Collaborators (Web)

Support Note
This topic may not be relevant to all Bluescape users and may not apply to all Organizations. If you’re unsure whether your Organization has any one of these features, please reach out to your IT department.

Learn about Collaborating in Bluescape. Click to play the video.

After you have created a workspace, you can invite existing users within the Organization and guests to collaborate on a workspace in one of two ways:
  1. From MyBluescape
  2. From a workspace

You can also set individual or bulk permissions on what capabilities each workspace collaborator can do within the workspace.

Adding and Removing Collaborators from My Bluescape

After you have created a workspace, you can invite existing users within the Organization and guests to collaborate on a workspace. And you can add them in two ways: individually and in bulk.

Note: If your Organization does not allow guests, only existing users within your Organization can be added as collaborators. If your Organization does allow guests, you can invite anyone that has a valid email address.

Adding Individual Collaborators

  1. Find the workspace you want to add a collaborator to from My Bluescape.
  2. Click the meet_av (more options) icon next to the workspace.
  3. A context menu opens. Click the Collaborators option.

Note : You can also access the Collaborators page from the workspace Details page. To access it, click the Details button in the workspace list, then the Collaborators button.

  1. The Collaborators page opens. A list of collaborators displays.

  1. Enter the new collaborator’s email address in the Email Address field. If they are current users in your Organization, suggestions to auto-fill their email address display.
  2. Use the Workspace Role drop-down menu to assign the collaborator a workspace role. For a list of workspace role permissions, click the image-1606348038697 icon. The permissions differ depending on whether the invitee is an existing user or a guest.
  3. When you are finished, click the Add button.

Your colleagues’ names and roles display on the Workspace Collaborators screen and they receive an email notification with a link to enter the workspace.

Adding Multiple Collaborators to a Workspace

You can bulk upload multiple users or guests to a workspace in two ways:

  • Groups- Add groups of users that are managed by Organization Admins in the Configuration Center.
  • CSV file- Add users with a formatted .csv spreadsheet.

Adding Groups to a Workspace from My Bluescape

To add groups of users to a workspace from the My Bluescape home page:

  1. Find the workspace you want to add a collaborator to from My Bluescape.
  2. Click the meet_av (more options) icon next to the workspace.
  3. A context menu opens. Click the Collaborators option.

Note : You can also access the Collaborators page from the workspace Details page. To access it, click the Details button in the workspace list, then the Collaborators button.

  1. The Collaborators page opens. A list of collaborators displays.

  1. Enter the group name in the Email Address field. If the group has been added to your Organization, suggestions to auto-fill display.

  2. Use the Workspace Role drop-down menu to assign the users in the group a workspace role. For a list of workspace role permissions, click the image-1606348038697 icon. The permissions differ depending on whether the invitee is an existing user or a guest.

  3. When you are finished, click the Add button.

The group and their workspace role displays on the Workspace Collaborators screen. In addition, each user in the group will receive an email notification with a link to enter the workspace.

Bulk Adding Collaborators with a CSV File

When adding multiple collaborators to a workspace with a CSV file, the file must meet all of the following requirements:

  • It must contain an email column and a role column. The words email and role should appear in the first line of the file with no capitalization.
  • None of the users can be assigned an Editor+ or Owner role.
  • The file must be saved as a .CSV file, not an .XLS or .XLSX file.

The following image shows how a sample collaborators .csv file should be formatted:

image%28109%29

To add multiple collaborators via CSV:

  1. From the Collaborators page, click the Add with CSV option.

  1. The Add collaborators pop-up window opens. Click the Upload a file button.

  1. Select the properly formatted CSV file from your computer.
  2. Click Open .
  3. Back on the Collaborators page, click Add .

The user’s names and roles display on the Collaborators page and they receive an email notification with a link to enter the workspace.

Note : The number of collaborators that can be uploaded to a workspace varies depending on your Organization’s subscription plan. If the upload fails with the error message, “Input validation failed,” check with your Organization administrator to see if you are exceeding your collaborator upload limit.

Removing Collaborators

To remove an individual or group of collaborators from My Bluescape:

  1. From My Bluescape , locate the workspace where the collaborator or group belongs.
  2. Click themeet_av (More Options) icon.

  1. A context menu opens. Click Collaborators .
  2. The Collaborators window opens. Locate the name of the user or group you want to remove. !

  1. Click the Remove Collaborator icon at the end of the row that contains the user or group name.
  2. The user or group is removed from the workspace. A deletion confirmation message appears.

image-1607512904485

Changing a Collaborators Workspace Role in My Bluescape

Workspace owners and users with appropriate permissions can assign and edit the workspace roles of individual collaborators. Collaborators can have any workspace role, including custom roles, if you have them enabled.

Note: As a workspace owner, you can edit the role of any collaborator in your workspace. You can also edit the roles of collaborators in workspaces you do not own if you have the Can Edit option enabled under Workspace Collaborator Permissions.

To assign an individual collaborator’s workspace role:

  1. Click the meet_av (more options) icon next to the workspace in My Bluescape.
  2. A context menu opens. Click the Collaborators option.

  1. The Collaborators page opens.

Note : You can also access the Collaborators page from the workspace Details page.

  1. Locate the collaborator or guest whose workspace role you want to change. Click the workspace role next to their name.
  2. Select another role from the drop-down menu. Custom roles are listed after built-in roles.

Note: If the role is different from the default that was set at the Organization level, a warning message displays.

The workspace role is set for that specific user. You can change it again at any time from this page, and for any of the users in the list.

Note: Existing collaborators might already have a default workspace role assigned by an administrator in the Configuration Center. However, their role on the Workspace Collaborators page overrides their default workspace role.

Adding and Removing Collaborators from a workspace

You can invite guests and existing users in the Organization to collaborate in a workspace you have created, from the workspace itself. You can also invite a group of users, if your Organization Admin has enabled groups. For more information, search Managing Groups in an Organization.

To add collaborators or guests from within a workspace:

  1. Click the (Collaborators) icon near the top right of the workspace.

image-1607510652771

The Collaborators panel opens.

  1. Click the Add collaborator icon on the right. The panel expands and includes additional fields.

  1. Enter the user’s email address in the Email Address field. To add a group, enter the group name. If the user is a current member of your Organization, or if the group has been added to your Organization, suggestions to autofill display.
  2. Assign the collaborator, guest, or group a workspace role using the Workspace Role drop-down menu.
  3. For more information on the permissions associated with each workspace role, click the image-1606348038697 (information) icon. The Collaborator permissions pop-up window opens. Use the Roles drop-down menu to view the permissions for each role.

Note: The Editor+ role is not available to guest users.

  1. Click Add. A confirmation message displays near the top center of the workspace

image-1607511332476

In addition, the collaborator or group is added to the Collaborators list in the workspace.

Remove Collaborators from a Workspace

You can remove collaborators from within the workspace.

To remove a collaborator from within the workspace:

  1. Click (Collaborators) icon from the top right of the workspace. The Collaborators panel opens.

  2. Click the name of the collaborator you want to remove. The name entry expands, revealing the collaborator role and other details along with the Remove and Save changes buttons.

  3. Click Remove. A confirmation message appears.

  4. Click Yes to confirm collaborator removal from the workspace. A deletion confirmation message appears.

Removing a Group from a Workspace

You can also remove a group from a workspace, revoking each members access.

To remove a group from the workspace:

  1. Click (Collaborators) icon from the top right of the workspace. The Collaborators panel opens.
  2. Click the name of the group you want to remove. The name entry expands, revealing the workspace role assigned to the group. In addition, a list of the collaborators in each group displays to the left.

  1. Click Remove. A confirmation message appears.
  2. Click Yes to confirm group removal from the workspace. A deletion confirmation message appears.

Changing a Collaborators Role from a Workspace

You can change a collaborator’s role from the Collaborators page. However, you can also change the role of a workspace collaborator from the workspace itself at any time. To do so:

  1. With the workspace open, click the Collaborators icon in the top right of the workspace.

collab2

  1. The Collaborators tray opens, displaying a list of current collaborators. Click the name of the user whose role you want to change.

  2. Click the collaborator’s current workspace role. A drop-down of workspace roles opens.

  1. Select the new role for the user.

  2. Click Save changes . A message appears at the top of the screen confirming that the collaborator’s role has been changed.

Shared Cursors

You can view the cursor of each collaborator as they navigate a workspace. This significantly improves brainstorming sessions, workshops, and content revision workflows.

The image below displays user JE’s view as Allie Armstrong navigates the workspace.

Similarly, Allie Armstrong would see JE’s cursor from her view of the workspace.

The cursors of all collaborators are displayed in the workspace, except in the following situations:

  • Inactivity- If a user is idle for over 5 seconds, their cursor will no longer display to others. As soon as they move their cursor again, it will reappear.
  • Leader/Follower mode-When a collaborator begins to lead a workspace, only their cursor displays. This ensures that the focus is on the leader’s movements in the workspace.
  • Presentation mode- All cursors are hidden while a collaborator presents. This helps to avoid distraction from the presentation material.

Turning Off Shared Cursors

Shared cursors are enabled by default, but individual users can disable it from their view of the workspace.

To disable shared cursors:

  1. Click the Collaborators icon at the top right of the workspace.

collab2

  1. The Collaborators panel opens.

Click the Show collaborator cursors toggler to move it to the grey “off” position.

The cursors of other collaborators will no longer display in this particular workspace, and only for your view of the workspace. In other words, users who have the setting turned on can still view your cursor and the cursors of other collaborators.

Viewing Active Collaborators in a Workspace

Active collaborators are users who are working in a workspace in real-time. You can view active collaborators are in a workspace.

To view the number of active collaborators from within a workspace:

  1. Open a workspace
  2. Click your initials/profile avatar in the top right corner of the workspace.

A panel opens and includes a list of collaborators, with all active collaborators displayed first.

Note : Up to five active collaborators will display in this area.

  1. You can follow a collaborator by clicking on their name.

Leading and Following Collaborators in a Workspace

Learn about leading and following collaborators in a workspace. Click to play the video.

Note: You can choose to toggle auto-follow leader ON or OFF from the workspace collaborator menu. You will now see the leader’s workspace view and all subsequent (and real-time) actions, even if this Leader designation changes from one collaborator to another. This is helpful for larger sessions where there may be multiple leaders or presenters.

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