Spaces
A collaborative work space provides a set of structured tools that enable multiple people to work together. Spaces in cyn.in focus squarely on team productivity and collaboration.
Typical purpose of spaces
Spaces provide a secure and controlled work area for teams and can be created for various activities e.g. groups, departments, projects, events and other activities. They are typically used to create a structured hierarchy - A space and sub-space can be created for each functional area across the organization, or a space can be added to promote cross-organizational conversations or to create departmental spaces.
Spaces deliver collaborative tools for shared activities and all work is stored in a centralized place.Who can create spaces
Anyone can create spaces in cyn.in. The creator is designated as the manager of the space and can invite other users to collaborate within the space. Best practice recommendation is to architect the first level of spaces with suggestions from the teams. Users can then create sub-spaces as required by the project or activity. Ad-hoc collaboration workflow or approval workflow can be applied to the space such that all applications and content follow the space workflow.Space Membership and Security
Permissions to access information in an enterprise are based on the employee’s roles. For example, some NDAs include clauses that disallow the details of a project to be disclosed to anyone else apart from those working on the team. Scenarios where content has to be carefully disclosed, collaboration technologies must play a role of enabling easy (selective) sharing of information at the same time allowing re-use of pre-created information.
cyn.in offers Selective Openness with Spaces in the following ways:
- Home Space - A central no-permissions-required space. A free-form collaboration area where anyone can add, collaborate upon and mine the grey matter of employees to get creative ideas that drive business. Stream of activities flow smoothly with recently worked/commented upon items bubbling to the top, making popular content emergent.
- Spaces with permissions - This is vital to large companies with diverse teams, where spaces act as virtual extensions of the physical workspace. Content created inside the spaces is visible only to members of the space. Members inside each space can play different roles like ‘reviewer‘, ‘collaborator‘ or ‘viewer‘ allocated by the ‘manager‘ of the space.
- Role based security: Role-based security and permission system allows fine-grained access control on content inside cyn.in. Select users or groups can be allocated explicit permissions to edit or review a wiki page, a blog post or file, enabling security for every item (leaf level) across the system.
- Workflows: Ready to use flexible business workflow engine to publish select items from a space to team members or the entire organization. Four step approval workflow allows users to first get a document approved before it is made available to people in the organization.
- Permission inheritance: Structured spaces inherit the access rights of the Space above it making it easier to work inside spaces.
- Managers: The manager role is granted to users who
are incharge of administering the space. This role provides admin privileges within the space. Typically creator of a space is its Manager. He can further assign other members the Manager role.
- Reviewers: The reviewer role grants approving
permissions in the space workflow, to its users and groups. This role
provides content moderation and approval oriented privileges.
- Members: The members role is granted to everyone who is required to collaborate within a space. Only members can create and edit content within the space.
- Viewers: The viewer role is assigned to all users and groups who need to be allowed to view published content within the applications of the space. Users with the viewer role can view only the content which is published by the reviewer in the workflow.
Quantity - Number of Spaces
Best practice is to keep the number of top-level spaces less. Rapid increase in number of spaces leads to extensive navigation and creates confusion to figure out where exactly to add new content.
Space Functionality - Applications within a space
cyn.in spaces provide an exhaustive number of collaborative applications like wikis, blogs, file repositories, micro blogs, discussions, image galleries, audio & video and other social applications into a seamless platform.
