Managing Workspaces — Data Access and Partitioning

IN THIS ARTICLE

ProKnow workspaces are abstract containers where patient and collection data is stored. One workspace can hold many patients and can have a representation in many collections. Each patient belongs to exactly one workspace. This article explains how to manage workspaces.

Note: You must have the Manage Users, Roles, and Workspaces permission to manage workspaces for your organization.

Viewing Workspaces

To view your organization's workspaces, click on the ProKnow icon in the top left corner of the page, and select Workspaces under Identity and Access Management. Just to the right of the main navigation are vertical tabs for each of the Identity and Access Management components. Use these tabs to switch quickly between the pages for workspaces, roles, and users. The workspaces sidebar is to the right of the tabs. The sidebar holds a list of workspaces that belong to the organization with a button to create workspaces at the top. Click on one of the workspaces to select it.

The main content area will update to display the details for the selected workspace. You will notice a large grey bar at the top of this space. On the left is the name of the workspace and the workspace slug. The workspace slug is used in the URL bar when you are viewing workspace resources. On the right, you will find buttons for editing and deleting the selected workspace. You may also see a lock icon, which indicates that the workspace is protected against accidental deletion. You can edit the workspace to disable this feature.

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Creating Workspaces

  1. Press the Create button at the top of the workspaces sidebar.
  2. Enter a Unique URL ID and the Name for your workspace. The ID must be unique across all workspaces in your organization. In addition, it may only contain lowercase alphanumeric characters or single hyphens and cannot begin or end with a hyphen. The URL ID will be used in the URL throughout the application. For example, you will access patients for your new workspace at https://custom-domain.proknow.com/unique-id/patients.
  3. If you wish to lock the workspace to protect it from being deleted by accident, leave the Protected field set to Yes (recommended). Otherwise, set the value to No.
  4. Press the Create button to create the workspace.

Editing Workspaces

CAUTION: Use caution when changing the values for the Unique URL ID. Since these values are used in the URL, changes to the URL will break any bookmarked links to a workspace resource.

  1. With a workspace selected from the sidebar, press the Edit button.
  2. Modify the field values as needed.

    The Unique URL ID must be unique across all workspaces in your organization. In addition, it may only contain lowercase alphanumeric characters or single hyphens and cannot begin or end with a hyphen. The URL ID will be used in the URL throughout the application. For example, you will access patients for your new workspace at https://custom-domain.proknow.com/unique-id/patients.

    If you wish to lock the workspace to protect it from being deleted by accident, leave the Protected field set to Yes (recommended). Otherwise, set the value to No.

  3. Press the Save button to save your changes to the workspace.

Deleting Workspaces

CAUTION: Deleting workspaces is an irreversible action, so use caution. Deleting a workspace will delete any patients contained in that workspace (including the corresponding patient data). It will also delete any workspace collections that have been defined for that workspace, and any saved URLs that point to resources for that workspace will be redirected.

  1. With a workspace selected from the sidebar, press the Delete button. If you see a lock icon, and the Delete button is disabled, you'll need to edit the workspace to set the Protected status to No before you can delete the workspace.
  2. Once you've read and understood the confirmation message, check the confirmation checkbox, and press the Delete button.
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