New collaborative workspaces up and running
The University’s new collaborative workspaces, which everyone can use, are created in the SharePoint Online program. The new meeting spaces will also use SharePoint Online and are scheduled to go live later this spring. Photo: Screenshot.
Now you can start using the new collaborative workspaces that replace the group and unit spaces that existed before. New meeting spaces are planned to be available from April 2024.
The new collaborative workspaces are created in SharePoint Online. This means that, unlike before, the new collaborative spaces are not part of the same technical platform as the intranet, but are located in a completely different program.
“The collaborative workspaces are intended for working together on documents and sharing information within the group. All members of the group can edit documents simultaneously,” says Henrik Envall, project manager for the introduction of the new collaborative and meeting spaces.
Two versions
Just as before, the new collaborative workspaces come in two versions. One version is freely created by employees and you can invite anyone you want into the collaborative space.
Then there are collaborative workspaces for units. For these spaces, membership is based on an organisational part of Uppsala University. This could be a department, a unit or a division. People who join or leave the organisational unit are automatically added or removed.
Need for a new solution
For collaborative spaces to remain available, a new technical solution had to be found.
“It was necessary to find a new solution because the tool in which the previous collaborative spaces were built is going to be discontinued.”
The University chose SharePoint Online as the platform for the new collaborative spaces for several reasons.
For one thing, data is stored on servers in the EU, which is a help for the University to comply with the legislation. Also, it is advantageous in terms of cost, as SharePoint Online was already included in the IT fees. There are similar services that are free for individuals, but these services are generally not free for organisations, nor can they offer solutions that allow the University to comply with legislation on storage.
Furthermore, it was possible to introduce multi-factor authentication. Multi-factor authentication means that users have to use at least two different credentials to log in. Multi-factor authentication is being introduced in more and more systems at Uppsala University to reduce the risk of IT attacks succeeding (read more in a previous article linked from the link box at the bottom).
“It is also easier than in the previous solution to invite external users to join, i.e. users who are not employees of Uppsala University.”
Opportunities offered by the collaborative workspaces
Using SharePoint Online also gives employees access to a number of different tools or programs.
“These include a calendar, project support and planning support.”
So far, there is limited technical and user support for the new programs that will be available via SharePoint Online, but work is underway to develop support.
However, like the previous collaborative spaces, the new spaces are not classified for sensitive personal data or confidential information. This type of information should therefore not be entered in the new collaborative spaces.
Meeting spaces from April
The next part of the project is to launch meeting spaces in SharePoint Online.
“We aim to pilot meeting spaces in February and to start rolling out the new meeting spaces in April.”
Meeting spaces are designed to streamline the planning and conduct of decision-making meetings. In brief, the meeting spaces consist of a digital agenda and the possibility to upload meeting documents for each item on the agenda.
“The new meeting spaces in SharePoint Online will be linked to the University’s register and will simplify register management. The members of the reference group on meeting spaces are really looking forward to the way this will simplify registration.”
Anders Berndt
Which program/tool is meant for what?
For many employees, the range of tools, programs and different types of websites may well be a bit confusing. Especially since in purely technical respects, many of them can be used for various purposes.
Here is a quick guide to some programs etc. that may be relevant in the context of collaborative and meeting spaces.
www.uu.se – the University’s external website, which is aimed at people outside the University, such as prospective students, partners or the media.
Staff Gateway – intranet with information and tools for all members of staff. On the intranet, much of the material is divided into different subject areas, such as Research, Financial Administration or Student Administration. Unlike the collaborative spaces, all material is open to all logged-in employees.
Local information spaces on the Staff Gateway – local intranet on the Staff Gateway. A tool for internal local communication where the content is integrated in a larger context since it can be linked up with other content on the Staff Gateway. One example could be a department that has a checklist for its staff based on a University-wide policy.
The Studium learning management system – an educational support tool for teaching situations. The material is intended for specific instances of a course and the students taking it.
Collaborative workspaces – a tool for collaborating in groups. The groups can consist of both members of staff and people with no formal connection with the University.
The collaborative spaces are meant to make it easy for different groups to work together digitally. This may involve collaborating on documents or sharing information within the group. Unlike the Staff Gateway, only those who are members of a group can access the information and work on the group materials.
Meeting spaces – a tool for managing agendas and documents online ahead of formal meetings, such as decision-making meetings of a disciplinary domain board, a faculty board or a department board.
Getting started with collaborative spaces
- The service requires multi-factor authentication (MFA) via your mobile phone and the Microsoft Authenticator app. If you have not activated MFA for SharePoint Online, use this guide to get started.
- Then click on the tool “Share and collaborate in documents with others” to find all the guides you need.
- When you are ready, you can log in via uppsalauniversitet.sharepoint.com and create your first collaborative workspace.
Help getting started
Contact itsupport@uu.se for support for logging in and creating your first collaborative workspace.
- In SharePoint there is a training portal with video films on how to get started and use collaborative workspaces.
- There is a user forum where you can get help finding answers to questions.
- During an implementation phase, limited support for other functions in the system will be offered via samarbetsytor@uu.se.