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Understanding Workspaces user capabilities
With Citizen Space Workspaces, you now add a user as either a Site Admin or a Site Member and then refine user access at the Workspace and Activity levels.
You will be able to assign users to different workspaces as well as individual activities, meaning users can work across teams and projects and no longer need to have higher site level access than they should to do so.
This does mean that some user permissions and capabilities have changed. Review the diagram and detailed tables to understand how this may impact your current user structure.
Diagram of old user positions mapped to new Workspaces roles
How a primary role is associated with a user
A user’s primary role will be based on their ‘highest’ role level. It takes into account their assigned permissions across the Citizen Space site. Site Admins have the highest role, meaning they have the most data access and management of the site. The lowest role is Site Member, those users who aren't assigned to any Workspaces or Activities,
Types of user and their permissions
- Site Admin
- Department Admin (Workspace Admin)
- Individual Admin (Workspace Member)
- Analyst-only (Activity Analyst)
- Site Member (new)
Diagram of how users are mapped across the site, Workspaces, and activities
A user's capabilities in Citizen Space are based both on user's site permission level, either a Site Admin or Site Member as well as any assigned roles to Workspaces and/or Activities. This diagram illustrates how Site Admin will have the most power on the site, with unrestricted access to all Workspaces and Activities. They can still be assigned to Workspaces for internal auditing purposes. Site Members can only access the data to which they've been assigned. These users need to be assigned to Workspaces, as either Admin or Members, in order to create and manage activities. Additional Activity based roles include designation as an Activity Owner, Activity Admin, or Activity Analyst. Activity Analysts not assigned to any Workspaces will have the most restricted scope, being able to access only those individual activities to which they've been assigned as analysts.
Site admin
The Site Admin role capabilities will stay the same. Site admins will be the only type of user who can add new users to their Citizen Space site.
| Action | Site Admin (old) | Site Admin (Workspaces) |
|---|---|---|
| Edit / delete activities, results and 'We Asked, You Said, We Did' | Yes, for any department | Yes, for any Workspace |
| Create activities | Yes, for any department | Yes, for any Workspace |
| Change activity's department | Yes | n/a - Departments no longer exist |
| Change activity's Workspace | n/a | Yes |
| Change activity's owner | Yes | Yes |
| Change activity's status | Yes | Yes |
| Publish and retract activities | Yes | Yes |
| Manage Activity Permissions | n/a | Yes, for all Activities |
| Clone a public activity | Yes | Yes |
| Clone a private activity | Yes | Yes |
| Add a display image to an activity via 'Featured Activity Settings' | Yes | Yes |
| Add and remove activities from the 'Featured Activities' list | Yes | Yes |
| Add and remove activities from other curated lists** | Yes | Yes |
| Add saved questions | Yes | Yes |
| Manage the Areas list | Yes | Yes |
| Manage the Audiences list | Yes | Yes |
| Manage the Interests list | Yes | Yes |
| Export Manage Activities list (incl. filtered / search results) as .xlsx | Yes | Yes |
| Create new admin user accounts | Yes, for any department | Yes |
| Create new 'Analyst' user accounts | Yes | Yes |
| Promote, demote a user account | Yes, anyone apart from self | n/a - old functionality |
| Delete or suspend a user account | Yes, anyone apart from self | Yes, anyone apart from self |
| Edit user profile | Yes, for any user | Yes, for any user |
| Create / edit / delete a department | Yes | n/a - Departments no longer exist |
| Create / Delete Workspaces | n/a | Yes |
| Edit Workspace title/description | n/a | Yes |
| Add/Remove Workspace Admins & Members | n/a | Yes |
| View Workspace listing | n/a | Yes |
| Export list of admins with contact details as .xlsx | Yes | Yes |
| Analyse responses | Yes | Yes |
| Export all responses (including analyst fields) as .xlsx file | Yes | Yes |
| Moderate and approve responses (response publishing) | Yes | Yes |
| Manually add offline responses | Yes | Yes |
| Upload results or reports | Yes, for any activity | Yes, for any activity |
| Publish approved responses using response publishing | Yes, for any activity | Yes, for any activity |
Department Admin (to become Workspace Admin)
The Department Admin position will no longer exist. All current Department Admins will be migrated as Workspace Admin. The biggest capabilities change will be they will no longer be able to add users (only Site Admin will be able to add new users to Citizen Space).
| Action | Department / Team Admin (old) | Workspace Admin (Workspaces) |
|---|---|---|
| Edit / delete activities, results and 'We Asked, You Said, We Did' | Yes, for self and admins in own department | Yes in Workspace |
| Create activities | Yes in own department | Yes in Workspace |
| Change activity's department | No | n/a - Departments no longer exist |
| Change activity's Workspace | n/a | No |
| Change activity's owner | Yes, within own department | Yes in Workspace |
| Change activity's status | Yes, within own department | Yes in Workspace |
| Publish and retract activities | Yes, for self and admins in own department | Yes in Workspace |
| Manage Activity Permissions | n/a | Yes in Workspace |
| Clone a public activity | Yes, within own department | Yes in Workspace |
| Clone a private activity | Yes, within own department | Yes in Workspace |
| Add a display image to an activity via 'Featured Activity Settings' | No | No |
| Add and remove activities from the 'Featured Activities' list | No | No |
| Add and remove activities from other curated lists** | No | No |
| Add saved questions | No | No |
| Manage the Areas list | No | No |
| Manage the Audiences list | No | No |
| Manage the Interests list | No | No |
| Export Manage Activities list (incl. filtered / search results) as .xlsx | Yes | Yes |
| Create new admin user accounts | Yes, for own department | No |
| Create new 'Analyst' user accounts | No | No |
| Promote, demote a user account | Yes, anyone within own department (apart from self or site admin) | n/a - old functionality |
| Delete or suspend a user account | Yes, anyone within own department | No |
| Edit user profile | Yes, own profile and department's individual admins | Yes, but own profile only |
| Create / edit / delete a department | No | n/a - Departments no longer exist |
| Create / Delete Workspaces | n/a | No |
| Edit Workspace title/description | n/a | No |
| Add/Remove Workspace Admins & Members | n/a | Yes in Workspace |
| View Workspace listing | n/a | Yes (assigned Workspaces visible) |
| Export list of admins with contact details as .xlsx | Yes, for own department | No |
| Analyse responses | Yes for own department | Yes in Workspace |
| Export all responses (including analyst fields) as .xlsx file | Yes for own department | Yes in Workspace |
| Moderate and approve responses (response publishing) | Yes for own department | Yes in Workspace |
| Manually add offline responses | Yes for own department | Yes in Workspace |
| Upload results or reports | Yes, for activities within their department | Yes in Workspace |
| Publish approved responses using response publishing | Yes, for activities within their department | Yes in Workspace |
Individual Admin (to become Workspace member)
The Individual Admin position will no longer exist. All current Individual Admins will be migrated as Workspace Members, retaining any activity ownership.
| Action | Individual Admin (old) | Workspace Member (Workspaces) | Activity Owner / Admin (Workspaces) |
|---|---|---|---|
| Edit / delete activities, results and 'We Asked, You Said, We Did' | Yes, but only activities owned by self | No | Yes on specific Activity |
| Create activities | Yes in own department | Yes in Workspace | (Yes, but as Workspace Member) |
| Change activity's department | No | n/a - Departments no longer exist | n/a - Departments no longer exist |
| Change activity's Workspace | n/a | No | No |
| Change activity's owner | Yes, but only activities owned by self | No | Yes on specific Activity |
| Change activity's status | Yes, but only activities owned by self | No | Yes on specific Activity |
| Publish and retract activities | Yes, but only activities owned by self | No | Yes on specific Activity |
| Manage Activity Permissions | n/a | No | Yes |
| Clone a public activity | Yes, within own department | Yes in Workspace | Yes in Workspace |
| Clone a private activity | Yes, but only activities owned by self | Yes in Workspace | Yes on specific Activity |
| Add a display image to an activity via 'Featured Activity Settings' | No | No | No |
| Add and remove activities from the 'Featured Activities' list | No | No | No |
| Add and remove activities from other curated lists** | No | No | No |
| Add saved questions | No | No | No |
| Manage the Areas list | No | No | No |
| Manage the Audiences list | No | No | No |
| Manage the Interests list | No | No | No |
| Export Manage Activities list (incl. filtered / search results) as .xlsx | Yes | Yes | Yes |
| Create new admin user accounts | No | No | No |
| Create new 'Analyst' user accounts | No | No | No |
| Promote, demote a user account | No | n/a - old functionality | n/a - old functionality |
| Delete or suspend a user account | No | No | No |
| Edit user profile | Yes, but own profile only | Yes, but own profile only | Yes, but own profile only |
| Create / edit / delete a department | No | n/a - Departments no longer exist | n/a - Departments no longer exist |
| Create / Delete Workspaces | n/a | No | No |
| Edit Workspace title/description | n/a | No | No |
| Add/Remove Workspace Admins & Members | n/a | No | No |
| View Workspace listing | n/a | No | No |
| Export list of admins with contact details as .xlsx | Yes, for own department | No | No |
| Analyse responses | Yes, for activities owned by them | No | Yes on specific Activity |
| Export all responses (including analyst fields) as .xlsx file | Yes, for activities owned by them | No | Yes on specific Activity |
| Moderate and approve responses (response publishing) | Yes, for activities owned by them | No | Yes on specific Activity |
| Manually add offline responses | Yes, for activities owned by them | No | Yes on specific Activity |
| Upload results or reports | Yes, for activities owned by them | No | Yes on specific Activity |
| Publish approved responses using response publishing | Yes, for activities owned by them | No | Yes on specific Activity |
Analyst-only (to become Activity Analyst)
The analyst-only role will no longer exist. Analysts are now defined by the specific activities they are assigned. To mirror the previous analyst-only role, only add the user to specific activities, not to any Workspaces.
| Action | Analyst (old) | Activity Analyst (Workspaces) |
|---|---|---|
| Edit / delete activities, results and 'We Asked, You Said, We Did' | No | No |
| Create activities | No | No |
| Change activity's department | No | n/a - Departments no longer exist |
| Change activity's Workspace | No | No |
| Change activity's owner | No | No |
| Change activity's status | No | No |
| Publish and retract activities | No | No |
| Manage Activity Permissions | n/a | No |
| Clone a public activity | No | No |
| Clone a private activity | No | No |
| Add a display image to an activity via 'Featured Activity Settings' | No | No |
| Add and remove activities from the 'Featured Activities' list | No | No |
| Add and remove activities from other curated lists** | No | No |
| Add saved questions | No | No |
| Manage the Areas list | No | No |
| Manage the Audiences list | No | No |
| Manage the Interests list | No | No |
| Export Manage Activities list (incl. filtered / search results) as .xlsx | No | No |
| Create new admin user accounts | No | No |
| Create new 'Analyst' user accounts | No | No |
| Promote, demote, delete or suspend a user account | No | n/a - old functionality |
| Delete or suspend a user account | No | No |
| Edit user profile | Yes, but own profile only | Yes, but own profile only |
| Create / edit / delete a department | No | n/a - Departments no longer exist |
| Create / Delete Workspaces | n/a | No |
| Edit Workspace title/description | n/a | No |
| Add/Remove Workspace Admins & Members | n/a | No |
| View Workspace listing | n/a | No |
| Export list of admins with contact details as .xlsx | No | No |
| Analyse responses | Yes, for activities they are assigned to | Yes, for activities they are assigned to |
| Export all responses (including analyst fields) as .xlsx file | Yes, for activities they are assigned to | Yes, for activities they are assigned to |
| Moderate and approve responses (response publishing) | Yes, for activities they are assigned to | Yes, for activities they are assigned to |
| Manually add offline responses | Yes, for activities they are assigned to | Yes, for activities they are assigned to |
| Upload results or reports | No | No |
| Publish approved responses using response publishing | No | No |
Site member (new to Workspaces)
If a user is added as a Site Member, they will be able to log in, but cannot see or do anything unless given additional roles on one or more Workspaces or activities.
Note: Publish / retract and export response permissions are affected by sitewide publishing settings.