PAGES: Workspace Pages

What is a Workspace Page?

A Workspace Page is a collaborative document that can be shared with both internal team members and external contacts. Anyone with access can edit it, and each edit requires a comment explaining what changed. This creates a transparent record of modifications that helps everyone stay informed about content updates.

Note: Workspace is a legacy feature available in some existing accounts but not enabled by default for new installations. It can be added upon request.

Workspace Pages work with internal staff members or external contacts in your system (Leads cannot access them since they cannot log in). You can assign pages to one person, a group, or your entire organization.

Use Workspace Pages to work together on documents, share announcements, or manage any text-based content your team needs.

Creating a New Workspace Page

Start by navigating to Content > Workspaces > Add New Page from the main menu, or go to Content > Workspaces > Manage Pages and select the + button.

You’ll see a form where you can configure your page and determine who has access to it.

Assigning External Contacts

The first section lets you grant access to Prospects or Clients. You’ll find a checkbox that automatically includes all current and future Clients/Prospects in your account if selected.

Assign Users

Pick specific individuals from your Clients or Prospects to access this Page.

Assign Circles

Designate Circles (groups of users) to access the Page. You can also create a new Circle on the fly using the + button if needed.

Assigning Internal Staff

This section controls which Staff members can access the Workspace Page. A checkbox option automatically assigns all current and future internal Staff if selected.

Category

Pick a Category / Menu Group to organize this Workspace Page. You can create a new one using the + button if you don’t have the right category yet. This category becomes the menu heading that both Prospects/Clients and Staff see when they navigate to Workspaces.

Title

Enter the primary name for your Page. This appears in the admin table and at the top of the page when users view it.

Menu Title

Set a shorter name for the menu display. When external contacts click the main Workspaces menu, they’ll see this title in the dropdown. Keep it brief (a few words) for a clean menu appearance.

Content

Add your initial content here. You can type plain text, paste formatted content from other sources, or switch to HTML mode by clicking the ”<>” button in the editor toolbar to write custom code.

Once everything is configured, click “Save”. Assigned users will receive email notifications about the new page and can log in to view it immediately.

Accessing and Collaborating on Workspace Pages

Use the menu to view and work on Workspace Pages with your contacts and team.

Tip: When someone (internal or external) is editing a Workspace Page, it becomes locked for other users. Editing resumes only after the current editor saves, adds a revision note, and closes the page.

Important: The admin management menu and the user viewing menu for Workspace Pages are separate. The Workspaces menu users see is AUTO-GENERATED and AUTO-ORGANIZED based on your admin settings. Users without assigned Workspace Pages won’t see the Workspaces menu at all.

Revisions List

When you open a Workspace, the first section shows all previous revisions.

Editing Workspace Pages

Edit Workspace Pages like any other content using the text editor. The key difference is that a Revision Note is required below the editor before you can save changes.

Reverting to an Earlier Revision

If you need to go back to a previous version, open the Options menu for that revision and select Revert to this version.