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Administer Your Workspace

Course
Overall time: 
29
 min

Administer Your Workspace

Course

Convert and activate members in your workspace

Get the most out of your workspace memberships by changing permissions.

Convert guests to members
Deactivate and reactivate collaborators

Switch user types

It’s pretty common to get new team members when a new project starts. From time to time, you might have to grant more permissions to guests so they can collaborate freely. If you are the workspace administrator, you can change who has access and permissions to create murals and rooms in MURAL. The most appropriate way to do this is to convert guests to members. Here’s how: 

  1. From the dashboard, click your workspace name on the top left corner and select Workspace members to manage your workspace.
  2. To see list of guests, move to the Guests tab in the members section
  3. Choose the guest that you’d like to convert to a member. Click the gear icon that appears while hovering over their name. Select Convert to member 
  4. A prompt pops up to show main features of members. Click Continue to proceed
  5. Choose the permissions you’d like to give them and click Convert
  6. MURAL notifies this person that they’re a member of the workspace

Depending upon your preferences, you can enable or disable the following permissions when converting guests to members:

  • Create rooms
  • Publish templates
  • See open rooms

Difference between guests and members

Not everyone working on a project needs the same level of permission and access. You can invite collaborators as guests or members. 

Guests are external stakeholders, partners and clients outside of your company's domain with limited access while members are core team members or facilitators that have full collaboration access. 

Here are the key differences between the two:

Deactivate members or guests

Depending upon your project requirements, you can deactivate members and guests instead of removing them. This allows you to welcome more collaborators into the workspace, but keeps their content safe from being deleted. If they need to be reactivated, they can return to see their project work in MURAL.

Here’s how: 

  1. Click your workspace name on the top left corner and select Workspace members
  2. Choose the member that you’d like to deactivate and click the gear icon that appears while hovering over their name. You can perform bulk deactivation by selecting more than one member from the list.
  3. Click Deactivate member 
  4. Confirm and click Deactivate

Reactivate users

When a deactivated user logs in, they would see a message stating that they’ve been deactivated. Within this message, they can also ask workspace admins to reactivate them by clicking the Request Reactivation button. 

Workspace admins receive a notification every time someone sends a request for reactivation. They can reactivate members in two ways. Here’s how: 

  1. Click your workspace name on the top left corner and select Workspace members
  2. Choose the member that you’d like reactivate and click the gear icon that appears while hovering over their name
  3. Click Reactivate and confirm

OR 

  1. Click your workspace name on the top left corner and select Workspace members
  2. Click Pending requests on the top left corner 
  3. Click Reactivation requests 
  4. Click Reactivate next to a user’s name on the far right corner

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Compared to members, guests have limited access to features. After using MURAL for some time, guests might not be able to create their own murals and rooms and share them with others. 

As an admin, it's easy to convert guests to members. Select the guest you would like to convert to member and click on the gear icon on the far right Select Convert a member. You will be prompted to set the permissions. Before completing the conversion, the user will be notified via email that they're now a member of the workspace.

As projects come to a close and new projects get going, your core collaborators might change, too. Instead of removing members from your work space and transferring their content to a new owner, you can deactivate members and guests temporarily. This will free up their memberships and allow the user to request reactivation.

In the future, all of the users content will remain available and should they be reactivated would seem as if nothing ever happened. Find the person you want to deactivate. You can select one or more members to editing bulk click on the gear icon in the far left off the members page and select deactivate members or guests. Confirm you wanted to deactivate the person and select "deactivate." If the activated user logs in, they will see the message that lets them know they can request access from the admin or create their only works based on a free trial.

All workspace admins will receive an email notification, letting you know when there's a new request to reactivate the person, select the user, click on the gear icon and choose reactivate guests or reactivate members, depending on how you want them reactivated.

Managing workspace members and guests

Decide who can access rooms and murals in your workspace with member and guest permissions.

Manage members and permissions for your workspace
Identify members and guests
Select who can share murals and rooms

Identifying Members and Guests

On MURAL, people have different collaboration needs. This is why there are different user types to help in making sure that everyone enjoys efficient collaboration. Two user types that we have to discuss are members and guests. While members are usually core team members with full collaboration access, guests are slightly more restricted. So, here’s how to assign user types:

  • Assign member status to a collaborator who is a long-term team member
  • Assign guest status to an external client, partner or stakeholder.

Change workspace members and guests from the dashboard

  1. Click the name of your workspace at the top right of the dashboard. A menu of your workspaces opens.
  2. Select “Manage workspace members” from the menu
  3. Within the settings, select members

You can categorize by members, guests, and those that are yet to join your workspace but have been invited. The pending invitation section includes options to:

  • Manage permissions
  • See the different user types and the date they became members or guests

For members, you can give permission to create rooms, publish templates, become an admin, or remove members. These powers can only be accessed by an administrator on MURAL.

Manage access requests from guests

Guests are external stakeholders, partners and clients outside of your company's domain. Organizations who have Enterprise, Partner, or Education plans can give guests access to collaborate without losing a membership seat. If a guest does not log into your MURAL workspace for over two weeks, then MURAL automatically deactivates them from the workspace to make space for other guests.

If a deactivated guest logs in, they see a message that lets them know they can request access from the admin (or create their own new workspace). All workspace admins will receive an email notification letting you know when there is an active request.

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Hello, I'm Stefan. I'm here to tell you about how to manage a workspace and the members in the workspace. So what we're looking at right now is a workspace.

On the left-hand side you can see the navigation menu, followed by private rooms and open rooms. And then the top left hand corner is the name of your workspace. And under the drop down menu, if you are an admin, you have the choice of being able to manage your members and the permissions inside of your workspace. So we're looking at all of your members in the workspace. We have them and you can also see them categorized out by all members, guests, and those that have yet to join the workspace but have been invited. In here, you have the ability to manage permissions.

You can look at the type of user, the date that they were invited or that they became a member or a guest. And you can also manage the permissions such as being able to create rooms, publish templates, seeing open rooms, promoted to become a workspace admin, and ultimately, maybe removing the member if they're no longer a part of the company.

The settings page gives you the ability to manage the experience of all of your users in this workspace. So you can change the name of the workspace from here. But most importantly, you can change how users or new users get invited in, what type of permission do you want them to have, and you can choose from four different options in terms of how your members can invite new users in and also sharing murals, sharing rooms.

What do you want the experience to be like here, and you have a few options to look at as well. All right, hopefully that was helpful. Take care.

Manage who can share content

Learn how to invite collaborators and set sharing permissions to protect your murals.

Operate zoom settings
Locate objects to the mural
Identify how to follow someone in the mural

Invite visitors to collaborate

You can now invite any collaborator even outside of your workspace to see and edit your murals. They can join in without having to sign up and may choose to remain anonymous. You can invite them in two ways: 

  1. Share an invitation link: 

Same procedure as you learned above.

  • Click the Share button in the top right corner and generate a link in the second tab
  • Select Edit or View only permissions from the drop-down menu
  • Copy the visitor link and send it to your collaborators
  • Whether user have an account with MURAL or not or isn’t signed in will join immediately as a visitor 

👉You can not invite visitors via email; only with a share link.

  1. Invite via email: 
  • Click the Share button in the top right corner and type in your member’s email addresses
  • Press Enter to add them to the list and press Send
  • Your collaborators will receive an email with an invitation to join your mural
  • They will be taken directly to the mural upon clicking the link and will have to sign in first

Share your murals with others

Collaborating and sharing is easy in MURAL. Here’s how you can share your murals: 

  1. Click the Share button in the top right corner or click the ‘+’ button in the center lower part of the mural
  2. Choose which way you’d like to share the mural: 
  • Invite people: Collaborators will automatically join as members of your workspace. You can set their permissions to edit or view 
  • Visitor link: This is a quick and secure way to invite non-members to collaborate 
  • Export: Save a PDF or PNG file for using offline
  • Embed: Generate and copy a code to paste into an external website

Set sharing permissions

From time to time, you may feel the need to change the permissions for your visitors or collaborators. Let’s take a look at default permissions for editors and viewers: 

Editors can: 

  • Edit, comment, vote, and export the mural
  • Invite other users to the mural
  • Create murals
  • Create rooms (the permission to create rooms can be managed under Workspace member permissions)

Viewers can: 

  • View the mural without signing in
  • See changes made to the mural in real-time
  • Not edit, comment, vote, or export the mural

To change the permissions for members: 

  1. Select members icon in the top-right corner of your mural
  2. Click Manage mural members from the drop-down menu 
  3. Select and deselect corresponding boxes to assign and remove permissions

Password protect your murals

Add an extra layer of security to your murals by password protecting them. You'll find this option under the Visitor link tab when you share a mural. Here’s how: 

  1. Click the Share button in the top right corner
  2. Choose Visitor link from the tabs 
  3. Click Add password in the bottom left corner

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Types of collaborators in MURAL

Learn the key differences between collaborators and their access levels to help facilitate efficient collaboration.

Identify different types of collaborators
When to grant certain permissions to collaborators
Switch user types based on access levels

Types of collaborators in MURAL

Not everyone has the same collaboration needs inside MURAL. To help facilitate efficient collaboration among collaborators, we have different user types: admins, members, guests, and visitors.

Here's how it's broken down:

Administrators manage the workspace. They have full access and control and can create, modify and edit all of the workspace settings.

Members are core team members or facilitators that have full collaboration access. Members can:

  • Create a MURAL profile
  • Create rooms and murals
  • Invite others to collaborate

Guests are external stakeholders, partners and clients outside of your company's domain. If you are on a MURAL Plus or Enterprise plan, then you can invite guests to collaborate without them using a license. Guests are able to:

  • Create and edit content in a mural
  • Join rooms to collaborate

Switch between different types of collaborators

As projects come to a close and new projects get going, your core collaborators might change, too. Learn how admins can switch a user from guest to member.

Here's how workspace admins can switch a user from guest to member:

  1. Click on the workspace name in the top left corner and select Workspace Members
  2. Find the guest you'd like to convert to a member and select the gear icon that appears when hovering over their name. Select Convert to Member
  3. You'll be prompted to set their permissions before completing the conversion
  4. The user will be notified that they are now a member of the workspace

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Hi, I'm Daniela. Collaboration can have many different forms, and this is why in MURAL We have three different types of collaborators. First, we have our members. Members are people within your company domain, and they can own and access as much content as was assigned by the company admin. 

Next, we have guests. Guests are people outside of your company domain that can also collaborate with you in your murals. Their capabilities are a little bit more limited, though they cannot duplicate your murals or export them. They cannot invite other people to collaborate, and they can certainly not manage your content. 

Finally, we have visitors, and visitors are people that you invite for one time only. You send them a link. They don't have to sign in, and they will come in as visiting animals so they will come in anonymously. They will be prompted to add their names, but that's optional. 

So this is best for one time events, maybe for research participants or workshop participants. And after you're done with all of your commitments, you can always choose to reset those links to revoke the access as well. So knowing what type of collaborator you need for each particular mural will allow you to collaborate better.