Workspace library–how to find and share Workspaces within your organization Follow

Important note: private Workspace libraries are available to districts for a small additional cost. If you are interested in creating a shared library of Workspaces for teachers in your district, please contact your Hāpara Sales Manager. 

In this article: 

• Workspace library overview
• Finding and using Workspaces from the library
• Collections–how to keep your library organized
• Adding and removing Workspaces to/from the library

Workspace library overview

The library in Workspace is a space for educators in your organization to find, copy and share great Workspaces with anyone in your district. This is a great way to make Workspaces available for anyone in your district to copy, without making them fully public to the world in the Discover section. 

A private Workspace library is a great solution for districts who include licensed, copyrighted materials in their Workspaces. Lessons in Workspace can be made available to anyone covered by the license, without worrying about violating a copyright by sharing the Workspace more broadly. 

A Workspace library is also a good option for organizations that want to create a repository of curriculum aligned lessons or units that teachers can select from. 

Any teacher in your organization can add a Workspace to the library. Your district can designate digital resource managers to organize the library into custom collections. 

Finding and using Workspaces from the library

You can access your organization’s shared library by clicking Our Library in the Workspace navigation bar. 

Note: If the Library tab is not visible it means your district has not purchased this extra module.

How to find Workspaces in the library

When you first land in the library you will be in the All category. Here, you will see every Workspace that has been added to the library by educators in your organization. 

You can use the search box to look for Workspaces by keywords in the titles or descriptions. 

You can use the filters on the left hand side of the library to look at just uncategorized Workspaces or Workspaces that have been organized into specific collections. 

Workspaces in the Uncategorized section have not yet been added to a collection. This is a good filter to use if you are cleaning up the library and need to see which Workspaces need to be organized into collections. 

Collections are custom categories that can be used to keep your library organized. Your organization can have up to 200 collections, maintained by the digital resource managers. They could be based on courses, subject areas or curriculum initiatives–whatever makes sense for how you are using the library. Click on any collection name to see the Workspaces that have been added to that collection. See this section to learn more about how to create and edit collections. 

How to view and copy Workspaces from the library

You can click on any Workspace title card to open a preview panel that will give you more information about the Workspace. If you’d like to view the Workspace, click Open Workspace in the preview. 

If you’d like to use the Workspace with your students, click Copy in the top right corner of the Workspace. 

A copy of the Workspace will be added to the Owned by me section in My Workspaces. You can edit the Workspace as needed and add your classes to the Workspace in the Students & Groups tab.

Collections–how to keep your library organized

Collections are important for keeping your library organized so everyone can find what they need. 

Collections are custom categories that can be set up by your organization's digital resource managers to group shared Workspaces. Collections are visible to everyone with access to the library but only a digital resource manager can add Workspaces to collections; create, edit or delete collections; and remove Workspaces from collections. You can have up to 200 collections in the library. 

Creating a collection in the library

The following actions can only be taken by someone who has been designated as a digital resource manager. 

There are two places to create a new collection within the library–in the left side menu, or on a Workspace title card. 

To create a new collection for the left side menu, click the + (plus) icon next to the Collections header, type in a name for the collection, then click Add collection. 

To create a new collection from a Workspace title card, click Actions, then click Add to collections. Type in a name for the collection, then click Create. The Workspace will be added to the collection at the same time it is created. 

Adding a Workspace to a collection

The following actions can only be taken by someone who has been designated as a digital resource manager. 

You can add a Workspace to a collection by clicking Actions on the Workspace title card, then clicking Add to collections. 

To add a Workspace to an existing collection, tick the box(es) next to any collection name(s) and then click Apply. 

To add a Workspace to a new collection, click Actions, then click Add to collections, type in a name for the collection, then click Create. The Workspace will be added to the collection at the same time it is created. 

Removing a Workspace from a collection

The following actions can only be taken by someone who has been designated as a digital resource manager. 

To remove a Workspace from a collection, click Actions on the title card, click Add to collections, then untick the boxes next to the collection(s) you would like to remove the Workspace from. Click Apply to save your changes. 

 

Editing and deleting collections

The following actions can only be taken by someone who has been designated as a digital resource manager. 

To edit a collection name or delete the collection altogether, click the cog icon next to the Collections header in the left side menu of the library to open the edit mode. 

To edit a collection name, click the pencil icon. In the pop-up, you can change the name then click Save collection. 

To delete a collection, click the trash icon. In the pop-up, click Delete collection to confirm. This only deletes the collection as an organization unit, the Workspaces in that collection will remain in the library. To remove Workspaces from the library, see this section. 

Adding and removing Workspaces to/from the library

A Workspace can be added to or removed from the library by anyone who is a teacher on the Workspace. 

Anyone in your organization can add/remove their Workspaces to/from the library. We highly recommend creating guidelines for your organization on who should add content to the library and what that content should be. 

Adding a Workspace to the library

Any Workspace can be added to the library once it has been published. To share a Workspace with your organization, just click Add to library in the top right corner of the Workspace. In the pop-up, click Add to library to confirm you would like to share this Workspace with your organization. 

A Workspace must be published in order to be added to the library. 

Your Workspace will be added to the library and visible under the All and Uncategorized filters until a digital resource manager adds it to collections. 

Anyone in your organization with access to Workspace will be able to find the Workspace in the library, where they can view it (minus any student information) and make a copy for their own use. 

Removing a Workspace from the library

To remove a Workspace from the library, just click Remove from library in the top right corner.

The Workspace will no longer be visible in the shared library. If any teachers made copies of your Workspace while it was in the library, removing the Workspace will not affect their copies.