eWorkspace is a digital space that allows for the management of access rights and digital resources, as well as the sharing of these rights or resources with individuals associated with the space. Various electronic services can be linked to the space, making the linked services and their content available to the members of the group. eWorkspace is intended for situations where, for example, a project team needs shared resources managed by a project manager. During the project’s lifecycle, new resources or access rights can be activated as needed.

Multiple types of resources can be linked to the space, such as a network drive directory, Nextcloud space, some services within the M365 environment, or other services utilizing group data. Some resource connections can be made with minimal effort, while others may require a separate technical integration implementation.

Each workspace has a lifecycle (validity period), after which the resources and access rights linked to the space are automatically removed. The lifecycle model ensures that unnecessary data and rights do not remain permanently in the systems, and that permanently retained data is properly archived in systems intended for long-term storage. Therefore, the space administrator plays a crucial role in ensuring that any resources and data that need to be retained after the usage need and the space’s lifecycle have ended are stored in systems intended for long-term preservation.

 

eWorkspace management

The administrator(s) of the space can manage the users associated with the space, the validity period of the workspace, and the resources linked to it.

It is the administrator’s responsibility to ensure that the space always has the correct users. Users remain as users of the space until they are removed by the administrator. An unnecessary eWorkspace can be terminated and deleted by setting the workspace’s validity period to the near future.

 

Implementation of eWorkspace

1. To get access to the eWorkspace service, you need to submit a request for the eWorkspace via the HelpJYU form.

Required information to create an eWorkspace:

• Provide a name for the eWorkspace. The name can be a maximum of 35 characters long. The name always starts with ews- (this prefix cannot be changed). Allowed characters are a-z, 0-9, and -.
• Write a description for the eWorkspace.
• Set an expiration date (this can be changed later, maximum of 5 years).
• Specify the administrator(s) of the eWorkspace.

2. The eWorkspace view will appear in the OMA service (services tab): https://account.jyu.fi/. You will also receive an email notification about the creation of the eWorkspace.

3. Click the name of your eWorkspace to open the settings. You will see the basic information about the eWorkspace:

As the administrator of the eWorkspace, you can modify the end date of the eWorkspace from this view. You can also create an email list for the eWorkspace by clicking "+Activate resource".

Read more about the email list: maillists.jyu.fi email list

4. On the Members tab, you can see the members of your eWorkspace. You can add members by clicking "+Add members".

5. Search for a person by name (1.) in the search field. Select the person by clicking "Add" (2.). Save the changes (3.).