In each workspace environment, you can create one or multiple branding sets as a workspace admin. This is useful for organizations with multiple departments that each have their own style, such as a school community with multiple schools. For more information, see our Branding your Workspace environment.

For the landing page, the workspace looks at all spaces in the spaces list, and loads the first one the user has access to. By default, this is the Personal Space. By changing the order of the spaces in the spaces list (Spaces > ellipses > Manage) you can change the landing page by moving the desired space to the top of the list. Do note that you need to set the correct permissions on the spaces as well.

You create a new Workspace environment by using a PowerShell script. For this you need an Azure Global Administrator and the provisioning key. More information about this can be found in the article How do I create a Workspace environment?

After creating the Workspace environment, you can start setting up the Workspace. Refer to the Get Started section for more information. We also offer a lot of Integrations. After the setup, you can set the Workspace template as default for all users. You can do this under Workspace management in the Workspace settings.

Users will not see Shared spaces, Shared tile group or tiles that they have not been granted access to, even when it's pushed to users by the Workspace administrator. For a more elaborate explanation on permissions, take a look at the following article: Understand and manage user permissions in Workspace 365.

We differentiate between the Personal space and Shared space(s). These spaces give Workspace a high level of adaptability and it keeps the workplace clear and organized. Only Workspace administrators can create and manage Shared spaces. For more information, please refer to the Best Practices.

Create and managed Shared spaces:

Documents, E-mail and Web content apps can be added as a Shared space ("Application as tab") or as a (live) tile. To decide which option to choose, please read our Best Practices.

As a workspace admin, you can create a Shared Group from either your Personal or a Shared Space, by clicking Edit and then choosing New shared group.

This will automatically create a new Shared Group in the space that is currently active, with the default name New shared group. Click the name to edit this and enter the desired name.

Change the order of Shared groups for users' Personal spaces:

When a user changes the order of Shared groups in their Personal space themselves, certain values determining the order of the groups are written to the database. The workspace will then look at these values by default and order groups accordingly, regardless of the order an admin sets.
This is currently by design, from the thought that the user should have final control over their Personal space.

​Change the order of groups in Shared spaces

​Reordering tiles in Shared tile groups

Tiles are reordered to have the least amount of gaps, based on their size. This is useful for users who don’t have access to certain tiles within a Shared tile group.

The image below shows the appearance of a Shared tile group, from an admin point of view and from a user point of view – with and without reordering – when a user has no access to a certain application.

This option only applies to users that do not have permissions to edit the tile group. Due to this tile groups may be displayed differently for admins and end users, depending on tile sizes. The tiles are reordered based on a set pattern: large to small (first by width, then by height), then by original order.

We have a dedicated support article for this, see Best practices.

Workspace 365 communicates with apps based on APIs. We use these to retrieve data from the underlying systems. We can also write data to apps, granted the APIs permit us to do so. New apps or additions to existing apps can be requested via a feature request.

Workspace 365 connects with Microsoft Entra ID (previously called Azure AD) via a registered Microsoft Entra ID application, which grants Workspace 365 permissions to use the desired API's. These API permissions are used to communicate with Microsoft 365 based on the signed in Workspace 365 user, so that this user can connect to SharePoint, Outlook, Power BI, etc. via Single Sign-On (SSO).

Set up SSO

Workspace has the option to automatically create the SSO App Registration in Microsoft Entra ID: setup SSO automatically. You can always add or remove API permissions manually after completing the automatic setup of SSO.

User synchronization

When the SSO setup has been completed, you can automatically sync users and/or groups from your Microsoft Entra ID to Workspace. You can import users using our Azure AD synctool or via automated user provisioning via SCIM API (“serverless sync”).

At this moment, it is not possible to see usage statistics for Workspace 365 environments. If you would like to see this, you can submit a feature request.

Yes. If you want to see a new language added to Workspace 365, please submit a feature request.

Hosted partners don't have to worry about anything, we update and maintain our hosted platform for you. New versions are deployed every three weeks on Thursday between 22:00 hrs. - 00:00 hrs. (CET/GMT+1), except in December. Also refer to the Maintenance Window section of our SLA.

Self-hosted partners are responsible for updating and maintaining their instance themselves. New updates for self-hosted are published every Tuesday after the latest hosted platform update (you can access them through the widget on our partner platform).

To stay informed, you can subscribe (follow) the latest announcements section. This way, you will receive an email when a new article has been posted. In this section, you'll read about new releases, technical items, fixes and improvements. In addition to the release notes, we keep you informed on other important Workspace news you don't want to miss. Also, keep an eye on the deprecations and removals.

Redundancy

We use Microsoft Azure to host our service. We provide High Availability by combining a fully redundant setup with cloud services available in Azure. This way, we can offer you the true SaaS experience.

If you are a self-hosted partner, you will need to provide this level of redundancy yourself. We are always available to advise you on implementation options, but keep in mind that self-hosting also means taking full responsibility for the resilience and performance of your services. If you want to discuss your hosting options, please contact your partner manager.

SQL rollback

A rollback is possible. However, specific environment settings like a custom branding, created announcements or integration credentials created after the date/time to which the environment is restored, will be lost.

To submit a rollback, you can fill in Change Request form CR-07 Emergency restore (through the support widget on our partner portal).

Yes, we make backups of all our cloud resources. If you need to have a backup restored of an environment we host for you, please submit a CR-07 emergency restore (through the support widget on our partner portal). If you have chosen to host Workspace 365 yourself, this means you are responsible for your own backup strategy. Although we will provide you with advice on how to properly backup your service, we will not be able to do any type of restore for you, nor can we accept responsibility for any failures in your backup process.

We make backups over three months' time. In addition, we make a point-in-time backup for 35 days. This means that a backup can be retrieved from any point in time over the past 35 days. Please note that we do not reverse specific user actions. It is a database restore that restores all changes in the Workspace setup for all users.

Yes, you can. For more information, go to: Request custom URL (CR-03).

The Provisioning Key is given during the launch (before the technical onboarding) of the Workspace 365. With this key you can manage your entire instance, for example create or delete Workspace environments. It is highly sensitive information and should be known within your organization. Check your email or get in contact with your colleagues first. If the key cannot be found anymore, please submit a support ticket.

Mailto hyperlinks are used for linking directly to an email address. You can add a hyperlink to an announcement, a knowledge item or email. When you insert the hyperlink, for "Webpage", use the following format: "mailto:[email protected]". When the hyperlink it clicked, it will automatically compose a new email based on the device's mailto preference.

Workspace 365 is fully supported by the latest versions of Google Chrome, Edge, Mozilla Firefox and Safari for Mac. A mobile view mode for smartphone devices is also available.

Here's an overview of browser versions supporting Workspace 365 (all ranges are inclusive, i.e. "latest - 3" = 4 versions). We recommend always using the latest version of your browser.

This is possible, we have dedicated a support article to this. See Add SSO apps with Microsoft Entra ID, HelloID or SecureLogin.

The steps to take depend on the error you get when trying to log in. Refer to the corresponding article for further details:

If you are experiencing issues due to an SSO misconfiguration or expiry, you can either Request Emergency Admin Access or use our tool to reset SSO.

If you have accidentally disabled/removed your only admin in the workspace, there are two options:

We use the Global Admin for the registration of Workspace 365 and creation of the Single Sign-On App Registrations in Microsoft Entra ID and to set up the connection to SharePoint, Exchange, etc. New Workspace environments can be created via API or using our PowerShell script (recommended).

You can remove the Global Admin afterwards, but this is not recommended. We advise you to not remove this account from your AAD and to store the user credentials on a secure place. Should you want to remove the Global Admin, ensure you have added at least one other admin to the workspace environment beforehand.

Please refer to: Birthday information.

Users' birthdays remain visible in the Birthday tile until the user is deleted from the workspace. Making a user inactive is insufficient, the user must be deleted.

Please refer to: Manage birthday notifications.

This is explained in our admin guide in step 4 "User management".

Automatic (recommended)

When using the Azure AD synctool or the serverless SCIM API to automate user provisioning, ensure the user is added to the group in Microsoft Entra ID (previously called Azure AD). As long as both the user and the group are included in the sync scope, the user will be added to the group in Workspace with the next sync.

Manual

You can also manually create or import users and/or groups. Make sure that the Azure Active Directory sync is disabled under the User provisioning page.

When you sync groups from Microsoft Entra ID (previously called Azure AD) to the workspace, using our Azure AD synctool or via automated user provisioning via SCIM API, these groups can be used in the workspace as well to manage permissions to apps, tile groups and Shared Spaces.

You could still manually create groups by temporarily disabling the sync, but this is not recommended. These groups must be managed manually from the workspace, creating more manual actions and adding complexity. Manually created groups cannot be linked to an Microsoft Entra ID group at a later moment.

We have a dedicated article about sharing, see Sharing documents and permissions.

Office files, but also PDF, TXT, PNG and JPG.

For SharePoint there is no limit, for WebDAV there is a 2GB limit.

In workspace, you can set a preference for opening SharePoint and WebDAV files, via the Online- or Local Editors.

If you want to open documents via the Online Editors, an Office Online Server (OOS) is required. Self-hosted partners can choose to host the OOS themselves or by us. Hosted partners will always have the option to open files online.

Furthermore, users can also set their own preference from the Documents app for opening files (depending on what has been configured/allowed by the admin).

We advise you to use the Online Editors because of security.

Site availability is used to control which SharePoint sites are available in the Documents app, and whether new sites are available by default or not. Note that users still need the appropriate permissions to see a site in the Documents app.

Site management is used if you want to give users the option to create document libraries from the Documents app. These sites will be shown in SharePoint Online.

Whether you want to use these options depends on the organization and SharePoint setup, this is entirely up to you. However, we advise to turn on Site availability and turn off Site management, because it is preferred to manage SharePoint from IAM. An alternative to Site management (and giving users the freedom and the possibility to collaborate among themselves) is using Microsoft Teams.

You can find the answer to this question in the article: WebDAV SSL communication.

Among the columns that can be turned on or off in the Documents app, three are related to Labels:

Labels come from Microsoft Purview, specifically the Records management tab.

By default, emails composed in the Workspace 365 Mail app have the following signature/footer attached:

This can come from two sources:

It's possible to change the message or remove it completely. If it is coming from the personal signature, the user will have to change or disable the personal signature themselves, via Signature > Settings in the Email app. This is set on user level and must be done by each user individually.

You can also use managed signatures to replace users' personal signature by default in emails. Refer to the steps in the question below for further instructions.

To create a managed signature as an administrator:

Yes, granted that you use Exchange Online and Exclaimer is connected to the same Microsoft 365 tenant as the one connected to your workspace environment.
​

You can do this by assigning the appropriate permissions to users and/or groups. Refer to our support article About the Hub for more information.

To switch (ALT+TAB) between applications in the same connection to CRDP (window), you can use the application button. The button can be repositioned by dragging it if desired. If this button is not present, please contact support.

Due to browser restrictions it is not possible to redirect the printer(s) inside the CRDP session and print documents directly within the session (CTRL+P). However, you can print to PDF. This way, the document will be saved on your local device locally as PDF and you will be able to print it.

Yes you can, but when you want to resize the remote app via the full screen button, it does not save the size of the app the next time you open this app.

To bypass this, change the size manual by dragging the app over the whole screen. The next time you open this remote app, it will be the previous set size.

To share documents, you can 'drag and drop' these in the CRDP session. You can find such files in the location as depicted below.

Bear in mind that the performance is not optimal when sharing files via a CRDP connection. These files are stored on the CRDP machine. There can be stored a maximum of 5GB. But keep in mind, this isn't for storage purposes.

Copy and paste will only work with text and not with files. Please be sure you approved your webbrowser to allow the function.

No, it does not. Due to the limitation of the browser its not possible to connect multiple screens in one CRDP session.

This is possible, depending on the RDS configuration as we rely on these settings. By default, a remote desktop user is restricted to a single session. When a user is allowed to have multiple sessions, applications can be opened in separate windows/tabs because every connection will start a new remote desktop session. There are 2 ways to allow concurrent user sessions:

Important: Integration credentials work the same with SSO like Microsoft does. You log in with an account and have access to all your applications via SSO. When logging in with a different account, you will be logged out from the previous session. You can only work with one identity at the same time. Example: you can use 1 integration sets to access different RDP servers with the same identity.

On a monthly basis we invoice based on the usage. Only active users (users marked as 'Active' under User management/Licensing page) will be billed.

For more information, please refer to: About billing and invoicing.

Please refer to: Address Book "Contact types" and "Contact information".

Please refer to: Address Book "User status".