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. Teachers can make their Workspaces 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 and create or edit the library collections. In order to keep your library organized, we encourage districts to create and communicate guidelines for adding to and editing the library.
Finding and using Workspaces from the library
You can access your organization’s shared library by clicking 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 easily sort the list of Workspaces by Last modified or alphabetically.
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 100 collections. They could be based on grade levels, subject areas or topics of study–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 side panel that will give you more information about the Workspace. If you’d like to view the Workspace, click Open Workspace in the side panel.
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 anyone in your organization to group shared Workspaces. Collections are visible to and can be edited by everyone with access to the library. You can have up to 100 collections in the library.
Because collections are a shared organization system, we highly recommend setting guidelines for your organization about how they should be used. Especially when you are first getting started with your library, it may be helpful to limit who you would like to create and edit collections.
Creating a collection in the library
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 Add collection, 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
You can add a Workspace to a collection by clicking Add collection on the Workspace title card.
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 Add collection, 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
To remove a Workspace from a collection, simply click the X next to the collection name on the Workspace title card.
Editing and deleting collections
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 you add it to a collection.
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) or make a copy.
Removing a Workspace from the library
There are two ways to remove a Workspace from the shared library–from the Workspace itself, or from within the library.
When you have a Workspace open and would like to remove it from the library, just click Remove from library in the top right corner.
When you are in the library, you can remove any Workspace you are a teacher of by clicking on the Workspace title card, then clicking Remove from library in the right side panel.