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Administer Your Workspace

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Overall time: 
29
 min

Administer Your Workspace

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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.

Organizing work in MURAL

Manage your virtual office space in MURAL.

Familiarize yourself with workspaces
Invite others to collaborate with you in your workspace
Organize work in your workspace

What are workspaces?

Your workspace is like your virtual office that holds all of your work in MURAL. When you sign up for MURAL, you can create a new workspace or join existing workspaces with your team. These workspaces contain work across different projects that are organized into rooms.

When you create a workspace, you’re the admin of that workspace and can adjust key settings and features for your organization.

Find and join existing workspaces 

When you sign up for MURAL, you can check out your company’s existing workspaces to see if your team is collaborating together. You can join some workspaces instantly, while some will send a request to your company’s admin for approval. Alternatively, you can also search for workspaces manually by clicking Find more at the bottom.

Workspace admins can set the visibility of the workspace by going into workspace settings. Here’s how it’s done: 

  1. Click the workspace name on the top left corner 
  2. Select Manage workspace name 
  3. Scroll down to Join Workspace permissions and select between automatically or by request 

Create a new workspace

When you sign up on MURAL, you can join an existing workspace or create a new one. All newly created workspaces have a 30-day free trial period. 

To create a new workspace: 

  1. Click on the workspace name in the top-left corner and select My Workspaces
  2. Select Create new workspace at the bottom of the list
  3. Give a name to the workspace and invite collaborators

How to invite others to your workspaces?

You can add collaborators to your entire workspace. Here’s how you can do that

  1. Directly from the dashboard 
  • On your dashboard, click the share button on the top right corner
  • Type in the email of the person you want to invite and click send
  1. Inviting via link
  • On your dashboard, click the share button on the top right corner
  • Select CREATE LINK and copy the link 
  • Send the link to anyone you want to invite
  1. Inviting via email 
  • On the top left corner, click your workspace and select invite people to workspace
  • Here you can enter an email or send bulk invites by importing a .csv file

You can also add a personalized message with the invite and click Send invitation(s)

Switching between workspaces

You can be a part of one or multiple workspaces at a moment. Switching between workspaces is easy. Here’s how you can do that: 

  1. See which workspace you are currently in by looking at the top left corner of your MURAL dashboard
  2. Click the arrow next to that workspace name to see all the workspaces where you belong
  3. Click the name of the workspace you want to switch to. You’ll land on the dashboard for this workspace.

Open rooms vs. private rooms

Just like in a real-life office building, there are common areas and private spaces. These are called rooms. There are open rooms and private rooms in a MURAL workspace. 

  • Open rooms: These are the rooms that are open for everyone to join and collaborate with the members in there. Open rooms are ideal for projects you want visible to anyone in your organization.
  • Private rooms: You need an invitation to access the private rooms. These are best for projects and work you want to keep private or to an exclusive team.

Here’s how you can check out your rooms:

  1. Within your workspace, go to the dashboard
  2. On the left-hand side of the dashboard, there is a list of private rooms that you can join. Click any of the rooms to join in. 
  3. Just below this are open rooms you can access when you click. Everyone can come in and collaborate.

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Hi, I'm Daniela, let's talk about workspaces. A workspace is the virtual space where all of your work within MURAL will happen. So in other words, it's just like your office building.

In a normal scenario, you would only have one office building that you would go to. And within that office building, there would be different rooms that you can access. Some of them would be open office spaces that you can just go grab a mug, sit down and start working.

Some other spaces would be private would be meeting rooms that you would need to have been invited to in order to be able to go and collaborate in MURAL. Those are called open rooms in private rooms. So, if I exit my mural on the top left, up here, and I go back to the dashboard, you will see that I am in the MURAL Magic workspace.

So this is my new office building. No need to commute, just one click away. I don't even have to wear shoes. And then within that workspace, I will have private rooms.

These are the ones I'm invited to. I will have open rooms that anybody can just come in and collaborate. So now that we don't have to make all that small talk in the kitchen, there's a lot more time to create wonderful innovations. So let's get to work.

Store project work in rooms

Keep all of your work related to a project together. Invite everyone to collaborate or keep content private.

Differentiate between different types of rooms
Create, rename and move rooms

What are rooms?

Rooms are an efficient way of organizing murals for different projects. If the workspace is your office, then rooms will hold all of the work for your team with related murals. A workspace can contain several rooms, and each room can contain several murals. You can access your rooms in your workspace from your dashboard.

Open and private rooms

There are two major types: open and private rooms. With open rooms, every member of that workspace can access them. However, they need to be exclusively invited to private rooms. Here are various ways to access murals in a workspace. How to create rooms in MURAL:

  1. On the left of your dashboard view, you can click all murals to display all murals in one view. 
  2. Create new open or private rooms by clicking in this space. 
  3. Assign names, a little description of what the room is for, and click create room
  4. Click the magnifying glass icon in the upper right-hand corner to search for a room or mural.

Rename and move rooms

You can rename and move rooms in MURAL. To rename a room:

  1. Click on the drop-down menu close to the room's current name
  2. Type in the new name and hit enter.

 To move the room:

  1. Click on the arrow beside the room's name
  2. Select the workspace where you want the room to belong. Select move room to complete the move.

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Hi, I'm Daniela, let's talk about rooms. Rooms are an efficient way to organize your murals for different projects. They're very much like the folders in which you used to save your files except for their better. 

A workspace can contain several different rooms and each room can contain several different murals. There are two different types of rooms. Open rooms are available to anybody who's a member of that workspace. 

In order to access private rooms, however, you need to have been explicitly invited to it. So let me show you what that looks like in real life. We're going to exit my mural up here on the left. And now you'll see that I am in the MURAL Magic workspace. 

Within this workspace, there are lots of rooms where it happens. There are private rooms and there are open rooms You can create new open rooms and new private rooms. So if I create a new open room like so, maybe for practice purposes, I will just assign it a name. And I will be ready to create a room. 

Remember, these are open to anybody in the workspace. So maybe you want to add a little description of what that room is for. You can create the room. And then it will be available to anybody who wants to join, just like this one, where we have 25 people that can access all these contents. 

If you go to a private room, however, you will see that there's only one member here and that's me. Yeah, I get to have my own room. And you need to be invited to be able to see these contents. In order to create a private room. The process is the same, you just go over to the plus sign and create a private room. So next time you're organizing your content, be mindful of where you store it.

Search your workspace and rooms

When you have many murals to scroll through, you can find a specific mural quickly with search.

Decide how to search for murals
Establish filtering murals by keyword
Establish filtering murals by color

Search for murals

Don’t have the time to find murals by scrolling? The search option comes in handy. Here is a fancy way to search for murals in your workspace.

  1. Click the search option at the top right-hand corner of your dashboard. You can use this option when you know the name of the mural you’re looking for. 
  2. Double click on what you want, and you’ll be directed to the mural itself.

Find murals within murals

You can look for something specific inside the mural quickly. The find feature is at the top right-hand corner next to a question mark. 

  • Click the find feature
  • Filter the mural for something specific using keywords. 
  • Zoom in to the places that are highlighted to find what you’re looking for.

Filter by color

Here is a fancy way to search on MURAL

  1. Just below the keyword search option is a color panel. 
  2. Click on any color to filter using this option.

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Hi, I'm Stefan. I'm here to show you how to search for murals at the workspace level at the room level and search for things within a mural itself. So right now, we're right now looking at all the URLs inside of the workspace, and there's plenty of murals to scroll through and look for. However, there's also a faster way to do it. 

So, we have a search option in the top right hand corner, where you can now buy a keyword of murals. If you happen to know the name of the material that you're looking for. You just can't find it when you're scrolling through or don't have the time to scroll through and find it. 

I can simply just use the keyword here and find the mural in the mix of all the murals that are in this workspace. So I'm going to see the top hit based on the keyword I've entered and I actually found what I was looking for, so I'm going to double click. It can be directed to the mural itself. Now that I found it. 

Now that I'm inside of the mural, I'd like to look for something specific inside of this mural. So, I can see here, there's a lot going on inside of here. So it'd be really helpful if I can find something pretty quickly, because I really don't have a lot of time to search around this mural. In the top right hand corner, next to the question mark. 

There's this fine feature, allowing you to filter the this mural for something specific, usually by keyword. So I recall on the team stand up that my colleague and Jim said something really interesting. So I'm actually going to just filter for Jim's sticky notes. So I can see here by the keyword that I've entered, I can now see all all areas and sticky notes that have this keyword in it and they're highlighted here on the mural. 

So I can zoom in now, see where this space is that I wanted to look at. And then now closely read what are on these sticky notes that Jim left to jog my memory and recall what ideas that he had. You can also filter by a specific color inside of inside of this mural as well. So if you're not just searching by keyword, and did some color coordination, you can also filter by color. Hopefully that was helpful.

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.

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.

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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