Journey Workspaces FAQ

WorkspacesThis topic is related to Journey Workspaces. | Platform Developer | v18.11 This feature was introduced in v18.11. | v20.05 This feature was updated in v20.05.

Compatibility

Is Workspaces available for my browser version?
Workspaces has been designed for and tested against the following web browsers.
- Chrome
- Firefox
- Microsoft Edge
- Internet Explorer 11 (limited support - see IE11 Support below)
For the best Workspaces experience, we recommend that you use the latest version of Chrome, Firefox or Edge, and that you keep your browser updated, especially through the application of security patches.
While you may be able to access Workspaces using other browsers, there's no guarantee that everything will work, and you may not enjoy the great user experience available when using a supported browser. We strongly recommend that you use a supported browser for the best Workspaces experience.
IE11 Support
Workspaces is supported on Internet Explorer 11 (IE11), commencing from Workspaces v18.11.4. Workspaces is feature-compatible with IE11; however, the Workspaces user experience on IE11 may not be as great as when using a modern browser due to limitations imposed by IE11.
Is there a compatible version of Workspaces for my Journey Manager environment?
Starting with Transact Manager v18.11, a compatible Workspaces release is available for every Journey Manager / Transact Manager release. For example, Workspaces v18.11.0 is compatible with Transact Manager v18.11.0.
Check the release notes for your Workspaces version Workspaces v19.11.x , Workspaces v19.05.x or Workspaces v18.11.x to identify the correct version of Workspaces to use with your Journey Manager platform.
Starting with Workspaces v19.05, Workspaces is forward and backward compatible with supported Journey Manager versions. You can pick the build that is compatible with your platform in the downloads area.
Starting with Workspaces v20.05, the Workspaces client application is deployed as an Open UX application and the Workspaces API (form space) WAR file comes packaged with the Journey Manager installer. For more information, see the Workspaces technical guide .

Deployment

How do I promote Workspaces from lower to higher Journey Manager environments?
Promoting Workspaces between environments is achieved by exporting the Workspaces archive from one environment and importing it into another environment. This transfers the definitions, pages, properties, resources and submission forms associated with the portal.
Note
Before importing the Workspaces archive to your environment, make sure you have already had a fresh installation of Workspaces in that environment.
There is an issue in Workspaces v18.11.3 and earlier releases that prevents you from exporting your Workspaces archive. In this case, to promote your Workspaces portal, install Workspaces in your environment then manually copy the Workspaces assets like properties, pages and resources which are to be replaced.
Starting with Workspaces v20.05, the Workspaces client application is deployed as an Open UX form in Journey Manager. To promote the Workspaces client application from a lower environment to a higher one, export the Workspaces Open UX form (which includes all Workspaces configuration details) and import it into the target environment. No further configuration is required in the target environment.
How do I import the Workspaces WAR file through the Journey Manager administration console?
The Workspaces WAR file is installed using the Journey Manager administration console. Login to Manager then select Forms > Form Spaces and click Import WAR. For more information about importing WAR files, see Import a Form Space as a WAR archive.
Note
The Import WAR button is disabled in multi-node Journey Manager environments. To install the WAR file, contact cloud hosting support or your infra support to manually deploy the WAR file from the Journey server.
Starting with Workspaces v20.05, the Workspaces API (form space) WAR file comes packaged with the Journey Manager installer.

How do I deploy two Workspaces portals in one Journey Manager environment?

To install multiple copies of Workspaces in one Journey Manager environment, you need to change the name of the Workspaces application.

For example, to change the name from “Workspaces” to “Temenos”, you would need to make the following changes to the contents of the Workspaces WAR file.

\WEB-INF\jboss-web.xml - change the context root:

<jboss-web>
    <context-root>temenos</context-root>
</jboss-web><

\Index.htm - change the content URL:

<html><head><meta http-equiv="Refresh" content="0;URL=/temenos/secure/index.html"></head></html>

\WEB-INF\classes\db-config1.xml - change the portal name, context path and WAR file name:

<portal name="Temenos">
    
    <context-path>http://localhost:9080/temenos/</context-path>
    <description><![CDATA[Temenos Workspaces]]></description>
    <version>19.5.0</version>
    <war-file-name>tm-temenos.war</war-file-name>

\META-INF\maven\com.avoka.tm\tm-workspaces-war\pom.xml

<artifactId>tm-temenos-war</artifactId>
<name>TM: Temenos WAR</name>
<packaging>war</packaging>
 
    <properties>
        <portal>temenos</portal>
        <portal.project.name>Temenos Workspaces</portal.project.name>
        <portal.project.description>Temenos Workspaces</portal.project.description>
        <portal.war.file.name>tm-temenos.war</portal.war.file.name>
        <project.context>temenos</project.context>
    </properties>

    <build>
	<finalName>tm-temenos</finalName>

\META-INF\maven\com.avoka.tm\tm-workspaces-war\pom.properties
```
groupId=com.avoka.tm
artifactId=tm-temenos-war
```

\META-INF\MANIFEST.MF

Specification-Title: TM: Temenos WAR
Implementation-Title: TM: Temenos WAR

Note

Rename the WAR file as well as tm-temenos.war.

Once the above changes are done, deploy the new WAR file in the Journey Manager environment.

Can Workspaces v19.05/v19.11 and Workspaces v20.05 be deployed to the same Journey Manager instance?
Yes, you can have multiple different versions of Workspaces in the same instance of Journey Manager. When setting up Workspaces v19.05/v19.11, make sure you select the Workspaces WAR file compatible with your Journey Manager version.

Can I have multiple Workspaces v20.05 Open UX forms in a single Journey Manager instance?

Yes, you can have multiple Workspaces v20.05 Open UX forms in a single Journey Manager instance.

To deploy Workspaces with a different name / version, edit the transact-config.json file.

{
    "buildDir": "build",
    "domainModelFile": "transact-schema.json",
    "appDef": {
        "name": "WorkspacesX",
        "formCode": "workspacesx",
        "clientCode": "workspaces",
        "transactInsights": false,
        "formVersion": {
            "versionNumber": "20.05"
        }
    }
}

Fresh installation of Workspaces

When I login to Workspaces for the first time, I just see a progress bar continuously loading
This happens in the fresh installation of Workspaces v18.11.x due to the missing space property after the deployment. Add the default space property that comes with the installation package to Forms > Form Spaces > Work Spaces > Properties and configure it for your needs.
Note
Starting from Workspaces v19.05, the space property is refactored into a Global property and a set of Space properties, with one Space property for each of the supported spaces such as “Process”, “Helpdesk”, etc. A configuration with default template properties (for Global and spaces) is included with the WAR file in Workspaces v19.05 release.
What Journey Manager roles and permissions are required to access Workspaces?
From Workspaces v18.11.3, there is a strict permission check enabled in Workspaces as part of the security enhancement.
In Workspaces v18.11.x releases, make sure the “Work Spaces Staff” role has the Collaboration Job Completed View, Collaboration Job View and Help Desk View permissions. Assign the “Work Spaces Staff” role to each Workspaces user that needs to access transactions from Journey Manager.
From Workspaces v19.05, you can assign any Journey Manager role to a space in the Workspaces “Global” property in order to restrict access to the spaces to just certain users. Ensure the role has the Collaboration Job Completed View, Collaboration Job View and Help Desk View permissions.
What resources are required by Workspaces after a fresh installation?
The following resources must be added to the Workspaces after a fresh installation.
Starting from Workspaces v20.05, all required resources are included and changed from the IDE. For details refer to the Workspaces technical guide .
- company-logo.png
- en.json
- favicon.png
- workspaces-logo.png
Note
Sample resources are supplied for each version in the Workspaces download folder.
- company-logo.png
- en.json
- favicon.png
- workspace-logo.png
Note
Sample resources are supplied for each version in the Workspaces download folder.

Logging in to Workspaces

Logging in to Workspaces while already logged in displays the login screen without any styling applied
This issue was fixed in Workspaces v19.11. This issue affected Workspaces v19.05 and earlier.
When I login to Workspaces again after logging out, an error page is displayed
This issue was fixed in Workspaces v18.11.4. This issue affected Workspaces v18.11 and earlier.
Can I login to Workspaces from two different browsers (multiple sessions) at the same time?
Journey Manager allows only one active Workspaces session. You can login to Workspaces on multiple browsers, but only the first browser in which you perform an action will be successful. The second and subsequent browsers in which you attempt an action will report an HTTP 403 Forbidden status code.

Workspaces Configuration

Can the Applicant card or Background Check card be removed from the Workspaces UI?
Yes, the Applicant card and Background checks card can be removed from the Workspaces UI.
- To remove the Applicant card: Add an empty applicants property inside the space JSON:
```
{
    ...
    "applicants": [ ],
    ...
}
```
- To remove the Background checks card: Add an empty integrations property inside the space JSON:
```
{
    ...
    "integrations": [ ],
    ...
}
```
From Workspaces v19.11, these cards are integrated into custom cards. More information is available to help you understand how to configure custom cards.
Can the Timeline card or Documents card be removed from the Workspaces UI?
No, it’s not possible to remove the Timeline card or Documents card from the Workspaces UI.
How do I configure the views and table columns in the Workspaces List page?
Click one of the links below for more information about how to configure views and table columns in the WorkspacesList page.
How do I configure the Key info card in the Workspaces Details page?
This feature was introduced in Workspaces v19.05. Click one of the links below for more information about how to configure the Key Info card in the WorkspacesDetails page.
How do I configure the actions to be displayed for each Workspaces space?
This feature was introduced in Workspaces v19.05. Click one of the links below for more information about how to configure the actions available for each space.
How do I hide a step from the application timeline?
This feature was introduced in Workspace v19.05.
To hide a step, configure the Global JSON property to include the hideSteps attribute with the list of steps to be hidden. For example:
```
"hideSteps": ["Helpdesk View"]
```
For more information, refer to the Global configuration in the Workspaces technical documentation.
How do I restrict a Workspaces user to view only certain spaces in the Workspaces application?
Controlling user access to spaces using Journey Manager roles or groups was introduced in Workspaces v19.05.
To restrict a Workspaces user’s access to certain spaces, configure the spaces attribute in the Global JSON property with a list of roles and/or groups that are configured with the appropriate permissions.
- Workspaces v20.05 – access to spaces is controlled in TypeScript configuration. For details, see the Workspaces technical guide
- Workspaces v19.11 – configure the permissions attribute
```
"spaces": [
    {
        "label": "Process",
        "icon": "BallotOutlined",
        "value": "Process",
        "permissions": {
            "type": "role",
            "value": ["Processing Staff", "Work Spaces Staff"]
        }
    },
    {
        "label": "Helpdesk",
        "icon": "HeadsetOutlined",
        "value": "Helpdesk",
        "permissions": {
            "type": "role",
            "value": ["Helpdesk Staff", "Work Spaces Staff"]
        }
    }
]
```
  More information is available to help you understand how to configure permissions in the Global configuration.
- Workspaces v19.05 – configure the roles and groups attributes
```
"spaces": [
    {
        "label": "Process",
        "icon": "BallotOutlined",
        "value": "Process",
        "roles": ["Processing Staff", "Work Spaces Staff"],
        "groups": ["Manual Review", "Fraud Review", "Error Review"]
    },
    {
        "label": "Helpdesk",
        "icon": "HeadsetOutlined",
        "value": "Helpdesk",
        "roles": ["Helpdesk Staff", "Work Spaces Staff"]
    },
]
```
  More information is available to help you understand how to configure permissions in the Global configuration.
Are job properties supported in the space JSON configuration for Workspaces?
No, job properties are currently not supported in the space JSON configuration for Workspaces.

Workspaces Features

I can’t view the PDF receipts – is this due to access restrictions?
This can happen when you click the Receipt button in the Process view and the message "You are not authorized to access this resource." is displayed.
Make sure Show PDF receipts is selected for the form associated with the transaction. This option is available on the form’s Flow Config tab. Form more information about this option, seeConfigure Receipts Delivery Mode.
In addition, if you are running Workspaces v18.11.x, make sure the receiptUrl property is present in the transaction’s submission property and the context path is pointing to /workspaces/.
Searching for a transaction is very slow when there is a huge volume of transactions in Journey Manager
Enhanced search performance is available starting with Workspaces v19.05.8 and Workspaces v19.11.6, and in all later versions. To improve search performance, add the “Enhanced PII Search” portal property and set it to true. For details, see the Workspaces technical guide .
I can’t view certain transactions in Workspaces
Make sure the form related to the transaction is linked to the “Work Spaces” form space in Journey Manager.
Filtering on more than two submission properties at once does not return the expected results
This is now supported in Workspaces v19.11. This issue affected Workspaces v19.05 and earlier.
Does Workspaces support partial searches?
No, partial search is not supported in Workspaces.
I can't filter on an application's metadata after the application is completed
Make sure PII Search Purge Mode is set to PII Purge Time for the Data Retention Management service in Journey Manager under Services > All Services.
Note
Filtering on an application’s metadata will work until the PII Purge Time is elapsed
When I try to change or reset my password, I can't enter my old password
This issue was fixed in Workspaces v19.11.7 / v19.05.9. if the feature does not work even after upgrading Workspaces, click Restore base content on the Pages tab of the Workspaces form space in Journey Manager.
The Decision action button is still visible after the application is approved or rejected
If you are using a custom decision form that needs to communicate with Workspaces, you need to call the browser's POST message API to pass messages back to Workspaces. Add the following code to the Submit button's click event.
- If there are justification comments to pass to Workspaces:
```
window.parent.postMessage({ submit: data.typeANote }, '*');
```
- If there aren't any justification comments to pass to Workspaces:
```
window.parent.postMessage({ submitDecision: true }, "*")
```
How do I pass the Workspaces locale to a form rendered in the Workspaces modal window (for example, the decision form)?
This feature is supported starting from Workspaces v19.11.7. To retrieve the locale from the browser’s event, use the following JavaScript code.
```
window.addEventListener('message', function(event) {
    console.log(event);
    locale = event.data.locale;
}, false)
```
How do I close the Workspaces modal window from a form rendered inside it (for example, the decision form)?
This feature is supported starting from Workspaces v19.11.7. To close the modal window from the form, use the following code in the form.
```
window.parent.postMessage({close: true}, '*');
```
Does Workspaces v20.05 support role-based access to view custom cards?
Yes, Workspaces v20.05 supports role-based access control to view custom cards. For details, see the Workspaces technical guide .
Is there a limit on the number of notes that can be added to a task or application in Workspaces?
There is no limit on the number of notes that can be added to a task or application in Workspaces. However, each note's message must not exceed 2000 characters in length.
Can I hide the Search bar on the Workspaces list page?
No, it’s not possible to hide or suppress the Search bar in the Workspaces list screen. However, starting from Workspaces v20.05, it is possible to specify the search scope in Workspaces by adding the following attribute to the current space configuration:
```
search: [<field name 1>, <field name 2> …],
```
Is it possible to retain search and filter values throughout a user's Workspaces session?
Yes, this is supported starting from Workspaces v20.05.
If I start a form in the Workspaces Assisted Channel, can I hand it over to the customer / applicant to continue the journey?
No, this workflow is not possible in Workspaces due to reasons relating to security.
However, this can be achieved by breaking the application form into sections that are bundled with a collaboration job to manage the workflow.

Maestro form in Workspaces

The Decision form cannot read the SystemProfile property
Make sure Unified App Data is selected for the review form.
The Add documents button doesn’t appear for applications that are not yet submitted
The Add documents button is visible only during the review stages for those who are assigned to review the application. For inflight applications (prior to submission), you can use the View Form button to render the form which may allow you to upload documents.
Starting with Workspaces v19.11, Workspaces supports controlling the Add documents button through configuration. More information is available to help you understand how to configure attachments such as documents.
Can I configure Workspaces so that Helpdesk users view saved forms in a read-only state?
Saved forms can be rendered in a read-only state by clicking View Form, as long as the form is designed to activate the contents in a read-only state upon receiving the &read_only parameter in the URL while rendering the form.
Workspaces v19.11 now supports passing messages using the postMessage API. For details, see the Workspaces technical guide .
How do I configure Workspaces so that Assisted Channel users can fill out a Maestro form?
This feature was introduced in Workspaces v19.05.
For information about how to configure Workspaces to allow Assisted Channel users to fill out a Maestro form, click one of the links below.

Journey Workspaces FAQ

Compatibility

Is Workspaces available for my browser version?

Is there a compatible version of Workspaces for my Journey Manager environment?

Deployment

How do I promote Workspaces from lower to higher Journey Manager environments?

How do I import the Workspaces WAR file through the Journey Manager administration console?

How do I deploy two Workspaces portals in one Journey Manager environment?

Can Workspaces v19.05/v19.11 and Workspaces v20.05 be deployed to the same Journey Manager instance?

Can I have multiple Workspaces v20.05 Open UX forms in a single Journey Manager instance?

Fresh installation of Workspaces

When I login to Workspaces for the first time, I just see a progress bar continuously loading

What Journey Manager roles and permissions are required to access Workspaces?

What resources are required by Workspaces after a fresh installation?

Logging in to Workspaces

Logging in to Workspaces while already logged in displays the login screen without any styling applied

When I login to Workspaces again after logging out, an error page is displayed

Can I login to Workspaces from two different browsers (multiple sessions) at the same time?

Workspaces Configuration

Can the Applicant card or Background Check card be removed from the Workspaces UI?

Can the Timeline card or Documents card be removed from the Workspaces UI?

How do I configure the views and table columns in the Workspaces List page?

How do I configure the Key info card in the Workspaces Details page?

How do I configure the actions to be displayed for each Workspaces space?

How do I hide a step from the application timeline?

How do I restrict a Workspaces user to view only certain spaces in the Workspaces application?

Are job properties supported in the space JSON configuration for Workspaces?

Workspaces Features

I can’t view the PDF receipts – is this due to access restrictions?

Searching for a transaction is very slow when there is a huge volume of transactions in Journey Manager

I can’t view certain transactions in Workspaces

Filtering on more than two submission properties at once does not return the expected results

Does Workspaces support partial searches?

I can't filter on an application's metadata after the application is completed

When I try to change or reset my password, I can't enter my old password

The Decision action button is still visible after the application is approved or rejected

How do I pass the Workspaces locale to a form rendered in the Workspaces modal window (for example, the decision form)?

How do I close the Workspaces modal window from a form rendered inside it (for example, the decision form)?

Does Workspaces v20.05 support role-based access to view custom cards?

Is there a limit on the number of notes that can be added to a task or application in Workspaces?

Can I hide the Search bar on the Workspaces list page?

Is it possible to retain search and filter values throughout a user's Workspaces session?

If I start a form in the Workspaces Assisted Channel, can I hand it over to the customer / applicant to continue the journey?

Maestro form in Workspaces

The Decision form cannot read the SystemProfile property

The Add documents button doesn’t appear for applications that are not yet submitted

Can I configure Workspaces so that Helpdesk users view saved forms in a read-only state?

How do I configure Workspaces so that Assisted Channel users can fill out a Maestro form?