Business case
Customers want easy access to their Workspace on any device, including mobile devices such as phones or tablets.
While it's possible to access the Workspace from a mobile device using a browser like on a computer or laptop, this can be a hassle to set up and manage compared to a mobile app. This does not match with Workspace’s vision to simplify, and therefore it is not a viable solution.
To make the Workspace easily and quickly accessible on mobile phones and tablets, we created our own Workspace 365 mobile app for both Android and iOS.
About the mobile app
With the Workspace 365 mobile app, you can easily access the workspace from a mobile device like a phone or tablet. This is very useful if (part of) your workforce either doesn’t have access to a computer or laptop, or it is inconvenient for them to carry one around. That said, there are some remarks to keep in mind:
The option to download the app may depend on the country you live in. If the mobile app does not show in the search results, click one of these links to download the app: App Store or Google Play Store (or contact us if you need any help).
Mobile app notifications through the Activity Feed will not work for self-hosted partners. Hosted partners will have the option to disable these notifications.
Badges with numbers or dot-style badges will not be displayed on the mobile app icon.
Teams sites cannot be opened using the mobile app because the browser isn't supported by Teams.
Branding
There’s a few things to keep in mind regarding branding in relation to the mobile app:
Your custom workspace branding will work the same within the mobile app as in the regular browser
The app’s icon as displayed on your phone/tablet cannot be customized
The mobile app setup screens cannot be customized
Download and configure the mobile app
Users can install and configure the mobile app using the instructions below.
On your mobile device, download the Workspace 365 app from the App Store or Google Play Store.
After downloading the app for the first time, you will be presented with a welcome screen.
Click Next.
Now the app needs to be linked to your workspace environment, this can be done in three ways:
Scan the QR code
On a desktop or laptop, navigate to your workspace and login.
Click on the Profile menu button in the top right corner of your screen.
Click Mobile app, then scan the QR code with the mobile app.
Scan successful? Then you will see Workspace found!
Scan not successful? The error message URL is invalid will appear. Try to rescan the code to continue the login process or try one of the other methods described below.
Click Login to Workspace to log in with your credentials.
Enter your email address
This method does not work for guest accounts.
This requires additional configuration by the admin before it can be used. In the DNS of the domain(s) that users use to login, a TXT record for the domain must be configured.
For example: if the users log in with [email protected] then the name of the TXT record is workspace365.net
Add the line below to the Content, replace "https://instance.url/environment" with the full URL of the workspace environment.
workspace365-url=https://instance.nl/environment
In the mobile app, enter your email address
For admins: the app performs a DNS lookup to the domain in the email address in the background, and checks if the TXT record mentioned above exists. If yes, the mobile app will be configured for the environment listed in the TXT record.
Click Login to Workspace to login with your credentials.
Enter your workspace URL
A third option is to manually enter your workspace URL.
Example: https://instance.net/enviroment
Configure the mobile app for a different Workspace environment
From the Workspace 365 app itself, you can unlink Workspace from the app. This gives you the opportunity to use the same mobile app and log in with a different Workspace environment.
To do this, follow the instructions below.
On you mobile phone, go to the Workspace 365 app.
Click on the Profile menu at the top right side of your screen.
Select Mobile app.
Click Unlink workspace from app.
Click Unlink to confirm.
Click Next and follow the instructions above from step 2 "Get access to the mobile app" to log in with a different Workspace environment.
In-app browser (SSO fix)
Based on feedback from our customers, we have built an in-app browser for the mobile app (Nov, 2022). Before, opening links from the mobile app used to open in your browser e.g. Safari or Chrome, outside the scope of the mobile app. When going back to the mobile app, you needed to sign in again. Now, with the in-app browser, you don't need to leave the app. As a result, this fixes the Single Sign-On issue. You can however still choose to open links in external browsers.
You can access this setting from your profile settings in the app:
Click on your profile image in the upper right corner to open the app settings.
From the drop-down menu, select "Mobile app".
Under "Web links" you will find the setting "Open web links using in-app browser".