An Administrator's Guide to Prism Cloud Workspaces

This document is intended to answer many of the frequently encountered questions that an Administrator of a Prism Cloud Workspace may encounter. Note that much of the information found on this page will only apply to individuals with Administrator privileges within a Prism Cloud Workspace.

A Brief Overview of Prism Cloud

Prism Cloud is a web-based application that allows Prism users to publish their Prism projects, share their published work with others, and engage in discussions on shared projects. In order to publish their work, Prism Cloud users must belong to one or more Workspaces as a Creator (your Prism subscription already includes a free Prism Cloud Workspace).

Users within a Workspace can have one of three roles:

• Admin: Allows managing members and Workspace configuration
• Creator: Allows publishing to the Workspace, collaborating on published work, and access to all Common Folders within the Workspace
• Guest: Provides limited access to view and comment on specific projects by invitation

Anyone with a Prism Desktop license belonging to your subscription will be able to automatically gain access as a Creator to your subscription's Workspace and begin publishing and collaborating immediately.

To keep things tidy, published projects are organized into Folders within the Workspace. Users with Creator permissions can invite others as Guests to view and comment on individual projects. These Guests will not gain access to other projects within a Folder or other Folders within the Workspace.

Read on for answers to many other common questions related to administering your Prism Cloud Workspace.

How much does Prism Cloud Cost?

Nothing. It is included with your Prism subscription.

What is a Prism Cloud Workspace?

The Workspace is the working environment associated with your Prism subscription. This space is for members of your Prism subscription to publish and share their work. Content published to a Prism Cloud Workspace is organized into folders which can be created and named (or re-named) as needed for the specific work being performed. Each user has their own “Personal” folder that they can use to publish and organize their work, while other folders in the Workspace can be used and browsed by any member of the Workspace.

How does Publishing to Prism Cloud Work?

Publishing to Prism Cloud creates a Prism Cloud project that contains all of the graphs and layouts of the associated Prism file. Publishing to Prism Cloud does not upload the entire Prism file to Prism Cloud. Instead, the Prism file is linked to the Prism Cloud Project, so that any changes made in the Prism file can be used to Update the Prism Cloud Project. Currently, only graphs and layouts are supported by this process (Data, Results, and Info sheets are not published to the Prism Cloud Project).

Who can Access Published Projects in the Workspace?

There are two types of folders within a Prism Cloud Workspace: Personal and Common. By default, Projects shared to a user’s Personal folder can only be accessed by that user. In contrast, Projects shared to a Common folder can be viewed by any member of the Workspace by default.

Individual Projects may also be Shared with other Prism Cloud users (non-Workspace members). When a Project is Shared with a Guest this way, these Guests will not get access to the entire Workspace. Instead, they will only gain access to view the specific shared Project.

How can I see the Members of the Workspace?

As an Administrator of a Workspace, you will have access to the Workspace Settings. To access the workspace settings, log in to Prism Cloud (and if necessary, select the appropriate Workspace). Then click “Workspace settings” directly below the Workspace name.

Workspace settings consists of two tabs: Settings and Members. On the Members tab, you will be able to see the Name, registered Email address, and Role for each member of the Workspace.

How do I change the permissions of the Workspace members?

On the Members tab of Workspace settings, you may use the Role dropdown menu to change the role of Workspace members from Creator to Administrator or from Administrator back to Creator.

Additionally, if you want to remove access to the Workspace for a given user, you may find the member in the Members list, then click the Deactivate link in the Action column. Deactivated users will be listed in a separate table at the bottom of the Members tab, and can be Reactivated by clicking the “Reactivate” link (as long as there are Workspace seats available).

Do I have to add Members to the Workspace Manually?

No! Because Prism Cloud Workspaces are associated with a Prism subscription, we made it easy for users of your Prism subscription to join your Workspace. The first time a user logs in to a device that’s been activated using your Prism subscription, we will link their user account with the associated Workspace.

The most common problems with users not being able to join a Workspace automatically is if one user has claimed multiple Workspace seats by using different email addresses (GraphPad.com accounts). In this situation, you can remove the additional accounts in Workspace settings as described above.

Can I add Members Manually if I want to?

Yes! If you’d like to manually add a Workspace member, simply click the “Invite to Workspace” button at the top of the Members tab within Workspace settings. Note that any invited user must have a registered GraphPad.com account (email address and password).

Also note that invited users don’t necessarily have to be members of your Prism subscription. You may also invite external collaborators or other members to your Workspace. However, keep in mind the following points:

• Any Workspace members (whether they are users of the subscription or not) will be able to view any Projects published to any Common folder within the Workspace
• Each Workspace has a set number of seats (based on the associated Prism subscription). Adding non-subscription users may result in users of the subscription being unable to access the Workspace (or Publish their work to Prism Cloud)

How many members can I have in my Workspace?

The number of members allowed in your Prism Cloud Workspace is the same as the number of activations for your Prism subscription.

I'm just the Prism subscription Administrator. I don't use Prism myself. Will I take up a Workspace member seat?

No. We want to make sure that each member of your Prism subscription is able to access the associated Prism Cloud Workspace. The Prism subscription administrator is automatically added as a "Workspace Owner" (a special kind of Workspace Administrator) that does not take up a member seat.

How do I Change the Workspace Name?

Within Workspace settings, click the “Settings” tab. Here, you’ll be able to provide a new Workspace Name. When you’re done editing the name, simply click the “Update” button.