blackberry workspaces version 6.0.0 end user - technical … · 2018. 8. 21. · blackberry...

User GuideBlackBerry Workspaces version 6.0.0 End User -

Technical Content

Published: 2018-08-21SWD-20180821140714306

ContentsGetting started................................................................................................................. 9

What is Workspaces?.......................................................................................................................................................10

What's new?................................................................................................................................................................... 10

Sign in to BlackBerry Workspaces................................................................................................................................... 11

Sign in using your email address.............................................................................................................................. 11

Sign in with username and password........................................................................................................................12

Signing in with BlackBerry Workspaces for BlackBerry Dynamics............................................................................. 12

Sign out of BlackBerry Workspaces.......................................................................................................................... 12

Sign out of BlackBerry Workspaces on all devices.....................................................................................................12

Using the BlackBerry Workspaces Web Application.........................................................13About BlackBerry Workspaces Web Application.............................................................................................................. 14

Getting started with the BlackBerry Workspaces Web Application.................................................................................... 14

Search for workspaces, folders, and files..................................................................................................................17

Sort workspaces, folders, and files........................................................................................................................... 19

Manage your account.............................................................................................................................................. 19

Configure notifications.............................................................................................................................................20

Change your password.............................................................................................................................................21

Change your secret question....................................................................................................................................21

Access the BlackBerry Workspaces administration console...................................................................................... 21

Get help.................................................................................................................................................................. 22

Sending and receiving files..............................................................................................................................................22

Send new file........................................................................................................................................................... 22

Send a copy.............................................................................................................................................................23

View and manage sent files...................................................................................................................................... 24

Sign with DocuSign..................................................................................................................................................25

Add recipients to a sent file...................................................................................................................................... 26

Manage access to a sent file.................................................................................................................................... 27

Revoke access to a sent file......................................................................................................................................27

Manage collaboration.............................................................................................................................................. 27

Access received files............................................................................................................................................... 28

Acknowledge a file...................................................................................................................................................28

Managing workspaces.................................................................................................................................................... 29

Access workspaces................................................................................................................................................. 29

About My Workspace............................................................................................................................................... 29

Create a workspace................................................................................................................................................. 29

Create a transient workspace...................................................................................................................................30

Share a workspace.................................................................................................................................................. 31

Favorite a workspace............................................................................................................................................... 33

Manage workspace permissions.............................................................................................................................. 33

Rename a workspace...............................................................................................................................................33

Edit the workspace description................................................................................................................................ 34

Delete a workspace................................................................................................................................................. 34

View workspace information.....................................................................................................................................34

Recover workspaces from ransomware.................................................................................................................... 35

Managing folders............................................................................................................................................................ 35

Create a new folder..................................................................................................................................................35

Upload a folder........................................................................................................................................................ 36

Share a folder.......................................................................................................................................................... 37

Favorite a folder....................................................................................................................................................... 38

Manage folder permissions...................................................................................................................................... 38

Download a folder....................................................................................................................................................39

Rename a folder...................................................................................................................................................... 39

Move a folder or file................................................................................................................................................. 39

Delete a folder or file................................................................................................................................................40

View folder information............................................................................................................................................ 40

Managing files................................................................................................................................................................ 40

Share a file.............................................................................................................................................................. 41

Uploading files.........................................................................................................................................................42

Download files......................................................................................................................................................... 45

Managing file permissions........................................................................................................................................45

Locking files............................................................................................................................................................ 45

Favorite a file........................................................................................................................................................... 46

Edit a file online....................................................................................................................................................... 46

View files in the online viewer................................................................................................................................... 47

Working with annotations.........................................................................................................................................49

Working with comments...........................................................................................................................................51

Working with file versions......................................................................................................................................... 53

View additional information about files..................................................................................................................... 54

Add tags to files....................................................................................................................................................... 54

View the tracking map............................................................................................................................................. 54

View a file activity log............................................................................................................................................... 55

Work with multiple files............................................................................................................................................ 55

Managing access............................................................................................................................................................ 55

Use the Permissions tab...........................................................................................................................................56

Add a member to a workspace, folder, or file............................................................................................................ 56

Editing member permissions....................................................................................................................................58

Working with groups................................................................................................................................................ 59

Delete a workspace member....................................................................................................................................61

Send a message to workspace members..................................................................................................................61

Restore inheritance................................................................................................................................................. 62

Working with hidden files and the recycle bin...................................................................................................................62

Delete files permanently.......................................................................................................................................... 62

Restore a deleted or hidden folder or file.................................................................................................................. 63

Working with notifications............................................................................................................................................... 63

Manage comments..................................................................................................................................................63

Manage file permission requests.............................................................................................................................. 63

Manage workspace or folder permission requests.....................................................................................................64

User roles and permissions............................................................................................................................................. 65

Workspace members............................................................................................................................................... 65

Roles.......................................................................................................................................................................65

Permissions.............................................................................................................................................................66

Available permission sets.........................................................................................................................................66

Customizing access to folders or files....................................................................................................................... 67

Collaboration........................................................................................................................................................... 67

Requiring recipient sign in....................................................................................................................................... 68

Using the BlackBerry Workspaces mobile device clients..................................................69BlackBerry Workspaces app for iOS................................................................................................................................ 70

Introduction.............................................................................................................................................................70

Browse your files..................................................................................................................................................... 71

Search for files ........................................................................................................................................................71

Send a copy of a file.................................................................................................................................................71

Share a workspace or folder..................................................................................................................................... 73

Create a new document, spreadsheet, or presentation............................................................................................. 74

Take and upload a photo or video............................................................................................................................. 74

Edit a file in BlackBerry Workspaces Editor...............................................................................................................75

Managing member permissions............................................................................................................................... 75

Managing your settings ........................................................................................................................................... 76

BlackBerry Workspaces app for Android..........................................................................................................................77

Introduction.............................................................................................................................................................78

Home screen...........................................................................................................................................................79

Browse your files..................................................................................................................................................... 81

Search.................................................................................................................................................................... 81

Send a copy of a file.................................................................................................................................................83

Share a workspace or folder..................................................................................................................................... 84

Create a new document, spreadsheet, or presentation............................................................................................. 85

Take and upload a photo or video ............................................................................................................................ 87

Edit a file in BlackBerry Workspaces Editor...............................................................................................................87

Open from Workspaces in Office mobile app.............................................................................................................87

Save to Workspaces from Office mobile app............................................................................................................. 88

Managing member permissions............................................................................................................................... 90

Managing your settings............................................................................................................................................ 91

Using the BlackBerry Workspaces desktop clients...........................................................93Using BlackBerry Workspaces for Windows..................................................................................................................... 94

Overview................................................................................................................................................................. 94

Browse your workspaces..........................................................................................................................................95

Manage your preferences........................................................................................................................................ 96

Monitor and control sync activity..............................................................................................................................97

Lock files................................................................................................................................................................. 97

Share workspaces................................................................................................................................................... 98

Move and create workspace.....................................................................................................................................99

Move and create workspace and share...................................................................................................................100

Create annotations................................................................................................................................................ 101

Send a copy of a file...............................................................................................................................................102

Send files securely from Microsoft Outlook............................................................................................................. 103

View workspace/folder/file details...........................................................................................................................104

View notifications...................................................................................................................................................105

Configure notifications...........................................................................................................................................107

View recent files.................................................................................................................................................... 108

Using BlackBerry Workspaces app for Mac....................................................................................................................109

Overview............................................................................................................................................................... 109

Browse your workspaces........................................................................................................................................110

Choose workspaces to sync................................................................................................................................... 110

Switch sync accounts............................................................................................................................................ 111

Share workspaces................................................................................................................................................. 112

Copy & create workspace and share.......................................................................................................................113

Send a copy of a file...............................................................................................................................................114

Upload files........................................................................................................................................................... 115

View annotations................................................................................................................................................... 116

Resources.................................................................................................................... 119

Glossary....................................................................................................................... 121

Legal notice..................................................................................................................123

Chapter

1Getting started

Topics:

• What is Workspaces?

• What's new?

• Sign in to BlackBerry Workspaces

Objectives

By the end of this module, you will be able to:

• Define Workspaces and the various platforms Workspaces is supported on

• Know the different authentication methods of signing into Workspaces

Getting started

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What is Workspaces?Workspaces is the leading secure enterprise file sync and share (EFSS) solution. It enables users to securely share folders and files with others, while maintaining full control over who accesses them and how others can work with them. Workspaces encrypts files to protect sensitive data and enable organizations to store files securely, as well as share them without worrying about data leaks. Workspaces also requires users to authenticate (sign-in) to ensure only permitted parties can access content.

Some of the other benefits of Workspaces include:

• Specifying user access rights such as view, edit, copy, print, download, and share

• Tracking, managing, or revoking file access at any time--even after a document has been downloaded or shared

• Applying a permanent file watermark that includes identifying information (set by the organization administrator) such as the user's email or IP address

• Preventing content exposure or screen captures by enforcing Spotlight view (available in browsers only), which blurs the file display screen except where the mouse pointer is hovering

The BlackBerry Workspaces Web Application is the main point of access for administrators and users. It uses a browser such as Google Chrome, Microsoft Edge, or Safari to manage folders and files.

Mobile apps are available for:

• iOS

• Android™

Desktop apps are available for:

• Windows

• MacOS

On Windows, a Microsoft Outlook plugin allows email attachments to be shared via Workspaces.

What's new?Some new features of Workspaces include:

• A richer and more productive entry point in the Home screen dashboard, which provides immediate access to Pending Read Acknowledgements, Recent Files, Favorites, and Notifications

• A new improved share flow that allows you to easily and quickly share files without making unnecessary decisions. It takes only three clicks to share files in the default way, with the option to add specific permissions for confidential files.

• In-app notifications for all recent activities to make it easier to take actions (e.g., viewing permission requests) with one click and without leaving the platform

Getting started

10

• User control over what notifications and types of notifications are displayed

• A new System Tray menu for the Windows app that displays a streamlined feed of all syncing actions, notifications, and file changes

• Ransomware recovery

• In BlackBerry Workspaces Dynamics login screen, your email address and Workspaces server URL can be prepopulated for more convenient access

• Microsoft Office mobile integration allowing users to Open From and Save To Workspaces more easily from within Office apps

• The ability to open of Adobe password protected pdfs

• Columnar table selections in Workspaces Viewer

• Disabling of comments in Workspaces email notifications

• The ability to drag folders and their contents into a workspace in the web app on Chrome browsers

Sign in to BlackBerry Workspaces1. In your browser, enter the URL for the BlackBerry Workspaces Web Application.

Note: For many users this is www.watchdox.com (the cloud service URL.) If your organization uses a virtual appliance to host the BlackBerry Workspaces service or your organization has its own dedicated sub-domain on the BlackBerry Workspaces cloud, the URL will be different (for example, www.company.watchdox.com).

2. Enter your email address and click Sign in.The authentication method for your organization is determined.

After you finish: Refer to the following sections for instructions on how to complete the sign in process:

• If your organization is configured for sign in by email, sign in using your email address. Go to Sign in using your email address.

• If your organization is configured for sign in by username and password, sign in using your username and password. Go to Sign in with username and password.

• If your organization is configured for any other authentication method, follow the steps on screen to sign in.

Sign in using your email addressBefore you begin: Perform the steps outlined in Sign in to BlackBerry Workspaces. If your organization is configured for sign in by email, you will see a sign-in screen with the Email field.

1. Enter your email address and click Sign in.An email is sent to the email address supplied.

Getting started

11

2. Open this email in your regular email, copy the verification code, and return to the sign-in screen.

3. Enter the verification code.You are signed in, and the home screen of the BlackBerry Workspaces Web Application appears.

Sign in with username and passwordBefore you begin: Perform the steps outlined in Sign in to BlackBerry Workspaces. If your organization is configured for sign in by username and password, you will see a sign-in screen with Email and Password fields.

1. If you are an existing user, enter your email address and password.

2. Click Sign in.

3. If you are a new user, complete the following steps:

a. Click Create account.

b. Enter the required information and click Create account

You are signed in, and the home screen of the BlackBerry Workspaces Web Application appears.

Signing in with BlackBerry Workspaces for BlackBerry DynamicsTo enhance the login experience, recent versions of the BlackBerry Workspaces for BlackBerry Dynamics mobile app prefill the user's email address and the server URL in the login screen. This data is drawn from the BlackBerry Dynamics server.

Note: For users with two or more email addresses, the address on the BlackBerry Dynamics server will be used.

Sign out of BlackBerry Workspaces

Hover over and click Sign out.You are signed out.

Sign out of BlackBerry Workspaces on all devices1. Hover over and click Account Settings.

2. Click Sign out of all devices.You are signed out of BlackBerry Workspaces on all devices on which you are signed in to your BlackBerry Workspaces account.

Getting started

12

Chapter

2Using the BlackBerry Workspaces Web Application

Topics:

• About BlackBerry Workspaces Web Application

• Getting started with the BlackBerry Workspaces Web Application

• Sending and receiving files

• Managing workspaces

• Managing folders

• Managing files

• Managing access

• Working with hidden files and the recycle bin

• Working with notifications

• User roles and permissions

Objectives


• Navigate the Workspaces Web Application user interface to search for workspaces, folders and files, manage account settings and access the Workspaces administration console

• Know how to send and receive files in Workspaces

• Know how to manage workspces, folders, files, and permissions in Workspaces

• Know how to work with hidden files, recycle bin and notifications in Workspaces

• Identify the significance of use roles and sharing permissions in Workspaces

Using the BlackBerry Workspaces Web Application

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About BlackBerry Workspaces Web ApplicationThe BlackBerry Workspaces Web Application enables you to securely share your files with others, while maintaining full control over who accesses them and how they can work with them. You can store files in workspace folders and collaborate with others, or you can send files securely by email to others, using the BlackBerry Workspaces mail server. Even after sent files are received, you can continue to maintain control and manage them.

You can control access to your files by defining groups and including users in these groups. For each group, you can set specific access conditions (for example, the ability to copy or print a file), and then assign groups to each file, according to the permissions you want to grant. You can change these assignments at any time, with immediate effect.

Use the powerful search capabilities of BlackBerry Workspaces to quickly locate, sort, and filter files.

From the Home screen, you are able to view files that are pending read acknowledgement, files that were recently accessed, and files that you have tagged as favorites.

Mobile and desktop alternatives to the BlackBerry Workspaces Web Applicationare also available.

Note: The available features, options, and menu items depend on your organization’s configuration and your user permissions per workspace item. For questions related to your license and access and any of the features described in this guide, consult your organization administrator.

Getting started with the BlackBerry Workspaces Web ApplicationThe user interface of the BlackBerry Workspaces Web Application is divided into functional areas that make accessing, managing, and working with your content as easy as possible. After signing in, the home screen is displayed.


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Main content area

The main content area of the home screen is organized into three lists of files that are most likely to be accessed:

• Pending read acknowledgement - Files that require your acknowledgement before they are viewable

• Recent - Files that you have recently accessed

• Favorites - Files that you have tagged for quick access

Note: There is a maximum of ten files per list.

Attention: Transient files (i.e., files in workspaces established through the Unified Content Connector) are not automatically removed from the lists.

The dynamic action menu to the right of each item accesses the following file functions:

• View

• Copy link

• Send a copy

• Download

• Add to favorites

• Go to location


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Top bar

The top bar lets you access the following functionality:

Search Allows you to search for files at and below the hierarchy of your current location.

Notifications Displays messages to the user for in-app events such as permission requests.

Admin Console Access the BlackBerry Workspaces administration console (if your user role permits access).

Account Manage your user account or sign out of BlackBerry Workspaces

Navigation pane

The navigation pane to the left allows you to navigate to various areas of the application, manage workspace/folder permission requests, download a copy of the BlackBerry Workspaces desktop application, and access help resources. The navigation pane is available from anywhere in the application.

Expand navigation pane Expands the width of the navigation pane to display labels for the navigation pane icons

Workspaces Access all workspaces to which you have permission

Received Files Access files that have been sent to you from other users

Sent Files Access files that you have sent to other users

Favorites Manage your user account or sign out of BlackBerry Workspaces

Permission management Manage permission requests for workspaces, folders, and files

Pending acknowledgement Access files that require your acknowledgement before they can be viewed

Download desktop app Download the installation file for the desktop app


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Help Access documentation, the quick start guide, terms of service, and privacy policy. Take a virtual tour of the app, and contact the support team or a BlackBerry representative.

Function action button

The Function Action Button (FAB) at the bottom right of the screen opens a menu from which you can perform various actions.

Click to access the menu.

Click to close the menu.

Depending on your current context, the following actions can be performed:

• Create workspaces

• Create folders

• Send new external files.

• Upload files

• Share your current location

Note: The FAB "floats" and can be moved by selecting the button and dragging it to the desired location.

Search for workspaces, folders, and filesThe Search field in the BlackBerry Workspaces top bar provides an easy way to locate workspaces, folders, and files that you have permission to access.


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You can perform a generic search across all workspaces, folders, and files, or refine your search by one of six categories:

• Workspaces - returns workspaces only

• Folders - returns non-workspace folders only

• Files - returns files only

• By - returns workspaces, folders, and files that the specified user has permissions to view

• From - returns received files only

• To - returns sent files only

To perform a search:

1. Click anywhere in the Search field.

2. Optional: If you would like to refine your search, select one of the six search categories from the drop down menu.

3. Enter the name of the workspace, folder, or file that you wish to locate. If the By search category is selected, enter a user name or email address.A list of search results will appear.

4. Optional: Click See all results if the search results list is long and you do not see the item you are looking for.

5. Hover over an item in the results list to display the file actions menu.

6. Click View to open the file in the Workspaces viewer, or Download to download the file to your device.


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Sort workspaces, folders, and filesYou can control how workspaces, folders, and files are listed in the content area. The current sort type and sort order is indicated on the grey bar at the top of any folder or file list.

• Workspaces can be sorted by Name and Creation date

• Files can be sorted by Name, Date modified, and Size

Note: Sorting is not available on the Home screen.

1. To change the sort type:

a. Click the current sort type.

b. Select a new sort type from the drop down.

2. To toggle the sort order, click the current sort order.

Manage your accountYou can change your username, web application language, and set your file activity email setting.

1. Click and select Account settings.

2. In the Name box, type the name you want to use for your account. The name you set here is used when you share documents, request access to files, and so on.

By default, your name is your email address.

3. In the Language field, select the desired language.


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4. Click Save.Your changes are saved.

Configure notificationsThe notifications area displays in-app notifications for all recent events, such as permission requests. This makes it easier to take actions with one click, without leaving the platform. Notifications can be configured in the Account settings panel.

Note: Notifications are enabled by default.


2. Select Web app notifications to turn notifications on or off.

3. Select @mentions to be notified when a user mentions you in a comment.

4. Select Comments on files to be notified when a user adds a comment to a file that you have permissions on.

5. Select Items shared with me to be notified when another user shares a file, folder, or workspace with you.

6. Select Edits to files shared with me to be notified when another user makes edits to a file shared with you.

7. Select Requests for access to be notified when another user requests access to an item owned by you.

8. Select Send me a daily activity report for my files to receive a daily report on file activity for workspaces you own.

9. Click Apply.


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Change your passwordIf your organization is configured for username and password authentication, you can change your account password.


2. Click Change password.

3. In the Old password box, enter your current password.

4. In the New password box, enter your new password.

5. In the Confirm password box, re-enter your new password.

6. Click Change.Your changes are saved.

Change your secret questionIf your organization is configured for username and password authentication, change the question you are asked in order to authenticate your user credentials in the event that you forget your password.


2. Click Change secret question.

3. In the Enter password box, enter your current password.

4. In the New secret question box, enter your new question.

5. In the New answer box, enter your new answer.

6. Click Change.Your changes are saved.

Access the BlackBerry Workspaces administration consoleIf you are an organization administrator, you can access the BlackBerry Workspaces administration console to manage your organization's BlackBerry Workspaces settings.

Click then select Admin console.

After you finish: For more details on managing BlackBerry Workspaces as an organization administrator, refer to the BlackBerry Workspaces Server Administration Guide.


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http://help.blackberry.com/en/blackberry-workspaces/current/administration-guide/

http://help.blackberry.com/en/blackberry-workspaces/current/administration-guide/

Get helpTake a tour that introduces the BlackBerry Workspaces Web Application access online Support, or view our policies and terms and conditions.

Note: Available options may vary based on organizational policy.

•Click and select the desired option:

• Help

• Contact support

• Take the tour

• Quick start guide

• About us

• Terms of service

• Privacy policy

• Contact us

Sending and receiving files

Send new fileThe Send new file action, accessible from the Function Action Button, allows you to send files securely from your computer. This action uploads a new file to BlackBerry Workspaces and delivers it to others. Recipients receive a link to the file that they can access via BlackBerry Workspaces.

1. Click and select Send new file.

2. Browse to and select the file(s) that you want to send, then click Open.

3. Click Settings to modify the default permissions and collaboration settings configured by the organization administrator.

Note: Access to some file types cannot be controlled.

4. Select the Require recipients to sign in check box if you want recipients to sign in before accessing the file.

Note: For more information on this feature, see About requiring recipient sign in.

a. Select Require read acknowledgement to require read acknowledgement for the file.

b. Select Enable collaboration to enable your recipients to upload new versions of the file.


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5. If the permissions options are available, perform the following steps:

a. In the Permission list, edit the permission for the selected file.

For more information, see Permissions

b. In the File expiration list, set the time when the file will no longer be accessible by the recipients. Select a specific date, a time period from the list, or never.

If you select Specific date, click and select the date in the calendar.

c. In the Watermark list, set whether workspace .pdf files are displayed with a watermark.

Note: Watermarks are not displayed on Microsoft Office workspace files, even when .pdf files are set to display them.

d. In the Comment list, select On to enable recipients to comment on the file.

e. In the Allow access to list, select who can access the file: Recipients only; anyone in the Anyone within recipients' domain; or Everyone.

6. Click Done.

7. Enter the name, email address, or distribution list for each recipient, and then press ENTER.

8. If desired, change the subject of the notification email.

9. If desired, add a personal message.

10. If you do not want to notify anyone that you are sending a file, clear the Notify recipients checkbox. This is useful when you want to send yourself a file to continue working on it later.

11. Optional: Click Add files to include more files in the send. You can also add files by dragging and dropping them onto the panel.

12. Click Send.Your file(s) are sent. After sending files this way, you can access these files from the Sent files list. For more information, see Viewing sent items. If you selected Notify recipients, each recipient receives a notification or email message with a link to the file and can click the link to open the file.

Send a copyUse the Send a copy action to create a new instance of a BlackBerry Workspaces file and send it to another user. Recipients receive a link to the file and it appears in the Received files area. Senders manage the file in the Sent files area.

For files you have already shared, use Send a copy to send another new instance of the file. This is useful when you want to collaborate on a file independently of the original file recipients. For more information, see Collaboration.

To share the same instance of a sent copy with new recipients, add the new recipients to the existing file in your Sent files area. For more information, see Add recipients to a sent file.

1. Navigate to the desired file and click to the right of the file.


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2. Click .

3. Click Settings to modify the default permissions and collaboration settings configured by the organization administrator.

4. If you want to share your annotations with the file, select Include annotations.

5. Select the Require recipients to sign in check box if you want recipients to sign in before accessing the file.

a. Select Require read acknowledgement to require read acknowledgement for the file.

b. Select Enable collaboration to enable your recipients to upload new versions of the file.

6. If the permissions options are available, perform the following steps:

a. In the Permission list, edit the permission for the selected file.

For more information, see Permissions

b. In the File expiration list, set the time when the file will no longer be accessible by the recipients. Select a specific date, a time period from the list, or never.

If you select Specific date, click and select the date in the calendar.

c. In the Watermark list, set whether workspace .pdf files are displayed with a watermark.

Note: Watermarks are not displayed on Microsoft Office workspace files, even when .pdf files are set to display them.

d. In the Comment list, select On to enable recipients to comment on the file.

e. In the Allow access to list, select who can access the file: Recipients only; anyone in the Anyone within recipients' domain; or Everyone.

7. Click Done.

8. Enter the name, email address, or distribution list for each recipient, then press ENTER.


10. If desired, add a personal message.


12. Click Send.Your file(s) are sent, and can be accessed by you on the Sent items page. The recipient receives a notification or email message with a link to the file.

View and manage sent filesFrom the BlackBerry Workspaces Web Application home screen, access your sent files by clicking the Sent files icon in the navigation pane.


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In the Sent files area, you can view your sent items, share them with additional members, and download, share a copy, or delete them. You can also view file information, permissions, and track activity for each sent file.

Click Sent files in the navigation pane to view your sent items.

Perform the following actions on sent files from the action bar:

• Download the file. For more information, see Download files.

• Add to Favorites. For more information, see View and manage favorites.

• Add recipients. For more information, see Add recipients to a sent file.

• Send a copy. For more information, see Send a copy.

• Copy link. For more information, see Copy link.

• Upload a new version. For more information, see Upload a new version of a file.

• Delete the file. For more information, see Delete a folder or file.

• Manage permissions. For more information, see Managing file permissions.

• Create and respond to comments. For more information, see Working with comments.

• Track activity. For information about using the tracking map, see View the tracking map, and for more information viewing the file activity log, see View a file activity log.

Perform the following actions on sent files from the file action menu:

• View the file. For more information, see View files in the online viewer.



• Upload a new version. For more information, see Upload a new version of a file.

• View version history. For more information, see Working with file versions.

• Enable collaboration on the file. For more information, see Collaboration.

• Delete the file. For more information, see Delete a folder or file.

Sign with DocuSignIf you have upload capabilities in the workspace of the file you are sharing, as well as full access permissions on the file, you can share it via DocuSign. This will request an electronic signature from the recipient on the file.

Note: The ability to sign with DocuSign is enabled by organizational policy; contact your organization administrator for more information.

1. Locate the file that you want to send for review with DocuSign.

2. Click next to the file and select Sign with DocuSign.

3. In DocuSign, add recipients and prepare the file as desired.


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4. When you are ready, send the file.

After you prepare and send files for review with DocuSign, recipients receive an email notification inviting them to review the file in DocuSign. Once they have completed their review, a PDF version of the reviewed document is automatically uploaded to the workspace, and you are notified by email. If multiple recipients need to review the file, the reviewed version is only available after all parties have completed their review.

Add recipients to a sent fileAdding recipients to a sent file is a way to share files with new recipients in addition to your existing recipients. This action is useful when you want to add new members to an existing collaboration group on a specific item.

1. From the navigation pane, click Sent items.

2. From the content area, select the file you want to forward in the sent items list.

3. In the action toolbar, click Add recipients.


5. To set the file permissions, expiration, watermark settings and to include annotations, click Settings.

6. If you want to share your annotations with the file, select Include annotations.

7. In the Permission list, edit the permission for the selected file, as desired: For more information see Permissions.

8. In the File expiration list, set the time when the file will no longer be accessible by the recipients. Select a specific date, a time period from the list, or never.

If you select Specific date, click and choose the desired date from the calendar.

9. In the Watermark list, set whether workspace PDF files are displayed with a watermark.

Note: Watermarks are not displayed on workspace Microsoft Office files, even when PDFs are set to display them.

10. In the Comment list, select On to enable recipients to comment on the file.

11. In the Allow access to list, select who can access the file (Recipients only, anyone in the Anyone within recipients' domain, or Everyone).


13. To add a personal message, add your message in the Add a personal message box.


15. Click Send.Your file(s) are sent, and can be accessed from your Sent files area in the navigation menu from every screen. The recipient receives a notification or email message with a link to the file.


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Manage access to a sent fileFollow these steps to modify or revoke user access to a file located in your Sent files.

1. From the navigation pane, select Sent files and select the desired file.

2. Access the file's Permissions tab in the action bar menu.The Permissions tab displays a list of users and permitted groups.

3. Click All recipients.

4. Select the recipient(s) you want to modify permissions for, and click > Edit.

5. Update the permissions as desired.

6. Click Apply.

Revoke access to a sent fileYou can revoke access to sent items at any time.

1. From the navigation pane, select Sent files and select the desired file.

2. In the Permissions tab, select the recipient that you want to revoke access for.

3. Do one of the following:

• In the Permissions tab, click .

•Next to the recipient, click and select Revoke access.

4. In the confirmation message, click OK.The recipient can no longer access the file. To restore access, edit access as described in Manage access to a sent file.

Manage collaborationThe BlackBerry Workspaces Web Application allows you to manage collaboration for a file, even if it was initially sent without collaboration enabled. You can upload a new version yourself, and allow or block recipients from uploading new versions.

For more information, see Collaboration.

1. From the navigation pane, select Sent files.

2. Select the file you want to manage.

3. To upload a new version of a sent file, next to the file, click > Upload new version, and follow the on-screen instructions.

4. To allow recipients to upload new versions of the selected file, click and select Enable collaboration.


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5. To block recipients from uploading new versions of the selected file, click and select Turn off collaboration.

Access received filesClick the Received files icon on the navigation pane to access your received files.

Here you can view, download, add to favorites, share a copy, upload a new version, and hide received items.

Click Received files in the navigation pane to view your received items.

Perform the following actions on received files:

• View the file. For more information, see View files in the online viewer.



• Send a copy. For more information, see Send a copy.

• Upload a new version of the file (when collaboration is enabled for the file), see Upload a new version of a file.

• Hide the file. For more information, see Working with hidden files and the recycle bin.

Acknowledge a fileRead acknowledgement may be requested on files in a workspace or files sent via BlackBerry Workspaces. It requires the file recipient to complete an acknowledgement process before viewing the file.

This feature is set by organizational policy. All files pending read acknowledgement can be accessed directly from the Pending

read acknowledgement area of the home screen. When working in other screens, click the icon on the left navigation menu to access all items in your workspaces that are pending acknowledgement. Throughout your workspaces, individual files

that require read acknowledgement are also marked with the read acknowledgement required icon in the file details area.

1. Open a file marked with Read acknowledgement required.When opened, you will see a Read this document and click the acknowledgement bar at the end banner at the top of the file.

2. Once you have read the file, click Click here to acknowledge you have read the file at the bottom of the file.Notification of your acknowledgement is sent to the workspace administrator or file sender. The file is removed from your Pending read acknowledgement file list.


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Managing workspacesEach workspace is labeled with one of with the following icons to show your workspace role.

Signifies that the workspace is your personal workspace. For more information, see About My Workspace

Signifies that you are a workspace administrator. Workspace administrators have full control over the workspace and its folders and files. As an administrator, you can also manage workspace groups and users.

Signifies that you are a contributor to the workspace or have a custom role with upload capabilities. As a workspace contributor, you can manage folders and files within the workspace, and upload new files.

Signifies that you are a visitor to the workspace. As a workspace visitor, you can access the workspace according to your permissions. As a visitor, you cannot upload files to the workspace.

Workspace owners and administrators can manage workspaces, their folders and files, and access permissions. For more information on roles and permissions, see User roles and sharing permissions.

Access workspacesThe navigation pane contains all BlackBerry Workspaces and external repositories that you have permissions to access.

•From the navigation pane, select Workspaces or the desired external repository.The workspaces are displayed in the content area.

About My WorkspaceIf you have a "workspace owner" role in your organization, you are assigned a personal workspace named My Workspace.

My Workspace is intended to be used as a personal workspace, and is especially useful when working with a BlackBerry Workspaces desktop application.

When moving files and folders into BlackBerry Workspaces for Windows or BlackBerry Workspaces app for Mac, they are placed in your personal workspace unless otherwise specified. They then are synced with BlackBerry Workspaces on your mobile devices and on the web.

For more information, refer to the BlackBerry Workspaces for Windows User Guide or BlackBerry Workspaces app for Mac User Guide.

Create a workspace1. From the Workspaces screen, click in the action bar. Or, click then select New workspace.


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http://help.blackberry.com/en/blackberry-workspaces-for-windows/current/user-guide/

http://help.blackberry.com/en/blackberry-workspaces-app-for-mac/current/user-guide/

http://help.blackberry.com/en/blackberry-workspaces-app-for-mac/current/user-guide/

2. In the Workspace name box, enter a name for the workspace.

3. In the Workspace description box, enter a description (optional).

4. In the Administrator workspace box, enter the email address of a user or users you want to assign administrator privileges to for this workspace, and press ENTER after each one.

5. Select Read acknowledgement required to require read acknowledgement for every file in the workspace.

6. Click Add.

A confirmation message confirms the operation, and the new workspace appears in the list.

7. In the confirmation message, click Open to open the workspace or Upload Now to start uploading files to the new workspace.

You are added as an administrator by default. Administrators can add additional users to the workspace and set general access permissions.

Create a transient workspaceThis procedure describes how to create a new transient workspace in BlackBerry Workspaces Web Application for repositories configured using the Unified Content Connector. This action is available for users with the Workspace owner role.

1. Sign in to the BlackBerry Workspaces Web Application.

2. Access the Unified Content Connector repository.

3. In the action bar, click or click and select New workspace.

4. In the Workspace name box, enter a name for the workspace.

5. In the Workspace description (optional) box, enter a description if desired.

6. In the Path box, enter the repository path.

The path value determines the root level of the repository. It must begin with the same Allowed path as set by the Organization Administrator when the connector was configured.

For example: Where the Organization Administrator set the allowed path to \\fileshare\, the following paths are valid:

• \\fileshare\• \\fileshare\folderA\folderB

An example for systems with an Alfresco server: Where the Organization Administrator set the allowed path to http://<server ip or FQDN>:8080/alfresco/api/-default-/public/cmis/versions/1.1/atom/, the following paths are valid:

• http://<server ip or FQDN>:8080/alfresco/api/-default-/public/cmis/versions/1.1/atom/-default-


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• http://<server ip or FQDN>:8080/alfresco/api/-default-/public/cmis/versions/1.1/atom/-default-/repositoryA

7. In the User name and Password boxes, enter your access credentials for the external repository.

8. Click Add.

Share a workspaceSharing a workspace is one way to invite new members to the workspace. You can also add groups, email domains and individuals by managing workspace permissions.

Note: The new BlackBerry Workspaces share flow allows you to easily and quickly share workspaces without making unnecessary decisions. It now takes only three clicks to share a workspace using the default permissions set by the organization administrator. You have the option to modify these permissions if necessary.

1. In the content area, do one of the following:


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•Click next to the workspace that you want to share, and select Share.

•Click the workspace to select it, and then click in the actions bar.

• Hover over the workspace name and click Share.

2. Choose Users, Group, or Email Domain from the drop down.

3. If you choose Users:

a. In the Add members box, enter the email addresses of users you want to share the workspace with.

b. In the Message box, enter a message (optional).

4. If you choose Group:

a. Select either the Existing group or New group radio button

b. If you select New group, add a Group name, then optionally a Group description, Group members, and Group manager.

c. If you select Existing group, add one or more groups to the Select Groups field. You can click View existing groups to see a list of groups that are available to you.

d. In the Add members box, enter the email addresses of users you want to share the workspace with.

e. In the Message box, enter a message (optional).

5. If you choose Email domain:

a. Enter a domain in the Domain name field (e.g., blackberry.com).

6. To modify the default Sharing permissions, click Edit:

a. In the Role list, select the role that you want to assign to the members you are adding. For more information, see Roles.

Note: The default permissions for contributors and visitors are set and can be changed by your organization administrator. For more information, contact your organization administrator.

b. In the Permission list, select the user access rights for the workspace. For more information see Permissions.

c. In the File expiration list, set the time when the workspace will no longer be accessible by the recipients. Select a specific date, a time period from the list, or never.


d. In the Watermark list, set whether workspace .pdf files are displayed with a watermark.

Note: Watermarks are not currently displayed on workspace Microsoft Office files, even when .pdf files are set to display them.


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e. In the Comment list, select On to enable recipients to comment on files in the workspace.

7. Click Share.A confirmation message confirms the operation.

Favorite a workspaceMarking a workspace as Favorite is an ideal method of highlighting items of importance to you. Workspaces, folders, and files marked as favorite display in the Favorites area of the Home screen, as well as on the Favorites page, which can be accessed by

clicking on the navigation bar.

Favorite tags are user specific; they are not shared or shown to other users.

In the content area, do one of the following:

•Click next to the workspace that you want to mark as Favorite, and select Add to favorites.

• Hover over the workspace, right click and select Add to favorites.

The workspace is marked as a favorite and added to your Favorites page.

Manage workspace permissionsFor administrators of a workspace, the Permissions tab is displayed when the workspace, or any folder or file within that workspace, is selected. For more information on managing access, see Managing access.

You can filter the display of the Permissions tab in the following ways:

• Display permitted entities only or all defined entities (including those with no access) by selecting Show permitted only or Show all.

• To search for a particular user or group member, start typing the name or email address in the Search box.

• To sort the list alphabetically, toggle the Sort arrow. Note that the Administrators group always appears at the top of the list.

• Filter the displayed list by choosing one or more assigned organization roles and entity types available in the filter

.

Rename a workspaceWorkspace administrators can rename workspaces. You cannot rename My workspace.

1. In the content area, locate the workspace that you want to rename.

2. Hover over the item, and select Rename.


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3. Click in the name box, and edit the workspace name as desired.


•

To confirm, click .

•

To cancel, click .

A confirmation message confirms the operation, and the renamed workspace appears in the list.

Edit the workspace descriptionWorkspace administrators can add or edit the workspace description at any time.

1. In the content area, click the workspace name to access it.

2. In the management pane, in the Workspace info tab, do one of the following:

• To add a description, click Add next to No description.

• To edit an existing description, click the current description next to Description.

3. Enter the desired text, and click .

Delete a workspaceWorkspace administrators can delete workspaces.

1. In the content area locate and select the workspace that you want to delete.

2. In the action toolbar, click Delete.

Note: You cannot delete My workspace.

A confirmation message confirms the workspace is deleted.

3. If necessary, click Undo to restore the workspace.

After you finish: To restore a deleted workspace, contact your BlackBerry Workspaces administrator.

View workspace informationAccess the management pane to view workspace information, including a list of your capabilities in the workspace.

1. In the content area, click the workspace.

The Workspace info tab is displayed in the management pane on the right.


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2.Click to copy a link to the workspace to share with others.The link is copied to your clipboard.

3. Paste and send the link as desired.

Recover workspaces from ransomwareRansomware is a form of cryptovirology extortion, in which your data is encrypted and the attacker demands payment to restore access to that data. Ransomware Recovery allows an organization administrator to recover workspaces infected by malicious software. Workspace files are reverted to a point in time prior to the ransomware infection. If you fall victim to a ransomware attack and are unable to access your Workspaces content, do not communicate with or negotiate payment with the attacker!

1. Contact your organization administrator.

2. Provide details of the affected workspaces, and the time at which you believe the ransomware attack occurred.The organization administrator will revert your workspaces to a state prior to the ransomware event.

Managing foldersFolders can be used to organize and manage the files within your workspaces. You can set unique roles and permissions for each folder.

Note: When working with folders or subfolders with broken inheritance, all permitted actions are available based on your role in the parent folder or workspace.

For more information on roles and permissions, see User roles and permissions.

Create a new folderYou can create new folders in a workspace.

1. Click a workspace name in the content area to access that workspace.

2. Click in the action bar or click and select New folder.

3. Enter the Folder name.

4. If you want to set the permissions this folder:

a. Select the Set permissions checkbox.

Note: If you do not select Set permissions, this folder will inherit the permissions of the parent folder or workspace. You can edit the permissions after the folder has been created. For more information, see Manage folder permissions.

b. Click Set permissions.


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c. Click Accept.

d. Type in or select the group(s) that you want to give access to this folder, and assign the permissions of your choice.

5. Click Create folder.A confirmation message confirms the operation. The new folder appears in the workspace. Groups that have access to the parent workspace/folder will also have access to the new folder.

Upload a folderIf you are using a Google Chrome browser, you are now able to upload a folder and all of its contents from your local file system, by dragging the folder to your Workspaces navigation pane.

1. In the web app, browse to the location where you would like to upload the folder.

2. Drag a folder from your local file system to the navigation pane.The folder will be uploaded to the current location.

3. If you would like to notify members of the workspace about the new folder upload:

a. Check Notify group members and users.

b. Optionally, change the notification subject.

c. Optionally, add a personal message.

4. If you want to set the permissions for this folder, click Set permissions, check or uncheck groups/users from the list, then click Done.


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Note: If you do not select Set permissions, this folder will inherit the permissions of the parent folder or workspace. You can edit the permissions after the folder has been created. For more information, see Manage folder permissions.

5. Optionally, click Add Files to select additional files to add to the new folder.

6. Click Next.

7. Click Done.

Share a folderSharing a folder is one way to invite new members to the folder. You can also add groups, email domains and individuals.

Note: The new BlackBerry Workspaces share flow allows you to easily and quickly share folders without making unnecessary decisions. It now takes only three clicks to share a folder using the default permissions set by the organization administrator. You have the option to modify these permissions if necessary.

1. In the folder content area, do one of the following:

•Click next to the folder that you want to share, and select Share.

•Select the folder in the folder list, and then click in the actions bar.

• Hover over the folder name and then click Share.



a. In the Add members box, enter the email addresses of users you want to share the folder with.






d. In the Add members box, enter the email addresses of users you want to share the folder with.






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b. In the Permission list, select the user access rights for the folder. For more information see Permissions.

c. In the File expiration list, set the time when the folder will no longer be accessible by the recipients. Select a specific date, a time period from the list, or never.


d. In the Watermark list, set whether folder .pdf files are displayed with a watermark.

Note: Watermarks are not currently displayed on folder Microsoft Office files, even when .pdf files are set to display them.

e. In the Comment list, select On to enable recipients to comment on files in the folder.


Favorite a folderMarking a folder as Favorite is an ideal method of highlighting folders of importance to you. Workspaces, folders, and files marked as favorite display in the Favorites area of the Home screen, as well as on the Favorites page, which can be accessed

on the home screen or by clicking on the navigation bar.



•Click next to the folder that you want to mark as Favorite, and select Add to favorites.

• Hover over the folder, right click and select Add to favorites.

The folder is marked as a favorite and added to your Favorites page.

Manage folder permissionsThe Permissions tab is displayed in the management pane for a selected workspace, folder, or file, when you are an administrator in the workspace. For more information, see Managing access.


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Download a folderYou can download a folder and all of the files and sub-folders it contains to your computer. Full access user permissions allow you to download the original version of the files. Protected allows you to download a tracked version of the files, and view, edit, print, and copy the files according to your user permissions.

1. Navigate to the folder you want to download.


• Hover over the folder that you want to download, and select Download. The folder and its contents are downloaded with the highest level of permissions you have based on your role in this folder.

•Select the folder and in the action bar click and choose Full access or Protected from the drop down menu.

•From the folder entry, click > and choose Download - Full access or Download - Protected.

The folder is zipped and downloaded to your computer. If the folder has full access permissions, an unprotected copy is downloaded. If the folder is protected, a protected copy is downloaded and your ability to view, edit, print or copy the content is determined by the user permissions for the folder.

Rename a folder1. Navigate to the folder you want to rename.

2. Hover over the item, and select Rename.

3. Click in the name field, and edit the name as desired.

4. Do one of the following

•

To confirm, click .

•

To cancel, click .

A confirmation message confirms the item was renamed.

Move a folder or fileMove folders and files to other folders in the workspace, or to the workspace itself. You can move one or a number of items at once. When moving folders, its sub-folders and files are also moved.

1. Navigate to the item(s) that you want to move.

2. Select the item(s), and then click .


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3. Select the folder in the content list that you want to move the item(s) to, and then click Move.The item(s) are moved to the selected destination.

Delete a folder or fileFolders and files can be deleted by workspace members with the Administrators or Contributors role.

1. Navigate to the item(s) that you want to delete.

2.Check the item(s), and click in the action bar or click and select Delete.The item(s) are moved to the Recycle bin and if necessary, can be restored later by a BlackBerry Workspaces administrator.

View folder informationWhen you select a folder, the Folder info and Permissions tabs are shown in the management pane to the right. The Folder info tab displays information about your selection, including the list of capabilities (such as upload, move, share, etc.).

1. In the content area, select the folder.

The Folder info and Permission tabs are displayed in the management pane.

2.Click to copy a link to the folder to share with others.The link is copied to your clipboard.


Managing filesThe BlackBerry Workspaces Web Application allows you:

• Share a file

• Upload files to workspaces and folders

• Manage file permissions

• Access previous versions

• Access annotated versions of your files

To view your files, open them in the online viewer, or download then open them in a native application.


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Share a fileSharing a file is one way to invite new members to the file. You can also add groups, email domains and individuals.

Note: The new BlackBerry Workspaces share flow allows you to easily and quickly share files without making unnecessary decisions. It now takes only three clicks to share a file using the default permissions set by the organization administrator. You have the option to modify these permissions if necessary.

1. In the file content area, do one of the following:

•Click next to the file that you want to share, and select Share.

•Select the file in the folder list, and then click in the actions bar.



a. In the Add members box, enter the email addresses of users you want to share the file with.






d. In the Add members box, enter the email addresses of users you want to share the folder with.







b. In the Permission list, select the user access rights for the folder. For more information see Permissions.


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c. In the File expiration list, set the time when the file will no longer be accessible by the recipients. Select a specific date, a time period from the list, or never.


d. In the Watermark list, set whether folder .pdf files are displayed with a watermark.

Note: Watermarks are not currently displayed on folder Microsoft Office files, even when .pdf files are set to display them.

e. In the Comment list, select On to enable recipients to comment on files in the folder.


Uploading filesThe BlackBerry Workspaces Web Application allows you to:

• Upload a new file to a workspace

• Upload a new version of a file, which overwrites the existing file

The maximum file size for upload via the BlackBerry Workspaces Web Application is 10GB.

Note: Files of up to 10GB can be uploaded, however, the capability to upload may be limited by your computer’s available system resources or by your organization administrator who may have set a sync policy that restricts the type or size of files that you upload. Contact your organization's BlackBerry Workspaces administrator for more details.

Permissions and supported file types

This section lists the supported file types for each group of permission templates:

Full access

Users can download a copy of the file for full access.

Users can view Microsoft Office, .pdf, and image files through the online viewer*** and Workspaces mobile apps.

All file types can be securely transferred with BlackBerry Workspaces.

Advanced Rights Management

These permissions enable users to download protected files with rights management controls. BlackBerry Workspaces for Windows or the BlackBerry Workspaces app for Mac are required to open the protected files.

Users can also view rights protected files through the online viewer*** and Workspaces mobile apps.


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• Supported files: *.doc, *.docx, *.xls, *.xlsx, *ppt, *pptx, *.pps, *.ppsx, *.txt, pdf

• Image files: *.eps, *.jpg, *.jpe, *.jpeg, *.gif, *.bmp, *.png, *.tif, *.tiff, *.psd are also supported, if enabled by your organization.

• All other file types (e.g. *.avi, *.mp4, *.xlsm) are granted with "Full access".

Note: Image and text files (.txt format) are downloaded for view as PDF files.

Online only

These permissions require users to access protected files through the online viewer***.

Users can also view files through the BlackBerry Workspaces mobile apps.

• Supported files: *.doc, *.docx, *.xls, *.xlsx, *ppt, *pptx, *.pps, *.ppsx, pdf

• Image files: *.eps, *.jpg, *.jpe, *.jpeg, *.gif, *.bmp, *.png, *.tif, *.tiff, *.psd are also supported, if enabled by your organization.

• All other file types (e.g. *.avi, *.mp4, *.xlsm) are granted with "Full access".

*** Such files are converted for viewing with the online viewer. If you are unable to access a file, contact your BlackBerry Workspaces organization administrator.

Upload a fileYou can upload one or more files at a time to a workspace or folder.

1. Browse to the workspace or folder where you want to upload a file.


•Click and select Upload, browse to and select the file(s) that you want to upload, then click Open.

• Drag the desired file to the desired location.

•Click .

Note: If you attempt to upload a file with the same name as an existing file at the location, you must choose to either update the existing file or keep both files.

Your file(s) are uploaded. When your file(s) have finished uploading, the green check mark appears next to the file name.

3. Clear the Notify group members and users checkbox, if you do not wish to notify workspace members about the new files.


5. To add a personal message to the notification, add your message in the Add a personal message box. By default, the permissions of the parent folder are assigned to each file.

6. If you want to change the default access permissions for the uploaded file(s) in the current batch:

a. Click Set permissions.


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b. In the list of groups/user names, select the entity(ies) that you want to give access to the file(s) you are currently uploading.

Note: Entities that are not selected will have no access to the file(s) you are currently uploading, even if they have access to this folder. They will not see the file(s) in the folder.

c. Click Done.

Note: You cannot change permissions at this stage. If necessary, change the permissions after you have finished uploading. For more information, see Managing access.

7. If you want to upload additional files, click Add files or drag the desired file to the Upload window.

Tip: If you have navigated away from the location you are uploading your files to, click Go to location in the Upload window to return to that location.

8. Click Next.

Note: Access to some file types cannot be controlled. If your file is marked with File will be uploaded with 'Full access' permissions, anyone who can access the file can do so with "Full access" permissions.

Your file(s) are secured by BlackBerry Workspaces.

9. Click Done.The file(s) are uploaded. If you elected to send a notification of the uploaded file(s), an email notification is sent to everyone who has access to the folder.

Upload a new version of a fileYou can upload new versions of files in workspaces or in the Sent items area.

1. Browse to the file for which you want to upload a new version.

2. Next to the file, click > Upload new version.

3. Locate and select the file(s) that you want to upload, and click Open.The file is uploaded to Workspaces.

4. To notify users that have access to this document, ensure that Notify group members and users is selected.


6. If you want to send a personal message with the new version notification, enter your message in the Add a personal message box.

7. Click Next.

8. Click Done.The new version replaces the existing file in the workspace. Should you need to roll back to an earlier version, you can do so at any time. See Restoring a file to an earlier version for more information.


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Download filesIf you are the workspace owner or administrator, or the file owner, you can download the original file (without any access restrictions controlled by BlackBerry Workspaces) or the protected version of it (with access protected by the BlackBerry Workspaces permissions).

Note: If you are not the owner or an administrator, and the file permissions do not permit unprotected downloading, you are able to download a protected version only.

1. Browse to the file that you want to download.


• Hover over the file, then click Download. The file is downloaded with the highest level of permissions you have for your role in this folder.

•Select the file in the content list, then in the action toolbar click . Choose Full Access or Protected.

•Click > then choose Download - Full Access or Download - Protected.

The file is downloaded to your computer. If you chose to download a "Full access" copy of the file, an unprotected copy is downloaded, and your actions on the file are not tracked by BlackBerry Workspaces. If you chose to download a "Protected" copy, your ability to view, edit, print or copy the content is determined by your user permissions for the file.

Managing file permissionsThe Permissions tab is displayed in the management pane for a selected workspace, folder, or file, when you have administrator rights on the item. For more information on managing access, see Managing access.

Locking filesLock a file to prevent other users from uploading a new version for 24 hours. This feature is enabled by organizational policy.

Lock a file• Do one of the following:

•In the content area, next to the file you want to lock, click , and select Lock.

•When viewing an Office file in the online editor, click to lock the file. For more information on editing online, see Edit a file online.


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The file is locked for 24 hours, and during that time can only be unlocked by yourself or a workspace administrator. After that time, the lock is automatically removed.

Unlock a file

Locked files are marked in the content area with , and in the Workspaces Editor with

Files can be unlocked at any time by the user who locked them, or by the Workspaces organization administrator. By default, files are locked for 24 hours then released automatically.

To unlock a file, do one of the following:

• In the content area, next to the file you want to unlock, tap > and select Unlock.

•In the Workspaces Editor, click to unlock a Microsoft Office file for others. For more information on editing Microsoft Office files in the Workspaces Editor, see Edit a file online.

The file is unlocked.

Favorite a fileMarking a file as Favorite is an ideal method for highlighting files of importance to you. Workspaces, folders, and files marked as favorite display in the Favorites area of the Home screen, as well as on the Favorites page, which can be accessed on the home

screen or by clicking on the navigation bar.



•Click next to the file that you want to mark as Favorite, and select Add to favorites.

• Hover over the file, right click, and select Add to favorites.

The file is marked as a favorite and added to your Favorites page.

Edit a file onlineYou can edit Microsoft Office files online in the BlackBerry Workspaces Web Application where you have permission to do so.

Tip: Click when viewing Microsoft Office online to edit the document in the online editor.

1. Navigate to the Office file that you want to edit.

2.Next to the file, click > Edit in Office Online.The file opens in the online viewer.


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3. Edit and save your file as desired.

View files in the online viewerUse the online viewer to view Microsoft Office and .pdf files.

Note:

You are now able to view Adobe password protected pdfs in the online viewer. Users are first prompted to enter the Adobe password before the document can opened. Some limitations include:

• The annotation buttons are hidden in password-protected pdfs

• You must reenter the Adobe password when moving from normal viewing state to full tab

• Watermarks are not supporte

• Password protected documents cannot be sent to DocuSign

1. In the content area, select the file that you want to view.


• Click the file.

• Hover over the file and click View.

•Click > View.

3. If the document is Adobe password protected, enter the password and click Open.

4. To expand or close the viewer:

•In the title bar, click to maximize the viewer. If the document is Adobe password protected, enter the password and click Open.

•In the title bar, click to close the viewer.

5. Use the toolbar to perform the following actions:

•If you have the necessary permissions, click and select Full Access or Protected to download the file.

•If you have the necessary permissions, click to print the file.

•If you have the necessary permissions, click to send a copy of the file or share your annotations (this feature is based on your permissions).

•Click to view the file at actual size.


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•Click to view the file at full view.

•Click to fit the file to the width of the viewer.

•Click or to rotate the file clockwise or counterclockwise.

•Click to zoom in.

•Click to zoom out.

•Click to select the desired magnification

•

Click in the box and enter the desired page number to go to a particular page.

•Click to open the page thumbnails panel.

•Click to create an annotation. For more information, see Working with annotations.

•Click to search for text within the file. Use the arrows to page through the results. Click again to close the search box.

•If you have the necessary permissions, click to edit the file. The file opens in the online editor. Note, your organization must subscribe to this service.

•Click to go to the file location. This option only appears when you are in Full view mode.

•Click to view your permissions for the file.

6. To view annotations and comments:

a.Click to extend the right pane.

b. Click Annotations to view annotations.

For more information on working with annotations, see Working with annotations.

c. Click Comments to view comments.

For more information on working with comments, see Working with comments.


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Working with annotationsIn BlackBerry Workspaces, you can annotate and edit files in the file viewer. Files with annotations are marked in the content area. You can share annotations with others, but they can only be edited by their creator.

Use the free draw tool1. Click to open the annotation menu.

2.Click the down arrow next to the marker tool , and do one of the following:

• To change the color, select the desired color.

• To change the marker tip size, select the desired thickness.

• To change the transparency of the marker, select the desired transparency.

The tool changes according to your selection. To change another attribute, repeat this step.

3. Draw on the file as desired.The annotation is saved automatically.

4. To change the color, thickness, or transparency of the line after drawing, select the drawing and repeat step 2, changing the attributes as desired.

5. To move the drawing, drag it to the desired location.

6. To delete the drawing, select and delete it within the editor, or from the annotation management pane, click > Delete .

Highlight text1. Click to open the annotation menu.

2. Click the down arrow next to , and choose the highlighter color.

3. Highlight the desired text.The annotation is saved automatically.

4. To change the color of the highlighted text, select the highlight and repeat step 2.

5. To delete the highlight, select and delete it within the editor, or from the annotation management pane, click > Delete .

Add a sticky note1. Click to open the annotation menu.

2. Click the arrow next to , and choose the color of the sticky note.

3. Click the location where you want to add the sticky note, and enter your comments.


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The annotation is saved automatically.

4. To change the color of the sticky note, select the note and repeat step 2.

5. To edit the note, select it, click > Edit , and make the necessary changes.

6. To move the note, drag it to the desired location.

7. To remove the note, select it and click > Delete from within the editor or from the annotation management pane.

Search and filter annotationsUse the annotations pane to view all annotations in a file. Search and filter the annotations list to locate a particular annotation.

Tip: Click to reduce and click to restore the right pane.

1. To search for the annotations by a particular reviewer or text contained in a sticky note, in the Search box in the Annotations pane, start typing the desired string.The list is filtered according to the matching results.

2. To filter the list by annotation type:

a.Click and make sure that Types is selected.

b. Select or clear the desired annotation type(s).The display is updated dynamically.

c. Click Clear to clear the filters.

3. To filter the list by reviewer:

a.Click and make sure that Users is selected.

b. Select or clear the desired user(s).The display is updated dynamically.

c. Click Clear to clear the filters.

Download annotationsDownload the file as a PDF including all or selected annotations by author.

1. In the content area, locate the desired file.

2. Click and select the annotations of the reviewer that you want to include in the downloaded file.

3. Click Download.The file with annotations of the reviewers you selected is downloaded as a .pdf file.


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Share annotationsShare annotations that you've made on a file.

1. In the content area, locate the annotated file that you want to share.

2. Do one of the following

• To share the file from the workspace:

1.Click the next to the file.

2. Select Me and then click Share.

• To share the file from the online viewer:

1. Open the file in the online viewer.

2.Click and then click Share annotations.


Tip: To share your annotations with everyone who has access to the file, click Add all permitted members.


5. To add a personal message, add your message in the Add a personal message box.

6. Click Send.Your file(s) are sent. You can access your files on the Sent items page. For more information, see Viewing sent items. The recipient receives an email message with a link to the file; they click the link to open the file.

Working with commentsYou can comment on a file to start a discussion about it. Mention people in your comments, and reply to comments others have made on the file. Comments can be made on a file in the workspace or in the online viewer.

Note: The ability to comment on files is enabled by organizational policy; contact your organization administrator for more information.

To view comments:

• To view comments on a file when working in the BlackBerry Workspaces Web Application, select a file and access the Comments tab in the management pane.

•To view comments on a file when working in the online viewer, Click to extend the right pane and access the Comments tab.


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Create a commentBefore you begin: Locate and select the file that you want to make comments on.

1. In the content area, locate the desired file.

2. Access the file's Comments tab in the management pane.

3. Click in the New comment box and type your comment.

4. Type @ and enter an email address or name to mention someone.

5. Click Post.

Your comment is posted. If you mentioned anybody in a comment, they are notified by email.

After you finish:

If the person you mentioned does not have the necessary permissions to comment on the file, the workspace administrator receives an email notifying them that you are requesting permissions on their behalf.

If you are a workspace administrator the "Add permissions" message appears:

• Click Give permissions to give access and commenting permissions for the file.

Reply to a comment1. In the content area, locate the desired file.


3. Below the comment that you want to reply to, click in the Reply box and type your reply.

4. Type @ and enter an email address or name to mention someone.

5. Click Reply.

Your comment is posted. If you mentioned anybody in a comment, they are notified by email.

If the person you mentioned does not have the necessary permissions to comment on the file, the workspace administrator receives an email notifying them that you are requesting permissions on their behalf. If you are a workspace administrator the "Add permissions" message appears.

6. Click Give permissions to give access and commenting permissions for the file.

Edit a comment1. In the content area, locate the desired file.


3. Next to the comment that you want to edit, click > Edit.


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4. Edit your comment and then click Save.

Delete a comment1. In the content area, locate the desired file.


3. Next to the comment that you want to delete, click > Delete.

4. Click Delete.

Working with file versionsView a list of all versions of a file, open a previous version in the online viewer, and restore a file to an earlier version.

View versionsView a list of all versions of a file, and open a previous version for viewing.

1. In the content area, locate the file that you want to view.

2.Next to the file, click > Versions.

A list of versions appears.

3.To view a previous version, select the version that you want to view, and click > View.The file version is opened in the online viewer.

Restore a file to an earlier versionRestore a file to a previous version.

1. In the content area, locate the file that you want to view.

2.Select the file that you want to restore to an earlier version, and click > Versions.

A list of versions appears.

3.To set a particular version as the current version, select the version and click > Set as current version.A confirmation message confirms the operation.

Note: The earlier file version is restored in the folder or workspace. The later version becomes a saved version.


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View additional information about filesFile information including size, upload and modification history, and your permissions for the file can be viewed in the File info tab of the management pane. From here, you can also access previous versions of the file and tag the file.

1. In the content area, select the desired file.

2. Access the file's File info tab in the management pane.

3.Click to copy a link to the file to share with others.The link is copied to your clipboard.


Add tags to filesTag your files to help filter your files when searching. Tag options are defined by the organization administrator and can be assigned to any file in a workspace by the file owner.


2. Access the file's File info tab in the management pane.

3. Next to Tags, click Add.

4. Select a tag type from the Category drop-down list.

5. In the tag box, name the tag.

6. Click Add to add the tag to the selected files.

View the tracking mapView a map tracking user activity related to the selected file (including user email address, activity, date and time, and site location - city, state, country) for files in workspaces where you are administrator. View an activity log which shows details regarding activities performed on the selected file.

Note: The activity log can be viewed per file only.


2. Access the file's File activities tab in the management pane.

3. Use your mouse to zoom in and out of, and pan the map.

4. Click a user in the Last activities list to view more information about each activity on the map.


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View a file activity logView an activity log which shows details regarding activities performed on a selected file.

Note: The activity log can only be viewed for a file, not a folder.


2. Access the file's File activities tab in the management pane.

3. Click Full Log.

The log opens in a separate window or tab in your browser. It shows all access activities for the selected file, indicating who accessed it, the device used, and the location.

4. To filter the log by date, enter the range in the Set date range area.

5. To export the displayed portion of the log, click Export log.

Work with multiple filesYou can select more than one file at a time to perform bulk actions. Actions that are common to all the selected files are available.

1. In the content area, browse to the desired location.

2. Choose a selection option:

Option Description

Select Select a file or select multiple files one by one.

Select all Select all listed files.

After you finish: Select an action to perform on the files.

Managing accessThe Permissions tab is displayed for a selected workspace, folder, or file, when you are an administrator in the workspace. As workspace administrator, you can manage who can access workspace items. New members can be added as individuals, by defining an email domain, or as a Microsoft Active Directory or regular group. For each member or group of members, you can set their role and access permissions for a selected workspace, folder, or files. If necessary, you can edit the roles and permissions.

For more information on the meaning of user roles and permissions, including customized access to folders and files, see User roles and permissions.


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Use the Permissions tabFilter and sort the Permissions tab to view information on permitted entities.


2. Access the file's Permissions tab in the management pane.

3. To toggle between displaying all permitted entities for the selected item, click Show permitted only or Show all.

4. To sort the displayed list, click Sort and sort the list alphabetically.

5.To filter the displayed list, click > Sort and pick the desired filters:

• Type: group, user, Active Directory group, or email domain.

• Role: visitors, contributors, or administrators.

6. To search for an entity in the list, start typing the desired group name in the Search box.The list is filtered to show only matching items.

Permission access levelsWorkspace members in the Permissions tab are displayed with an access level icon. The following table provides a description of each icon:

Access level icon Description

This icon indicates that the workspace member has full access permissions.

This icon indicates that the workspace member has Advanced Rights Management permissions, meaning that they can view files online and download protected files.

This icon indicates that the workspace member has online-only, tracked access.

This icon indicates that the workspace member(s) has different roles and/or permissions for the selected items.

This icon indicates that the workspace member has custom permissions.

Add a member to a workspace, folder, or fileYou can add new groups, individuals, Microsoft Active Directory groups, or an email domain to a workspace, folder, or file.

Note: You can also add individuals by sharing the workspace, folder, or file.


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1. In the content area, select the workspace, folder or file to which you want to add groups, individuals, Active Directory groups, or an email domain.

2. Access the Permissions tab in the left pane.

3. Click . You can choose to add individual users (by email address), an entire email domain (company.com) or an Active Directory group (if your Organization’s BlackBerry Workspaces server is connected to an Active Directory server).

4. Select the group type: Group, Active Directory Group, or Email Domain.

a. If you select Group, enter a group name, group description, and in the group members area, enter email addresses or distribution lists.

b. If you select Active Directory Group, enter the Active Directory group name and a description.

c. If you select Email Domain, enter the Domain name.

d. If you select User, enter the email addresses of users you want to add and then press ENTER.

5. Click Next to set permissions for the new group.

Note: See User roles and permissions for details about the permissions that can be assigned.

6. Select the Role. For more information, see Roles.

Note: If you set the role of an Active Directory group to Administrator, this role cannot be changed later. If you set the role of an Active Directory group to Contributor or Visitor, the role cannot be changed to Administrator at a later time.

7. Select the Permission level. For more information see Permissions.

Note: The Advanced Rights Management permissions set is available for BlackBerry Workspaces Enterprise ES Mode and BlackBerry Workspaces Enterprise ES (Restrict Full Access) Mode only. For more information, contact your organization administrator.



9. In the Watermark list, set whether workspace PDF files are displayed with a watermark.

10. In the Comment list, select On to enable commenting.

11. Select if to apply the permission you are giving to This folder and subitems that inherit permissions only, or select if the permission you are granting will apply to This folder and all subitems.

12. Click Add.A confirmation message appears confirming the operation.


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Editing member permissionsYou can edit permissions for workspace members, change the group name or description, add or remove users from groups or the workspace, or delete an entity.

Edit access1. Navigate to the workspace, folder, or file that you want to edit access to.

2. In the Permissions tab on the management pane, select the desired entity.

3. Next to the entity that you want to edit, click and select Edit.

4. To edit group details, do the following:

a. To change the group's name, select the current group name and type a new name.

b. To change the group's description, click the box containing the current group description and type a new description.

5. Select the desired Role. For more information, see Roles.

Role appears when editing access to a workspace or folder only.

6. Select the desired Permission. For more information see Permissions.




8. In the Watermark list, set whether the file is displayed with a watermark when viewed using a Workspaces viewer.

9. In the Comment list, select On to enable commenting.

10. Click Apply.Your changes are saved.

Revoke accessYou can revoke access to workspaces, folders, or files for any workspace member.

1. In the content area, select the item that you want to revoke access to.

2. In the Permissions tab of the management pane, select the entity that you want to revoke access for.


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• Click .

• Hover next to the item, click Edit and in the Permission list, select No access.

4. In the confirmation message, click Apply.The entity can no longer access the item.

Restore accessYou can restore access to workspaces, folders, or files for any workspace member.

1. In the content area, select the workspace, file, or folder for which you want to restore permissions.

2. Access the item's Permissions tab.The Permissions tab displays two sub tab options: Show permitted only and Show all.

3. Select the Show all tab and locate the member or group for which you want to restore permissions.

4. Hover over the member you want to restore, and click > Edit.

5. In the Permission list, set the new permissions level as desired.

6. Click Apply.A confirmation confirms the operation.

Working with groupsYou can view group members, and add and remove group members.

View group members1. In the content area, locate the relevant workspace or folder.

2. In the Permissions tab of the management pane, select the relevant group.

3.Next to the desired group, click and select Members.

The group's members are displayed.

Assign group managerAssign the group manager role to enable a group member to add and remove people from the workspace group.

Note: Group managers cannot manage group permissions, which are managed by workspace administrators.


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1. In the content area, locate the relevant workspace or folder.

2. Access the item's Permissions tab, select the desired group and click > Members.

3. Select the group member that you want to make group manager and click > Make Group Manager.

4.In the Permissions tab of the management pane, select the desired group and click > Members. A confirmation message confirms the operation. The selected member is promoted to group manager.

Remove group managerRemove a user from the group managers role to demote them.


2. Access the item's Permissions tab, select the desired group and click > Members.

3.Select the group member that you want to remove from group managers and click > Remove from Group Managers. A confirmation message confirms the operation.

Add a user to a groupThis task can be performed by workspace administrators and group managers.


2. Access the item's Permissions tab, select the group to which you want to add users.

Note: You cannot add users to an email domain group.

3. Next to the group, click and select Members.

4. Click .

5. In the Add members box, enter an email address or distribution list name and press RETURN.

6. In the Add managers box, enter an email address and press the RETURN.

7. Repeat steps 5-6 for each new member or distribution list you want to add as a member or manager.

8. Click Add.The users or distribution lists are added to the group.

Note: Users do not receive notification that they have been added to the group.

Remove a user from a groupThis task can be performed by workspace administrators and group managers.

1. In the content area, select the relevant workspace.


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2. In the Permissions tab of the management pane, select the group from which you want to remove users.

3. Next to the desired group, click and select Members.

4. Select the group member(s) that you want to delete.

5.Click .A confirmation message confirms the operation. The selected members are removed from the group.

Delete a workspace memberDelete groups, individuals, or email domains and remove them from the workspace.

1. In the content area, select the relevant workspace.

2. In the Permissions tab of the management pane, select the group that you want to delete.


•Select the group from the group list and click .

•Next to the group that you want to edit, click and select Delete.

A message confirms the operation, and the selected group is removed from the workspace.

Send a message to workspace membersSend an email message to one, all, or selected members of the selected workspace, folder, or file. A link to the selected item is included in the email message.

1. In the content area, select the desired workspace, folder, or file.

2. Access the Permissions tab of the management pane.

3. Select the group(s) and members that you want to message from the member list.

4. Click .

Note: Sending a message to an email domain is not supported.

5. In the Subject box, enter a subject for the message.

6. In the Message box, enter text for your message.

7. Click Send.A confirmation message confirms the operation.


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Restore inheritanceFolders and files that have broken inheritance (different permissions) from their parent workspace or folder are shown with the broken inheritance overlay:

Perform the steps described here to restore the permissions held by the parent workspace or folder.

For more information on inheritance, see Customizing access to folders or files.

1. Browse to and select the item for which you want to restore inheritance.

2. Access the Permissions tab in the management pane.

3. Click Inherit now.

4. If restoring inheritance to a folder, do one of the following:

• Select This folder only to apply the permissions to this folder only.

• Select This folder and all subfolders to apply the permissions to the folder and all its subfolders, including those with broken inheritance.

The selected item inherits the access roles and permissions of the parent.

If you selected This folder and all subfolders, the inherited permissions are applied to all sub-folders or files that inherit permissions from the folder for which you are restoring inheritance. Any sub-folders or files that have broken inheritance are not affected by this change.

Working with hidden files and the recycle binItems that you delete from the Workspaces or the Sent files area are moved to a recycle bin in that location. In your Received files list, files can be hidden from view and restored from the Hidden files list.

You can restore files that were accidentally hidden or deleted, or permanently delete files to clear space.

Delete files permanentlyYou can delete files from the Recycle bin to permanently remove them from BlackBerry Workspaces.

1. In the management pane of the Workspaces or Sent files area, click Recycle bin.

2.Select the folder(s), or file(s) to delete, then click .The selected folder(s) or file(s) are permanently deleted from BlackBerry Workspaces.


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Restore a deleted or hidden folder or fileYou can restore files deleted from the Workspaces or Sent files areas or hidden from the Received files list.

A workspace administrator can only restore deleted workspace files. If a folder has been deleted, the folder is restored when restoring the files.

Note: You cannot restore files deleted from the Recycle bin or hidden files.


• In the Workspaces or Sent files area, select the Workspace info tab of the management pane, and click Recycle bin.

• In your Received files list, click Hidden files in the management pane.

2. Hover over or select the folder or file that you want to restore, and click Restore.The selected file is restored and appears in the location from which it was hidden or deleted.

Working with notificationsYou can access your notifications in BlackBerry Workspaces from the top bar to view comments that you were mentioned in and to manage your workspace, folder, and file permission requests.

•Click to view notifications.

Manage commentsYou are notified when someone mentions you in a comment or replies to a comment you made on a file.

1. From the top bar, click .

2. To view the comment, click it.The file is opened in the viewer in a new tab.

3. To clear all comments from your notifications list, click Clear comments.

Manage file permission requests1. From the top bar, click .

2. Click File permission requests.

3. Click the file request that you want to handle.


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The handling options available in the Requests tab may vary depending on the nature of the request and the location of the requested file.

Note: Requests are listed per file, and may include single or multiple requests.

The Requests tab appears in the management pane on the right of the screen.


• To approve the request by sending a copy of the file, select Approve this request, and set the permission level and/or file expiration date.

For more information on permissions, see User roles and permissions.

• To approve the request by adding the user to the workspace, select Approve by adding the user to, click Directly to the workspace, and then select the desired role, permissions, file expiration, and watermark settings.

• To approve the request by adding the user to a group, select Approve by adding the user to, select An existing workspace group, and click Choose group to select the group.

• To deny the request, select Deny this request, and select Notify the user to send notification.

5. Click Apply.The user is notified if the request was approved. If you denied the request, no notification is sent unless you chose to send a notification.

Tip: To view the workspace or folder information or permissions, access the information or permission tabs in the management pane.

Manage workspace or folder permission requests1. From the top bar, click .

2. Click Workspace/folder permission requests.

3. Click on the desired request in the list.

Note: Listed requests are per workspace or folder, and may include single or multiple requests.

The Requests tab appears in the management pane on the right after selecting a workspace or folder from the list.


• To approve the request by adding the user directly to the workspace, select Approve by sending a copy of the file, select the permission level to assign and click Apply.

• To approve the request by adding the user to a group, select Approve by adding the user to:, and select from An existing workspace group depending on your level of permissions, and click Apply.

• To deny the request, select Deny this request, and select Notify the user to send the notification.

5. Click Apply.


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The user is notified if the request was approved. If you denied the request, no notification is sent unless you chose to send a notification.

User roles and permissionsUser roles and permissions are set for each workspace member and for recipients of shared files.

Workspace membersWorkspace members can be added individually and assigned a role and permission set, or organized into groups with a group role and permission set. Members can access all workspace folders and files unless your organization's BlackBerry Workspaces administrator specifies otherwise. Members are workspace-specific and their defined permissions in one workspace does not grant them access to other workspaces or their folders and files.

RolesUse roles to determine user management capabilities within a workspace or folder. Define roles when you create a workspace, and change or remove roles later by editing access.

There are three standard roles with pre-defined capabilities. Organizations that are configured for creating custom roles can offer additional roles with unique capabilities.

The standard roles are described here:

Administrators

Workspace administrators have full control over the workspace and its folders and files (upload, download, move, delete, and so on). Administrators can also manage workspace groups and users. By default, the workspace creator is added to the Administrators group.

Contributors

Contributors perform the following actions:

• Folder level: Add and delete folders, move files across folders, and move and rename folders.

• File level: Upload, move, rename, and remove files.

Visitors

Visitors can access workspace files depending on their permissions. Visitors cannot upload files to workspaces. Default file permissions for visitors are set by your organization administrator.


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PermissionsUse permissions to define user access rights for workspace files. A number of permission sets are available, depending on what has been set by your organization BlackBerry Workspaces administrator, and according to your organization's defined enterprise mode.

Available permission sets

Full access

Users with full access permissions can perform all actions in BlackBerry Workspaces.

Advanced rights management

The Advanced Rights Management (Download protected) permission sets are available for BlackBerry Workspaces Enterprise ES Mode and BlackBerry Workspaces Enterprise ES (Restrict Full Access) Mode only.

The following table details the available permissions for each advanced rights management permission level.

Download Full access

Download Protected

View online Copy Edit Print Programmatic access

Download protected, edit, copy & print

- Yes Yes Yes Yes Yes -

Download protected, edit & print

- Yes Yes - Yes Yes -

Download protected & edit

- Yes Yes - Yes - -

Download protected & print

- Yes Yes - - Yes -

Download protected

- Yes Yes - - - -


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Online only

Download Full access

Download Protected

View online Copy Edit Print Programmatic access

View & print - - Yes - - Yes -

View - - Yes - - - -

Spotlight view

- - Spotlight view only (blurred outside of subject area to block over the shoulder viewing)

- - - -

No access - - - - - - -

Customizing access to folders or filesEntities (individuals, groups, or members of an email domain) can access workspace folders and files, based on the permissions you selected.

Permissions can be adjusted by applying different permission levels. When adding new entities, you can also select if you want to give them access to all workspace folders and subfolders or to add them only to the selected item and any subitems that inherit permissions.

If you choose to allow only certain entities to access a certain folder or file, this creates broken inheritance with the parent

workspace or folder, and the item icon is marked with a broken chain; .

If you choose to only give permissions to a folder and subitems that inherit permissions, this will break inheritance for the folder, and for all child items as well. All subfolders or files under that folder, will inherit the permissions set for that folder.

If you choose to give permissions to a folder and all subitems, this will override broken inheritance for the folder all subfolders and child items.

CollaborationUse BlackBerry Workspaces to easily and seemlessly collaborate with others on shared files.

Collaborate by adding additional members to a workspace or folder; providing access to your original files, sending a copy of your file to others, or by sharing sent files with additional users.


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As a workspace administrator or workspace group manager, add group members to a workspace giving members the ability to directly access and collaborate on the files in the workspace.

Send a copy of files to others, allowing your recipients to collaborate with one another and upload new versions. File versions are useful when you want to collaborate wiuth multiple other users on the same file, enabling everyone to share their new versions with all recipients. When sending a copy of a file to others, the original file remains in the workspace, while a new copy of the file is created and sent. The sent file (the copy) and all of its collaboration and version history can be found in your Sent files area.

Another way to enable collaboration on files is to add additional recipients to a previously sent file. Adding additional recipients to a sent file means that you are expanding the group of members who can work on the sent file.

In your Received and Sent files area, files where upload of new versions is allowed are marked with . When you or any of your

recipients upload a new version, files are marked with . From here, you can view a list of versions, and, from BlackBerry Workspaces app for iOS and Android platforms, you can also switch the current version to another version. In the web application, access the File activities tab to see an overview of activities performed on the file by members of a collaboration group.

When a recipient uploads a new version, the file versions icon is updated to reflect the new version, and the file appears in your Received files list. In addition, any member in the group, that uploads a new version can decide whether or not to send a notification. When selected, a notification is sent to the mail client of all of the other recipients in the group.

To turn off collaboration on a file where it was previously enabled, use the Turn off collaboration option on the file action menu.

Requiring recipient sign inOrganizations that enable users to share files without requiring recipient sign in (simple sharing) can choose whether or not to give users the option to require their recipients to sign in to access sent and forwarded files. If your organization has simple sharing enabled and has given you the option to choose whether or not your recipients are required to sign in, the Require recipients to sign in check box is displayed when sending a copy of a file.

Select the Require recipients to sign in checkbox to require recipients to sign in to BlackBerry Workspaces to access the file. When the checkbox is selected, the Manage permissions link is displayed. Access Manage permissions to set the recipient access permissions to the file.

Clear the Require recipients to sign in checkbox to waive the need for recipients to access the file without signing in.

When cleared, users are sent a link giving them access to the original version of the sent file. They can download the file and there is no tracking or restrictions on their use of the file. In this case, access to the file is tracked by BlackBerry Workspaces by the user's email when the user is authenticated to BlackBerry Workspaces, or under the alias "anonymous" if the user is not authenticated.

Once the file has been shared without requiring recipient sign in, you cannot change the recipient permissions to the file. Should you need to revoke recipient access to the file, you must delete the file from your sent items.

Note: Shared annotations cannot be viewed by recipients unless you select the Require recipients to sign in checkbox when sending the file.


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Chapter

3Using the BlackBerry Workspaces mobile device clients

Topics:

• BlackBerry Workspaces app for iOS

• BlackBerry Workspaces app for Android

Objectives


• Know how to use and navigate the Workspaces mobile device clients, which includes: BlackBerry Workspaces app for iOS, and BlackBerry Workspaces app for Android

Using the BlackBerry Workspaces mobile device clients

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BlackBerry Workspaces app for iOS

IntroductionThe BlackBerry Workspaces app for iOS enables you to securely access, share, work and collaborate with your files while on the go. Files that you open in the BlackBerry Workspaces app for iOS are controlled and protected at all times, ensuring that your organization’s data remains safe.

VIEW

Open and view documents and media files in your workspaces and sent and received files.

CREATE

Create new documents, presentations, and spreadsheets using BlackBerry Workspaces Editor. Take new photos and videos from within the app.

UPLOAD

Upload files opened in third-party applications as well as photos and video from your device.

EDIT

Add highlights, sticky notes, free draw and annotate in your files directly in BlackBerry Workspaces app for iOS. For comprehensive editing, you can edit your files in BlackBerry Workspaces Editor.

VIEW OFFLINE

Securely download your files to your device to view them offline.

COMMENT

Add, view, respond to and tag other users in comments with file access. For comprehensive comment tracking, you can view all comment threads in BlackBerry Workspaces. For comprehensive editing, you can edit your files in BlackBerry Workspaces Editor.

READ ACKNOWLEDGEMENT

Request and receive acknowledgement on shared or sent files, when files are read. Complete read acknowledment requests on files shared with you by others.


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SHARE

Share existing, new, or uploaded items easily and securely with BlackBerry Workspaces.

Note: The available features, options, and menu items can depend on your organization’s BlackBerry Workspaces configuration and your user permissions per workspace. For any questions, consult your organization administrator.

Browse your filesWhen you log into BlackBerry Workspaces app for iOS, all workspaces that you have permission to access are displayed on the home screen.

To browse for files:

• Tap a workspace or folder to open it and display its files.

• Tap to return to the parent folder.

• Tap the folder name in the top bar to view breadcrumb navigation. Tap an item in the breadcrumb list to to go to that location.

• Tap a file to view/open it.

Search for filesSearch for workspaces, folders, and files.

1. From any location, tap and type your search term.

2. Tap Search.A list of matching workspaces, folders, and files is displayed.

3. Select a result from the list.

4. Tap next to the desired item to access the Select action menu.

5. Tap outside of the Select action menu to return to the search results.

6. To clear the search and return to the main screen, tap Cancel.

Send a copy of a fileBefore you begin: If you have "Full access" permissions for a file, you can send a secure copy of the file to others.

1. Navigate to a file in a workspace, your Sent files area, or your Received files area.

2. Tap > Send a Copy

3. In the ADD RECIPIENTS area, do one of the following:


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• To manually add recipient email addresses, enter the email address(es) of the intended recipient(s).

• To select contacts from your device's contact list, tap and select the contact(s) you want to share the file with.

When finished, tap Done.

4. In the PERMISSIONS area, tap next to Manage permissions.

5. If the Require recipients to sign in slider is displayed, do one of the following:

• To ensure that recipients sign in to access the file, set the slider to ON.

• To allow recipients to access the file without signing in, set the slider to OFF.

This option is enabled by organizational policy. See Requiring recipient sign in for more information.

Note: If this option is not displayed, recipients need to sign in to access the file.

6. Next to the current permissions, tap and select the desired access level. When done, tap to return to Manage Permissions.

Note: For more information about permissions, see Available permission sets.

7. To add a read file acknowledgement request to the file, toggle the Require read acknowledgement option to on.

Note: For more information about Read File Acknowledgement, see Acknowledge a file.

8. To set the time when the file will no longer be accessible by the recipients, tap in the Expiration area, and select the desired time period. When done, tap to return to the Manage Permissions screen.

9. To set access for the file link, tap in the Allow acess to area, and select Recipients only, Anyone within recipients' domain, or Everyone. When done, tap to return to Manage Permissions.

10. To ensure that the file is displayed to recipients with a watermark, set the slider to ON in the Watermark area.

Note: Watermarks are set according to organizational policy. When permissions are set to Full access, watermarks are only displayed on PDF files. When permissions are set to any of the Download protected permissions, watermarks are not displayed on Office files.

11. In the Collaboration area, set the slider to ON to allow recipients to upload new versions.

12. To send the file with annotations if they exist, in the Annotations area, set the slider to ON.

13. To enable commenting on the file to permitted members, in the Comments area, set the slider to ON.

14. Tap to return to Send a copy.

15. If you want to notify the recipients that you are sending a file, set the Notify recipients slider to ON.

16. If desired, change the email subject in the SUBJECT area.

17. If desired, add a personal message in the Message box.

18. Tap Send to send the file.


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Authorized recipients can view the file by tapping on the link in the received email.

Share a workspace or folderTo share a workspace or folder with others:

1. To the right of a workspace or folder, tap > Share Workspace / Share Folder .

2. In the Share with area, select an option.

3. Depending on which option you selected in step 2, you will have different settings to configure. Do one of the following:

Option selected Action

Users > Add members To manually add recipient email addresses, enter the email addresses of the intended recipients.

To select contacts from your device's contact list, tap and select the contacts that you want to share the file with. When you are finished, tap Done.

Optionally, you can type a message in the Message box.

Group > Existing group Type a group in the Add group field or click + and select a group name. Only permitted groups display in the list when you start to type.

To manually add recipient email addresses, enter the email addresses of the intended recipients in the Add members field. Note that adding a user to an existing group grants the new user access to all files the selected group is permitted to access.


Group > New group Type a group name. Optionally, add a group description. and group members.

Email domain > Domain name Type a domain name.

Active directory group > Enter group name Type a group name.

4. In the Role area, tap > and select an option. For more information, see About roles. When done, tap < to go back.

5. In the Permissions area, tap and select the desired permissions set. For more information, see About permissions. When done, tap < to go back.


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6. In the Expiration area, tap and select the time when the file will no longer be accessible by members. Select a specific date, a time period from the list, or never. If you select Specific date, choose the desired date from the calendar. When done, tap < to go back.

7. In the Watermark area, tap to toggle whether or not workspace PDF files are displayed with a watermark. Note: Watermarks are set according to organizational policy. When permissions are set to Full access, watermarks are only displayed on PDF files. When permissions are set to any of the Download protected permissions, watermarks are not displayed on Microsoft Office files.

8. In the Commenting area, toggle the switch to the on position to enable recipients to comment on files and view the comments of other users in the workspace.

9. Tap Share.

Create a new document, spreadsheet, or presentation1. In the navigation pane, tap , and tap New Document, New Spreadsheet, or New Presentation, as desired.

2. In the Enter name area, enter a name for the new file.

3. (Optional) To change the location of the file.

a. In the Select location area, tap .

b. Browse to the desired location.

c. (Optional) To add a new folder, tap Add Folder, enter a folder name, and tap Create.

d. Tap Select.

4. To notify other members of the workspace of the upload, set the Notify members slider to ON.

5. Tap Create.The BlackBerry Workspaces Editor opens.

6. Author your file, as desired.

7. When you have finished, tap > Save.

8.To exit the BlackBerry Workspaces Editor, tap . Your file is saved and synced.

Take and upload a photo or video1. In the navigation pane, tap > Take Photo or Video .

Your device camera opens.

2. Take a photo or video as usual.


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• Tap Retake to redo the shot.

• Tap Use Photo/Video to use the photo or video.

4. Tap Upload photo/video .

5. In the Select Upload Location area, tap the current location, and browse to the desired location.

6. (Optional) To add a new folder, tap Add Folder, enter a folder name, and tap Create.

7. Tap Select.

8. To notify other members of the workspace of the upload, set the Notify members slider to ON.

9. Tap Upload.

Edit a file in BlackBerry Workspaces EditorBefore you begin: You must have "Full access" or "Download protected" permissions for the file.

1. To the right of the file you want to edit, tap .

2. Tap Edit.

3. Make your desired changes.

4. Tap at the top right of the screen.

5. Tap Save.

Managing member permissionsBlackBerry Workspaces app for Mac allows you to edit permissions for workspace members, and revoke or restore access.

Edit accessTo edit access to a workspace, folder, or file:

1. Next to the desired workspace, folder, or file, tap > Manage Access .

2. Next to the workspace member, group, or domain for which you wish to edit access, tap > Manage Permissions .

3. In the Role area, tap and select the desired role. For more information, see Roles.

Note: If you set the role of an Active Directory group to Administrator, this role cannot be changed later. If you set the role of an Active Directory group to Contributor or Visitor, the role cannot be changed to Administrator at a later time.

4. Tap to return to Add new permissions.


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5. In the Permissions area, tap and select the desired permissions set. For more information see Permissions.

Note: The Download protected permissions set is available for BlackBerry Workspaces Enterprise ES Mode and BlackBerry Workspaces Enterprise ES (Restrict Full Access) Mode only. For more information, contact your organization administrator.


7. In the Expiration area, tap and select the time when the file will no longer be accessible by members. Select a specific date, a time period from the list, or never.

If you select Specific date, choose the desired date from the calendar.


9. In the Watermark area, tap to toggle whether or not workspace PDF files are displayed with a watermark.

Note: Watermarks are set according to organizational policy. When permissions are set to Full access, watermarks are only displayed on PDF files. When permissions are set to any of the Download protected permissions, watermarks are not displayed on Office files.

10. Tap Done.The permission changes are saved.

Revoke accessRevoke access to workspaces, folders, or files for any workspace user.

1. Next to the workspace, folder, or file, tap > Manage Access .

2. Next to the user that you want to revoke access for, tap > Revoke Access .

3. In the confirmation message, tap Revoke.The user can no longer access the item.

Managing your settingsTo access the Settings dialog, tap then . Swipe up to see all options.

Add accountsIf you have more than one BlackBerry Workspaces account, you can add each account in the Settings dialog and switch between them as needed.

Note: Accounts must be for different Workspaces servers (e.g., blackberry.watchdox.com and someotherdomain.watchdox.com).

1. Tap > to access Settings.


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2. In the Accounts area, tap Add account.The sign in screen appears.

3. Enter the credentials for the BlackBerry Workspaces account you want to add, and tap Sign in.You are signed in to the account.

4. To switch between your accounts, see Switching accounts.

Switch accountsIf you have defined more than one BlackBerry Workspaces account, you can switch between your different accounts.


2. In the Accounts area, tap the account that you want to access.The main screen appears for the selected account.

NotificationsGet notifications about the latest activity on your files including file shares, file comments with mentions, file read acknowledgement requests and receipts, and file lock status.

Note: Notification settings are system wide and cannot be set for individual item types.

1. In the toolbar, tap > .

2. Toggle Show Notifications to the desired on/off position depending on your preferences.

3. Toggle Vibrate to the on/off position depending on your preferences.

4. Select Sound to chose your on/off setting and ringtone.

Contact SupportYou can send a message directly to your dedicated organization support contact if you encounter any problems with the application.


2. Tap Support.

3. Enter your message.

4. Tap Send.

BlackBerry Workspaces app for Android


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IntroductionBlackBerry Workspaces app for Android enables you to access your BlackBerry Workspaces account on your Android device. You can view, comment, notify, annotate, edit, and securely share your files with others. Files opened in BlackBerry Workspaces app for Android are controlled and protected at all times, ensuring that your organization’s data remains safe.

VIEW

Open and view your BlackBerry Workspaces files and received files, including documents and media files.

CREATE

Create new documents, presentations, and spreadsheets using Workspaces Editor. Take new photos and videos from within BlackBerry Workspaces app for Android.

UPLOAD

Upload files opened in third-party applications as well as photos and video from your device.

EDIT

Add highlights, sticky notes, and free draw in your files directly in the BlackBerry Workspaces app for Android. For comprehensive editing, you can edit your files in Workspaces Editor.

COMMENT

Add, view, respond to and tag other users in comments with file access. For comprehensive comment tracking, you can view all comment threads in BlackBerry Workspaces app for Android. For comprehensive editing, you can edit your files in Workspaces Editor.

VIEW OFFLINE

Securely download your files to your device to view them offline.

READ ACKNOWLEDGEMENT

Request and receive acknowledgement on shared or sent files, when files are read. Complete read acknowledment requests on files shared with you by others.

SHARE

Share existing, new, or uploaded items easily and securely with BlackBerry Workspaces.


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Note: The available features, options, and menu items can depend on your organization’s BlackBerry Workspaces configuration and your user permissions per workspace. For any questions, consult your organization administrator.

Home screenThe BlackBerry Workspaces app for Android is divided into functional areas that make accessing, managing, and working with your content as easy as possible. After signing in, the home screen is displayed.


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The main content area of the home screen is organized into three lists of files that are most likely to be accessed:

• Pending read acknowledgement - Files that require your acknowledgement before they are viewable

• Recent - Files that you have recently accessed

• Favorites - Files that you have tagged for quick access

Note: There is a maximum of ten files per list.

Attention: Transient files (i.e., files in workspaces established through the Unified Content Connector) are not automatically removed from the lists.

The icon at the top left provides access to Workspaces, Recent Locations, Favorites, Received Files, Sent Files, and other Workspaces functionality.

Browse your filesWhen you log into BlackBerry Workspaces app for Android, you can immediately access important files on the home screen in the Pending read acknowledgement, Recent files, and Favorites sections.

To access your workspaces, tap then Workspaces:

To browse for files:

• Tap a workspace or folder to open it and display its files.

• Tap to return to the parent folder.

• Tap the folder name in the top bar to view breadcrumb navigation. Tap an item in the breadcrumb list to to go to that location.

• Tap to view breadcrumbs and tap a breadcrumb item to go to any of the listed locations.

• Tap a file to view/open it.

SearchThe Search field in the top bar provides an easy way to locate workspaces, folders, and files that you have permission to access.


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You can perform a generic search across all workspaces, folders, and files, or refine your search by one of six categories:

• Workspaces - returns workspaces only

• Folders - returns non-workspace folders only

• Files - returns files only

• By - returns workspaces, folders, and files that the specified user has permissions to view

• From - returns received files only

• To - returns sent files only

To perform a search:


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1. From any location, tap and begin typing your search term to search for the term in your current location, or select a more specific search parameter from the drop down list for your search, and then enter your search term. The available drop down search options are available from every search location.

2. Select the desired result from the search result list. Click See all results to display the entire result list.

3. Tap next to the desired item to access the item actions menu.

4. Tap to return to the navigation view.

Send a copy of a fileUse the Send a copy action to create a new instance of a BlackBerry Workspaces file and send it to another user. Recipients receive a link to the file and it appears in the Received files area. Senders manage the file in the Sent files area.

1. Tap > Send a Copy to the right of the file you want to send.

2. In the Enter names or emails area, do one of the following:

• To manually add recipient email addresses, enter the email address(es) of the intended recipient(s).

•To select contacts from your device's contact list, tap and select the contact(s) you want to share the file with.

3. Do any of the following to set the desired permissions:

•To change the access permissions, tap in the Permission area, and select the desired access level.

• To add a read file acknowledgement request to the file, toggle the Require read acknowledgement option to on.

•To set a file expiration, when the file will no longer be accessible by the recipients, tap in the Expiration area, and select the desired time period.

•To set the access for the file link, tap in the Allow access to area, and select the desired group; Recipients only, Anyone with recipients' domain, or Everyone.

• To ensure the file is displayed to recipients with a watermark, toggle the Watermark option on.

Note: Watermarks are set according to organizational policy. When watermarks are turned on and permissions are set to Full access, watermarks are displayed in Workspaces viewers on all files. When permissions are set to any of the Download protected permissions, and files are downloaded, watermarks only display on PDF files and do not display on Office files opened in their native applications.

• To allow upload of new versions (when collaboration mode is enabled), switch the Allow upload of new versions toggle on.

• To include annotations when sending the file (on files that contain annotations), switch the Include annotations toggle on.


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4. Tap to return to the Send a Copy screen.

5. If desired, change the email subject in the Subject area. If desired, add a personal message in the Add a personal message box.

6. Tap Send to send the file.Authorized recipients can view the file by tapping on the link in the received email.

Share a workspace or folderTo share a workspace or folder with others:

1. To the right of a workspace or folder, tap > Share workspace / folder .

2. In the Share with area, select an option.

3. Depending on which option you selected in step 2, you will have different settings to configure. Do one of the following:

Option selected Action

Users > Add members To manually add recipient email addresses, enter the email addresses of the intended recipients.

To select contacts from your device's contact list, tap and select the contacts that you want to share the file with. When you are finished, tap Done.


Group > Existing group Type a group in the Add group field or click + and select a group name. Only permitted groups display in the list when you start to type.

To manually add recipient email addresses, enter the email addresses of the intended recipients in the Add members field. Note that adding a user to an existing group grants the new user access to all files the selected group is permitted to access.


Group > New group Type a group name. Optionally, add a group description. and group members.

Email domain > Domain name Type a domain name.

Active directory group > Enter group name Type a group name.

4. In the Role area, tap and select the desired role. For more information, see Roles.


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5. In the Permission area, tap and select a permissions set. For more information, see Permissions.


6. In the Expiration area, tap and select the time when the file will no longer be accessible by members. Select a specific date, a time period from the list, or never. If you select Specific date, choose the desired date from the calendar and tap Done.

7. Optional: Toggle Watermark to the on position to ensure folder or workspace files display with a watermark in all Workspaces viewers.


8. To allow permitted users to add comments on files and view other users comments in the workspace in the workspace, switch the Commenting toggle on.

9. Tap SHARE.

Create a new document, spreadsheet, or presentation1. Tap .

2. Select a new file to create.

• New Document

• New Spreadsheet

• New Presentation

3. Author your file.

4. After you finish authoring your file, tap > Save.

5. Type a name for the file.

6. Select an action for the new file.

Option Action

Upload 1. Tap Upload > Create .

2. Browse to the location where you want to save the file.

3. If you would like to notify the memebrs of the workspace that a new file has been added, swipe right on Notify the members of this workspace.


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Option Action

4. Tap Create

This option is available to users with administrator privileges.

Send a Copy 1. Tap Send a Copy > Create .

2. In the Enter names or emails section, tap inside the text box and add at least one recipient for the file.

3. If the Require recipients to sign in toggle option is displayed, do one of the following:

• To ensure that recipients sign in to access the file, ensure the toggle is on.

• To allow recipients to access the file without signing in, switch the toggle off.

4. To the right of the access level, tap to set the file access level.

5. To set a file expiration, when the file will no longer be accessible by the recipients, tap in the Expiration area, and select the desired time period.

6. To set who can access the file, tap in the Allow access to area, and select the desired group; Everyone, Anyone within recipient's domain, or Recipients only.

7. To ensure that the file is displayed to recipients with a watermark when viewed in Workspaces viewers, switch the Watermark toggle on.


8. Toggle Allow upload of new versions to the on position to enable collaboration. See Collaborate on a file for more details.

9. In the Subject area, type a subject for the message that recipients receive.

10. In the personal message section, type a personal message that recipients receive.

After you send the file, it is available in your Sent Files area.


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Take and upload a photo or video1. Tap > Take Photo or Video .

2. Tap Photo or Video.

3. Take a photo or video as usual and tap when finished.

4. Select whether to Upload the photo or video or to Send a copy and tap Continue.

Option Description

Upload All users can upload a photo or video.

Send a copy Only administrators of at least one workspace, with permission to send files, can send a copy of the photo or video.

5. Select a destination to upload the photo or video.

6. Optional: Move the Notify the members of this workspace toggle to the on position, to send a notification to members that you uploaded a file.

7. Tap Upload.

Edit a file in BlackBerry Workspaces EditorBefore you begin: You must have "Full access" or "Download protected" permissions for the file.

1. To the right of the file you want to edit, tap .

2. Tap Edit.

3. Make your desired changes.

4. Tap at the top right of the screen.

5. Tap Save.

Open from Workspaces in Office mobile appMobile Office apps users (or users of any app that implements the Document Provider extension) are able to open files stored in BlackBerry Workspaces locations.


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1. While in an Office mobile app such as Word, Excel, or PowerPoint, tap Open.

2. Tap BlackBerry Workspaces in the Open From pane.

3. Choose the folder where the file is located.

4. Tap the file to open it.

Save to Workspaces from Office mobile appMobile Office apps users (or users of any app that implements the Document Provider extension) are able to save files to BlackBerry Workspaces locations.


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1. Open the document in an Office mobile app such as Word, Excel, or PowerPoint.

2. Tap File.

3. Tap Save As.

4. Choose Workspaces.

5. Choose the folder you want to save the file to.


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Full access to the Workspaces folder is required.

Managing member permissionsBlackBerry Workspaces app for Android allows you to edit permissions for workspace members, revoke and restore access, change the group name or description, add or remove group managers and users from groups or the workspace, and delete an entity.

Edit member accessTo edit access to a workspace, folder, or file:

1. Next to the workspace, folder, or file for which you want to edit member access, tap .

2. Tap Manage Access.

3. Next to the workspace member, group, or domain that you want to edit, tap and then tap Manage Permissions.

4. In the Role area, tap and select a role.

For more information, see Roles

Note: If you set the role of an Active Directory group to Administrator, you cannot change this role later. If you set the role of an Active Directory group to Contributor or Visitor, the role cannot be changed to Administrator at a later time.

5. In the Permission area, tap and select a permissions set.

For more information see Permissions.


6. Optional: In the Expiration area, tap and select when access to the file is revoked.

Select a specific date, a time period from the list, or never. If you select Specific date, choose the desired date from the calendar and tap Done.

7. Optional: Toggle Watermark to the on position to impose a watermark on files accessed from all BlackBerry Workspaces viewers.

Watermarks are set by organizational policy.

8. Optional: Toggle Commenting to the on position to enable members to add new comments on permitted files, and view comments made by other users from all BlackBerry Workspaces viewers.

The comment feature is set by organizational policy.

9. Tap Apply.


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Revoke accessRevoke access to workspaces, folders, or files for any workspace member.

1. Next to the workspace, folder, or file for which you want to revoke user access, tap .

2. Tap Manage Access.

3. Next to the entity for which you want to revoke access, tap > Revoke access .

4. In the confirmation message, tap REVOKE.The entity can no longer access the selected item, however the entity remains defined in the workspace and access can be restored later if desired.

Managing your settingsTo open the Settings dialog, tap > .

Add accountsIf you have more than one BlackBerry Workspaces account, you can add each account in the Settings dialog and switch between them as needed.

Note: Accounts must be for different Workspaces servers (e.g., blackberry.watchdox.com and someotherdomain.watchdox.com).

1. In the toolbar, tap and then tap the account and URL names.

2. In the menu, tap Add Account.

3. Enter the credentials for the BlackBerry Workspaces account you want to add, and tap Sign In.You are signed in to the account you added.

After you finish: To switch between your accounts, see Switch accounts.

Switch accountsIf you have defined more than one BlackBerry Workspaces account, you can switch between your different accounts.

1. In the toolbar, tap and then tap the account and URL names.

2. From the menu, tap the account that you want to access.The main screen appears for the selected account.


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NotificationsGet notifications about the latest activity on your files including file shares, file comments with mentions, file read acknowledgement requests and receipts, and file lock status.

Note: Notification settings are system wide and cannot be set for individual item types.


2. Toggle Show Notifications to the desired on/off position depending on your preferences and select which types of notifications that you want to receive.

3. Toggle Vibrate to the on/off position depending on your preferences.

4. Select Sound to chose your on/off setting and ringtone.

Contact supportYou can send a message directly to your dedicated organization support contact if you encounter any problems with the application.

.


2. Tap Contact support.

3. Enter your message.

4. Tap Send.


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Chapter

4Using the BlackBerry Workspaces desktop clients

Topics:

• Using BlackBerry Workspaces for Windows

• Using BlackBerry Workspaces app for Mac

Objectives


• Know how to use and navigate the Workspaces desktop clients, which includes: BlackBerry Workspaces for Windows and BlackBerry Workspaces app for Mac

Using the BlackBerry Workspaces desktop clients

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Using BlackBerry Workspaces for Windows

Overview

The Workspaces for Windows desktop client enables you to easily and intuitively sync and share your folders and files to collaborate with other users directly from your PC.


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When you install BlackBerry Workspaces for Windows, a Workspaces folder is created on your computer from which you can manage your BlackBerry Workspaces content, just as with any folder on your computer. The Workspaces folder is automatically synced with the BlackBerry Workspaces server, and can be accessed from the BlackBerry Workspaces Web Application and on any other devices where you have Workspaces installed.

You can share your workspaces with other users. New files and changes you or other users make in a shared workspace are automatically synced to all the members of this workspace.

Advanced features of BlackBerry Workspaces for Windows include restoring changes, recovering deleted files, assigning user roles, and tracking user activities on the files in your workspaces.

A new System Tray displays a streamlined feed of all syncing actions, notifications, and file changes. You can customize what syncing and what notification information is displayed.

Note: The available features, options, and menu items depend on your organization’s Workspaces configuration and user permissions per workspace.

Browse your workspaces

Browse your workspaces, folders, and files from the Workspaces (i.e., Sync) folder.

the workspace, folder, or file is synced to Workspaces.


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the workspace, folder, or file is syncing to Workspaces.

Manage your preferences

Right-click the tray icon > > Preferences .

In the Workspaces tab:

1. Check each workspace you would like to to sync, or uncheck any workspaces you would like to unsync.

Note: Unsynced workspaces are removed from your file system.

2. To the right of each selected workspace, check the Notifications checkbox if you would like to receive notifications for that workspace.

The selected workspaces are automatically synced to your computer.

In the My Account tab, you can specify your Workspaces accounts and choose which account to set as the current sync account .


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Monitor and control sync activity

Right-click the tray icon and then click Sync status to see the status of your workspaces.

Right-click the tray icon and then click Pause sync or Resume sync to control sync activity.

Lock files


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If you have permissions to upload new versions of a file, you are also able to lock the file for editing. This avoids having conflicted versions of the file, in the event that other users upload their own copy.

To lock a file, right-click the file then select Workspaces > Lock file .

If you are working on an Office file, click Lock File in the Office Home tab.

Share workspaces


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Right-click a workspace, then select Workspaces in the context menu to access actions you can perform on that workspace.

To share the workspace with others, click Share, then add recipients and a personal message. If you would like to modify permissions for the workspace, click Edit. Otherwise, the default permissions set by the organization administrator will apply.

Click Share when you are done.

Move and create workspace


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You can easily create new workspaces from non-Workspace folders in your file system. To move folders and files into the Workspaces Sync folder:

Right-click the folder, then select Workspaces > Move & create new workspace.

Move and create workspace and share


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You can easily create new workspaces from non-Workspace folders in your file system, and share them with other users in one action.

Right-click the folder, then select Workspaces > Move & create workspace and share .

Create annotations


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Use annotation tools to highlight important text, add sticky notes, free draw, or write on your files.

Right-click the file > Workspaces > View annotations or Annotate to open annotations.

Click to create annotations of your own.

Click to share your annotations with others.

Send a copy of a file


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You can send a protected copy of a file to anyone directly from Windows Explorer.

Right-click the file, then select Workspaces > Send a copy .

Click Settings to manage access for the file.

Tip: You can also send files with annotations and comments from within BlackBerry Workspaces Viewer and via Outlook.

Send files securely from Microsoft Outlook


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You can send a file securely via Workspaces in Microsoft Outlook. When composing an email, click Attach Large File in the Outlook ribbon.

Define security settings for your attachment, then click Send.

View workspace/folder/file details


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To view the status of a workspace, folder, or file, right-click the workspace, folder, or file then select Workspaces > Workspace | Folder | File info

View notifications


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Notifications are displayed for all recent Workspace activities (e.g., permission requests) in the System Tray menu. This makes it easier to take action with one click and without leaving the platform.

Note: You can control the types of notifications you receive, or choose not to receive notifications at all. By default, all notifications are received. You can also choose to receive notifications by email. The organizational administrator can disable the contents of a comment from being sent.

To view workspace notifications, right-click the tray icon >

A list of notifications is displayed in the tab area. Hovering over an item will allow you to perform actions on that item, such as View or Download.


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Configure notificationsIn the Workspaces Preferences dialog, you can configure whether notifications are displayed and what types of notifications.

1. Right-click the tray icon > > Preferences .

2. Click the Notifications tab.

3. To enable or disable notifications, check or uncheck Show notifications.

All notifications are enabled by default.

a. Check @mentions to be notified when you are mentioned in a comment.

b. Check Comments on files to be notified when a comment is made on a file you have permissions to.

c. Check Items shared with me to be notified when someone shares a workspace, folder, or file with you.

d. Check Edits to files shared with me to be notified when a file that you have permissions to has been edited.

e. Check Requests for access to be notified when someone requests access to a workspace, folder, or file that you own.

4. Click OK.


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View recent files

To view a list of recently accessed workspace files, right-click the tray icon >

A list of recently accessed files is displayed in the tab area. Hovering over an item will allow you to perform actions on that item, such as Open, Open in Word, View or Download.


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Using BlackBerry Workspaces app for Mac

Overview

The Workspaces for Mac desktop client enables you to easily and intuitively sync and share your folders and files to collaborate with other users directly from your Mac.

When you install BlackBerry Workspaces for Mac, a Workspaces folder is created on your computer from which you can manage your BlackBerry Workspaces content, just as with any folder on your computer. The Workspaces folder is automatically synced with the BlackBerry Workspaces server, and can be accessed from the BlackBerry Workspaces Web Application and on any other devices where you have Workspaces installed.

You can share your workspaces with other users. New files and changes you or other users make in a shared workspace are automatically synced to all the members of this workspace.

Advanced features of BlackBerry Workspaces for Mac allow you to restore changes, recover deleted files, assign user roles, and track user activities on the files in your workspaces.

Note: The available features, options, and menu items depend on your organization’s Workspaces configuration and user permissions per workspace.


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Browse your workspaces

Browse your workspaces, folders, and files from the Workspaces (i.e., Sync) folder.

the workspace, folder, or file is synced to Workspaces.

the workspace, folder, or file is syncing to Workspaces.

Choose workspaces to sync


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To specify which Workspaces to sync to your file system, click then Preferences. Select the Sync workspaces tab then check any workspaces in the list that you would like to sync.

Checked workspaces are synced automatically to your local file system in the Workspaces folder.

Switch sync accounts


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If you have multiple BlackBerry Workspaces account, you can switch between these acounts by clicking then Preferences. Select the Account tab, then click Set as sync account beside the account you would like to switch to.

Note: It is only possible to configure multiple accounts if they are on different Workspaces domains or subdomains (e.g., blackberry.watchdox.com and someotherdomain.watchdox.com).

Share workspaces


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Control-click a workspace to access actions you can perform on that workspace.

To share the workspace with others, click Share, then add recipients and an optional personal message. Specify a Role, and Permissions.

You can also elect to add a Watermark and Expiration time for the shared workspace. If you do not, the default permissions set by the organization administrator will apply.

Click Share when you are done.

Copy & create workspace and share


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You can easily create new workspaces from non-Workspace folders in your file system, and share them with other users in one action.

Control-click the folder and click Copy & create workspace and share.

Send a copy of a file


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You can send a protected copy of a file to anyone directly from the file system.

• If the file is a Workspaces file, Control-click the file, then select Send a copy.

• If the file is not a Workspaces file, Control-click the file, then select Send.

Add recipients, a subject, and a message, then select Permissions. You can choose to add a Watermark, Expiration date, access restrictions, and require read acknowledgement.

Select Include annotations to send your annotations as an annotated copy of the file.

Click Send when you are done.

Upload files


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There are several ways to move folders and files into the Workspaces folder for syncing/uploading to the Workspaces server:

• Drag a folder into the root Workspaces folder to create a new workspace

• Drag a folder or file into an existing workspace to add it to the workspace

• Control-click a folder and select Copy & create new workspace to create a new workspace

• Control-click a file and select Copy to My Workspace to add it to your personal workspace

In each of these cases, the workspace, folder, or file will be automatically synced to the Workspaces server, and you will be able to access it using the web app or any other Workspaces-enabled device.

Note: Dragging a workspace out of the Workspaces folder does not delete it from the Workspaces server. Instead, it unsyncs the workspace. To delete a workspace, Control-click the workspace and select Delete. The deleted workspace can be recovered from the Recycle Bin of the web app.

View annotations


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View file annotations shared with you.

Control-click the file and click View annotations.


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Resources

BlackBerry manuals and help

View manuals and help for the BlackBerry Workspaces server.

Visit http://help.blackberry.com/en/blackberry-workspaces/current/user-guide/gry1443705247559.html

View manuals and help for the BlackBerry Workspaces app for iOS.

Visit http://help.blackberry.com/en/blackberry-workspaces-app-for-ios/current/user-guide/gry1443704884838.html

View manuals and help for the BlackBerry Workspaces app for Android.

Visit http://help.blackberry.com/en/blackberry-workspaces-app-for-android/current/user-guide/gry1443705889251.html

View manuals and help for the BlackBerry Workspaces for Windows.

Visit http://help.blackberry.com/en/blackberry-workspaces-for-windows/current/user-guide/gry1443705691288.html

View manuals and help for the BlackBerry Workspaces app for Mac.

Visit http://help.blackberry.com/en/blackberry-workspaces-app-for-mac/current/user-guide/gry1443705535779.html

Knowledge Base

Search for information and resolutions to issues.

Visit http://support.blackberry.com/ and search for "Workspaces".

Discuss support topics with your peers in the BlackBerry Support Community Forums.

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Resources

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http://help.blackberry.com/en/blackberry-workspaces/current/user-guide/gry1443705247559.html

http://help.blackberry.com/en/blackberry-workspaces-app-for-ios/current/user-guide/gry1443704884838.html

http://help.blackberry.com/en/blackberry-workspaces-app-for-android/current/user-guide/gry1443705889251.html

http://help.blackberry.com/en/blackberry-workspaces-for-windows/current/user-guide/gry1443705691288.html

http://help.blackberry.com/en/blackberry-workspaces-app-for-mac/current/user-guide/gry1443705535779.html

http://support.blackberry.com/

Glossary

PDF Portable Document Format

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