How to change names of workspace, entities and projects

Purpose

The purpose of this document is to document and explain how the names of entities can be changed. This includes workspaces, projects and similar objects that inherit their functionality from ts_entity.

Rename Workspace

It is important that no users have files open on the server. Instruct users to not work during the time that workspace rename/merge operations take place.

Prechecks

Check that no files are open before rename/merge operations, this can be done by going into the system menu and using the Open files function:

Change to AdminWrite

In order to change critical data like workspace name or workspace type you must run as [AdminWrite] user level. Change user level in top right corner of the webapp:

Navigate to a workspace

A workspace may be a Project or a Product.

Navigate to the workspace using the appropriate search link for example System/Workspace link:

Click the specific workspace link you want to rename so that the workspace is shown on one page:

Rename a workspace

1. Click the workspace ID field:

2. Enter a new ID:

3. Click OK

The workspace will be renamed and all references to the workspace will be updated.

Inactivate a Workspace

This operation can be done at any time, even if users have files open.

By inactivating a workspace you ensure that no users can create new documents on the workspace. However existing documents on the workspace can still be found, edited, revised etc. with no restrictions.

1. Navigate to the Workspace
2. Click the active field:

3. Uncheck the active status

4. Click OK.

Move all documents from one workspace to another workspace

1. Make sure you are running as AdminWrite user level.
2. Make a document search with filter set to latest, Max set to *, and a workspace filter. The workspace filter is the source workspace, the workspace from which documents should be moved. Make sure that the workspace filter starts with ‘=’ char so that only one workspace is included in the search (exact match). All document revisions will actually be moved even though only latest revision has been selected:

3. Select all rows in the search grid:

4. Click a Workspace field (pencil) in any of the selected rows:

5. Enter destination workspace, and click OK, click OK again to confirm moving multiple documents. The operation may take a while if many documents have been selected. As the documents are moved they will disappear from the search grid, since the search grid has a filter at the source workspace: