content dialog used for content copy/move between workspaces.
Workspace Header with External Indication
Workpage Edit Mode with External Indication
Content Move to Dialog with External Indication
With all above capabilities, workspace administrator is empowered with more options and flexibility to define access controls of workspace. Workspaces can be shared with external users in content read only mode. Dynamically adjusting workspace access control for a user through assign or un-assign roles become possible.