A teamspace is a collaborative area where you can organize your content and share it with others to edit, comment or view. Teamspaces are located in the bottom left corner of your global sidebar.

To effectively utilize Teamspaces, it's important to understand when they are most beneficial and when other options might be more suitable.

When to use Teamspaces

**When not to use Teamspaces**

Content access control
Manage access to specific content and grant visibility rights to relevant users. Organize content efficiently for different groups
Content collaboration
Foster collaboration by enabling multiple users to work on content simultaneously
Content organization
Use Teamspaces and folders to keep content organized for easy and intuitive access

Content visibility and distribution
To avoid creating too many Teamspaces, always consider alternative methods like sharing the content directly if visibility or access settings can be managed without Teamspaces
Content accessibility across groups needed
Since content can only be in one Teamspace at the time, ensure to place it in either the Teamspace with the highest visibility level or assign groups separately using above methods or Programs. Avoid duplicating content as it might create confusion

Best practices

Dedicated spaces for teams
Build Teamspaces as dedicated areas for teams to gather important information, making it easily accessible.

Invite collaborators
Invite colleagues you collaborate with on a regular basis and let everyone inherit permissions to streamline access.

Clear role definition
Clearly define the responsibilities of Teamspace admins and members to manage content effectively, and ensure appropriate access to the content.

Use cases

Polestar uses Teamspaces to manage and organize content efficiently

💡 Ensuring the right content is accessible to the right teams and individuals.

Read more about it in their case study here: https://sanalabs.com/customers/learning/polestar

Ahlsell utilizes Teamspaces to improve team communication

💡 By segmenting content and discussions into specific areas, which helps maintain clarity and focus. Read more about it in their case study here: https://sanalabs.com/customers/learning/ahlsell

Teamspace visibility

There are two types of Teamspaces:

Public Teamspaces: Open to all in the organization, great for knowledge-sharing, teamwork and accessibility. These are browsable, by clicking on browse on the bottom of the global sidebar. Everyone can join them.

Invite-only Teamspaces: Only certain people can join, if they are invited by an admin/editor of the Teamspace.

Teamspace members

Teamspaces members can be individuals or groups.

Members are assigned a user access level that applies to all the content within a Teamspace.
For non-Teamspace members, the content in a Teamspace is not visible. However, they may have access to the content within if they have direct access to the content or an open link access/visibility

Teamspace access levels

When defining a user's or group's access level this applies to all content within a Teamspace. Teamspaces have the same access levels as content:

Owner

The highest level of access in a Teamspace
Have the authority to execute all the functions that other roles can perform (read below)
Only the owner can delete the Teamspace

Can edit

Edit, publish, unpublish, and move content in the Teamspace
Can add, edit, or remove Teamspace members and their user access level
Has content collaboration controls; can add or edit existing user access levels for individual content within the Teamspace
- The Teamspace content will be listed under "All content" on your Home page
- The Teamspace content is listed in your search results
- You cannot make other changes to the Teamspace settings

Can comment

Can see all the cards in the courses, highlight text and make comments
All users with can edit or comment access have visibility of the former
The content will be listed under "All content" on your Home page
- The content is listed in your search results
- You cannot make changes to the content, nor publish the content
- You cannot change Teamspace members or any settings

Can view

Can see and learn the last published version of content
- The content will be listed under "All content" on your Home page
- The content is listed in your search results
- You cannot make changes to the content, nor publish the content
- You cannot change teamspace members or any settings

Create or edit a new teamspace

Create a Teamspace

To create a new Teamspace you must be an administrator, group admin or a learner with Create access.

Access the Global Sidebar and click Browse
A new window displays on the right, click on New Teamspace
Add a name, description, and members (and user access levels - see above)
Choose if you want it to be invite only or public (see more about these above)
Click Save

Edit your Teamspace

If you are the owner of a Teamspace you can change the name, description, and members of the Teamspace through the Settings. You can edit the user access levels here too (see above).

Move content to or from a Teamspace

You can move content to a teamspace in multiple ways:

Directly from the Teamspace by clicking the arrow next to "New". Choose "Import content" and move whichever courses you would like. This option suits well when wanting to bulk import content you have access to into the Teamspace.

From the editor view of content via the 3 dot-menu in the top right, select "Move" and choose the Teamspace you want to locate the course in.

By dragging-and-dropping content on your Homepage

💡 Keep in mind that content can only belong to one Teamspace at a time. Meaning, if you move content to one Teamspace from another, it will disappear from the first one. You will get a confirmation question on this which you will have to accept before confirming the move of the content.

Who can move content?

As an owner or editor of a teamspace you can:

Move content into and out of the Teamspaces where you are the owner or editor
Move content from ‘My content’
Move content from ‘Shared with me’

Course editions in Teamspaces

Having course editions in Teamspaces offers significant benefits

For creators, it simplifies the organization and management of course materials, allowing for a more streamlined workflow.
For learners, it ensures that they have access to the most relevant content tailored to their needs, enhancing their learning experience and engagement.

Course editions can be added to a Teamspace through the import content modal. Filter through "Any type" > Editions. Here, you can choose if you want to import all editions for a course, or choose between the available editions that are relevant for the Teamspace members:

💡 Note: For the Course Editions to display correctly as part of a Course Group, all editions within the group must be imported to the same Teamspace. If the editions are placed in different Teamspaces, they will function as individual courses without any linkage.

How does it work?

For learners in the Teamspace with "can view" access level, the behavior will be same as on home page. Meaning, they will see the edition that matches their UI language.
For creators with "can edit" access level, they will be able to expand and browse the different editions directly through the Teamspace.

FAQ

What happens if I am the owner of the content in a Teamspace and it is moved to a Teamspace which I do not have access to?

You still retain ownership and can access the content via the 'Create' tab

What happens if I am the owner of the content in a Teamspace and I am removed as a collaborator in the teamspace?

Same as above

What happens to the content if the Teamspace is deleted?

The content is deattached from the Teamspace, and the direct collaborators (owner and any added editors) can find it in ‘My content’ or ‘Shared with me’

Sharing content

Sana homepage navigation: Global sidebar

User roles: Administrators, Group Admins & Learners

Getting Started with Sana: The Admin's Checklist

Multi-tenancy