Workspace Templates

Workspace templates are a premium feature that make it easy to automate workspace creation. They’re ideal for repeating projects & workflows; for example, a client project that involves similar docs & tasks to your other client projects.

When deployed across your team, workspace templates provide a helpful overview of all your shared processes in one place.

• How workspace templates work
• Create a workspace template
• Edit a workspace template’s content
• Share a workspace template
• Delete a workspace template
• Manage workspace templates
• Manage team workspace templates
• Use a workspace template

How workspace templates work

Workspace templates provide a prebuilt starting point for a project or workflow. You can create workspace templates for personal use, or share them with your team so they can quickly and easily create workspaces from your team’s templates.

Your templates can be managed in the template manager.

Your team’s templates can be managed from team template settings in the admin dashboard.

Create a workspace template

1. Open Workona.

2. Click the + button at the top of the sidebar.

3. For your first template, click New workspace template.

4. For subsequent templates, click Manage templates.

   • Click the + in the top-right of the template manager.

5. Choose between New template from workspace or New template from scratch.

6. The workspace template editor will open. Feel free to make edits while in the workspace template editor. After saving the template, you can re-enter the editor at any time to make additional edits.

7. Type in a template name and click Save template.

8. Click the ⋮ button at the top-right of the editor for more options, such as renaming the template.

Edit a workspace template’s content

1. Open Workona.

2. Click the + button at the top of the sidebar.

3. Click Manage templates.

4. Click any workspace template to open in the template editor, or hover over a workspace template and click the Edit template button (pencil icon).

5. The workspace template editor will open. While here, you can edit all parts of the template:

   • Template name: Above the blue line, click Template name to type in a name. This name refers solely to the template; any workspaces created from this template can be given their own names.
   • Workspace name: Click the workspace name to type in a name.
   • Resources, notes & tasks: Add these to the workspace by clicking the + button in the top-right of each section. You can also rename, remove, or otherwise edit these in the workspace template.

6. Note that everything below the blue line will be duplicated when workspaces are created from the template.

7. To save your edits, click Save template in the top-right of the editor.

Share a workspace template with your team

1. Open Workona.
2. Click the + button at the top of the sidebar.
3. Click Manage templates.
4. Click the Share template button (team icon) that appears when you hover over the template.
5. Select a team to share with, or create a team if you don’t have one yet. Workspace templates cannot be shared with individuals, and you must be a member or admin of the team to share it with team members.

Delete a workspace template

1. Open Workona.
2. Click the + button at the top of the sidebar.
3. Click Manage templates.
4. Click the Delete template button (trash icon) that appears when you hover over the template.

Manage workspace templates

1. Open Workona.

2. Click the + button at the top of the sidebar.

3. Click Manage templates and the template manager will open.

4. Select Workspace Templates from the left side, and your personal and team workspace templates will appear.

5. To manage a template, hover over a workspace template and click the buttons that appear:

   • Share template (team icon)
   • Edit template (pencil icon)
   • Delete template (trash icon)

Manage team workspace templates

1. Open a workspace.

2. Click the Teams button (team icon) at the bottom of the sidebar, or navigate to workona.com/admin/.

3. Select the team you want to manage.

4. Select Templates in the team settings sidebar.

5. Select Workspace Templates in the sidebar, and the team’s workspace templates will appear.

6. To manage a template, hover over a workspace template and click the buttons that appear:

   • Share template (team icon)
   • Edit template (pencil icon)
   • Delete template (trash icon)

Use a workspace template (create new workspaces from a template)

1. Open a workspace.
2. Click the + button at the top of the sidebar.
3. Click the name of the template you want to use, and the create workspace popup will appear.
4. The default workspace name you set up in the template (optional) will be autofilled into the Workspace name field.
5. Edit the workspace name if needed.
6. Click Create.
7. Notice all of the content you set up in the workspace template editor is reflected in the workspace you just created.