About Workspaces

A workspace is a place where groups or organizations with common purposes and goals can share ideas and work together.

Workspaces allow members to work with a variety of specific application tools. For example, suppose you need to review a document with team members. You could create a standard workspace, add a Document Review tool, run the review process, and then (optionally) remove or archive the workspace. Although a workspace obviously can't replace the physical aspect of people meeting together, it can accommodate many of the activities that take place.

Workspaces can also provide a structured and formal place for groups to work. Suppose you conduct a weekly meeting to discuss developing marketing materials. Activities might involve setting deadlines, assigning tasks, as well as reviewing completed work. To facilitate this meeting workspace members might post documents in a Files tool, discuss issues in a Discussion tool, and collaborate on meeting agendas using a Meetings tool. All members currently online at the same time in the workspace could interact using real-time chat, or even talk to each other using audio chat (if their computers have the required audio components).

The Forms tool is notable among the collection of available workspace tools because, unlike all the other tools, this tool is intended for building customized applications. The complexity and features in a Forms-based application tools can vary widely, and depends mostly on the skills and vision of a Forms tool designer. Any designer should be able to build a simple application which consists of a variety of data-entry and input fields laid out on a form. More sophisticated designers can add features as needed by adding scripts, lookups, and so on.

The data in workspace tools is highly dynamic. All currently connected members see instantly any changes either they or other members introduce. Optionally, members can use the "Navigate Together" feature, which allows a member to lead others in activities. As the leader navigates in a workspace, or in some cases, within a tool in a space, other members automatically go to the tool. Similarly, workspace members can lead a Microsoft PowerPoint presentation, or run a co-editing session focused on a Microsoft Word file.

Types of workspaces

The default "standard" workspace includes a Files tool and a Discussion tool. You can select workspaces that were created from a workspace template, and are pre-set with tools intended for accomplishing specific purposes. Some workspace templates contain customized Forms tools. The available workspace types are described briefly below. For a detailed description of any of these workspace templates, create a workspace selecting the template you want, and select the "About" tool.

Note: In addition to the workspace types listed below, the Groove Rapid Solution Exchange on groove.net contains a collection of more than 25 workspace template solutions, each targeted for a specific purpose.

Groove Folder Synchronization. This special workspace type allows you to share the contents of a folder in your Windows file system across all computers on which you have your Groove account, and with other Groove users by invitation. For more information, see About file sharing workspaces.
Task & Meeting Management. A workspace for tracking, managing and discussing all facets of a given project. Members can discuss and assign project tasks, conduct and manage meetings, and share and revise project files in real-time, or whenever is convenient. Includes a Task Manager, Meetings, Contact Manager, Files, Web Links, and Discussion tool, as well as a specialized Dashboard tool, unique to this toolset, that coordinates information stored in the Task Manager and Meetings tools.
Customizable Discussion. A workspace for holding contextual discussion threads, the format of which you can tailor to you and your team's communication requirements. Members can hold a categorized discussion, and share files that may provide greater context for that discussion. The Discussion tool in this workspace is not a Groove Discussion tool, but rather a Forms tool application that any workspace manager can customize by adding or changing forms, fields within forms, or views. Includes a standard Files tool and a customized Forms tool designed for recording discussion entries.
Document Review. A workspace for reviewing and discussing documents. The workspace member who created the workspace can invite others to participate in document review sessions to offer edits, comments and suggestions. Once a review cycle is complete, documents can be returned to the Files tool for broader distribution among workspace members. Includes standard Discussion, Files, and Document Review tools.
Issue Tracking. A workspace that provides a flexible and customizable process for facilitating an evolving team-based issue management process. Users who have the required privileges can customize the options in several "pick list" fields to meet specific requirements.

Issue Tracking is designed for managing all phases of issue reporting and response tracking. Users can create reports, assign ownership, and track status over time. Additionally, workspace members can have discussion threads that address high-priority, time-sensitive information.

Includes a standard Discussion tool and a customized Forms tool for tracking issues.
Mobile Workspace for SharePointTM. A special type of Groove workspace in which tool data is synchronized between the workspace and a specific SharePoint site. For more information, see About Mobile Workspace for SharePoint.
Virtual Meeting. A meeting management workspace for groups that may not be located in the same physical office location. It handles attendee and agenda setting, recording and sharing of meeting minutes and supporting material, as well as recording and reporting status of action items. Includes standard Meetings and Files tools.

Workspace limitations

Although there are no specific size restrictions for workspaces, for optimal performance, we recommend limiting the size of any workspace to 2 GB or less. You can view workspace properties to see the current workspace size.

Note: Groove cannot send a workspace that exceeds 2 GB to new invitees.