Quick BI:Create and Manage Workspaces

Prerequisites

• You have activated Quick BI Advanced or Professional Edition. Activate Quick BI.

• The workspace creator must be an organization administrator.

Limitations

In Quick BI Advanced or Professional Edition, only an organization administrator can create and manage workspaces.

Create a workspace

1. Log on to the Quick BI console.

2. On the Quick BI homepage, navigate to Configuration Panel > Workspace Management > Workspaces, and then click Create Workspace.

   

3. On the Create Workspace page, configure the following parameters.

   Parameter	Description
   Workspace Name	Display name shown in the workspace list. Maximum 50 characters. Supports Chinese, English, digits, and special characters: _ / \ | ( ) [ ].
   Workspace Description	Describes the workspace purpose.
   Owner	Select the workspace owner.
   Workspace Mode	Controls work visibility. Select Collaboration Mode or Private Mode. Collaboration Mode: All works are visible to workspace members. Private Mode: Members see only works they have permission to access. Important Workspace mode, introduced in v4.1, controls work list visibility: Workspaces created in v4.1 or later require a workspace mode. Avoid changing the mode after creation — it may affect work ownership or visibility. Workspaces created before v4.1 have no mode set. You can change the workspace mode when modifying workspace settings.
   Feature Permissions	Controls work permissions in the workspace. Allow public sharing: Enables public sharing for workspace works. When enabled, anyone with the link can view the work on the Public Link Sharing tab without an Alibaba Cloud account. Clear this option to prevent public link sharing for workspaces with sensitive data. Allow work authorization: Grants other users access to workspace works. Authorize to all users in the organization: Allows granting collaborative authorization to any member of the organization. Authorize to workspace users only: Restricts granting collaborative authorization to individual members in the workspace. Note Applies only to the collaborative authorization page of reports, not centralized authorization. Does not apply to API operations. Members outside the workspace can still request permissions if they receive a report link. When enabled, you can grant collaborative authorization for works. Works are visible to all workspace members by default: All works created in the workspace are visible to all members. Only administrators can create and edit data sources: Restricts data source creation and editing to workspace administrators. Note Non-administrator members lose the ability to create, edit, replace, or synchronize data sources. Existing data source edit permissions, including inherited usage permissions, become invalid. To grant specific members data source edit permissions, create a custom role and configure a workspace role. Manage roles.
   Approval Settings	Select Work Publishing to require approval for each publication of a dashboard, spreadsheet, data screen, or ad hoc analysis in the workspace, including new and modified publications. Note This triggers an approval workflow with workspace administrators as approvers. If not enabled in organization management, this setting has no effect. Approval settings. Example: publishing a dashboard: To publish a report, click Select Approver, enter a reason, and click Submit Application. Note You can edit the report after submission. Saving changes updates the version submitted for publication. Workspace administrators do not need approval to publish works. After the application is submitted, the approver receives an approval notification in the Message Center. After the approver clicks Approve, the report is published. The submitter can view the approval status in Message Center > My Applications.
   Preference Settings	Controls how dataset fields are displayed. Choose Use physical field names as dimension and measure names or Use field comments as dimension and measure names. Take the following figure as an example: Use physical field names as dimension and measure names: The Field Name column values become dataset dimension and measure names. Use field comments as dimension and measure names: The Field Description column values become dataset dimension and measure names. Note This setting takes effect only if the database table contains field descriptions.
   Sync Settings	Select Automatically synchronize dataset field descriptions to works. Syncs dataset field descriptions to works when enabled.

4. Click OK.

Modify a workspace

Only a workspace administrator can modify workspace information.

Modify a workspace using either method:

• From the configuration panel:

  

• From the workbench:

  

The workspace parameters are described in Parameter descriptions.

Set a default workspace

Setting a workspace as default automatically adds new organization members to it.

Transfer a workspace

Workspace creators who want to leave the organization can transfer ownership to any member in the organization.

Delete a workspace

Only an organization administrator can delete a workspace.

• In Configuration Panel > Workspace Management > Workspaces.

• In Configuration Panel > Workspace Management > Space Members and Information.

  

• On the workbench.