Workspace Toolbars
Last updated
Last updated
MangoApps workspaces, Projects, Departments, and Groups, share similar toolbars that provide essential tools for managing users and settings. Understanding and utilizing these toolbar options allows both end users and admins to manage their domain workspaces efficiently. Whether adding users, configuring settings, or automating processes, these tools ensure seamless collaboration and organization.
The workspace toolbar provides several options to enhance collaboration and management. These options may vary depending on the enabled modules within a workspace and permissions set within the Admin Portal for the chosen workspace.
Click the Workspace Tools dropdown menu to access the following options:
Add Network Users: Invite existing users to the workspace. Users can choose users from a provided list or bulk import users via CSV/XLSX file.
Add Guest Users: Invite external collaborators with limited access.
Get Share Link or Email: This option will display the workspace url and email address for user access.
User Notification Preferences: Adjust notification settings for workspace activities. These settings will not overwrite individual user preferences.
Assign Categories: Structure and label the workspace to enhance search efficiency within the domain.
Leave Project: This option allows users to leave the workspace if they desire.
Depending on the workspace modules, additional options related to specific features may appear in the toolbar.
Admin and Team Admin users have access to an expanded toolbar with additional settings and management tools.
This option takes the admin back to the Edit Workspace wizard, where they can update workspace settings and module configurations.
Disabling a module does not delete its information or activity. All data remains intact and can be accessed again by re-enabling the module.
These settings allow workspace admins to manage invite & join options, guest user permissions, mentions, landing pages, and default notifications.
Invite & Join Settings: Admins can control options such as allowing users to invite coworkers to the workspace, allowing guests (where applicable) to invite others to the workspace, and permitting non-members to send join requests to private teams (which will require admin approval).
Guest User Settings: Admins can manage guest user permissions, including allowing guest access to the workspace and assigning specific module permissions. Additionally, admins can grant read-only access to the entire workspace for guest users.
Mention Settings: Admins can decide if a workspace can be @mentioned. If enabled, admins can create a Project Alias, a user-friendly identifier that will be used to generate the project’s email address and will also appear in the project’s link.
Landing Page Settings: Admins can choose which page users will see first when accessing the workspace. By selecting “Default” from the dropdown, the first module in the left navigation bar will be the landing page. Any custom pages created within the workspace will also appear in the dropdown menu.
Task Settings (Projects Only): Admins can configure task settings for tasks created and assigned within a Project workspace. For more information on the Tasks feature, click here.
Default Notification Settings: Admins can configure default notification preferences for users in the workspace. These settings will not overwrite individual user preferences.
Manage permissions, custom fields, and visibility options for files.
Upload Settings – Control who can upload new files.
Any user with folder privileges
Only you and other admins
Member Permissions – Set default permissions for all files.
Owner, Editor, Viewer, Viewer (no download), or No Access
Guest users receive predefined default permissions for files and folders in this project.
Non-Member Permissions – Define access levels for non-members on files and folders.
No Access, Owner, Editor, Viewer, or Viewer (no download)
Non-Member Guest Access – Allow or restrict folder/file sharing with non-member guest users (Toggle On/Off).
Public Access – Enable or disable public sharing of files and folders (Toggle On/Off).
Custom Fields Configuration – Customize file attributes by defining:
Field Name
Field Type
Required Field (Yes/No)
Show/Hide Fields
This ensures precise control over file access, visibility, and customization within the project.
Manage workspace media settings with customizable display options.
Field Ordering – Click and drag fields to rearrange their appearance on the media card.
Field Visibility – Admins can select which fields will be displayed on the media card preview.
Live Preview – The media card preview updates in real time and is visible on the right side of the configuration menu.
These settings allow for a tailored and organized media display experience.
The Embed & Share Join Link menu allows team and network admins to generate an embeddable join form for the workspace, making it easy to invite users from external websites or applications.
Embed Code
This tab provides the HTML code necessary to embed the join form on another website. Admins can can:
Copy the embed code by clicking the "Copy" button.
Choose the display format:
Responsive Card: Automatically resizes to fit its container.
Fixed Size: Specify the width and height in pixels.
Text Link: Provides a simple hyperlink instead of an embedded form.
Select the embed type:
Standard: Uses JavaScript for dynamic embedding (recommended).
Fallback: Uses an iframe for increased compatibility in case JavaScript is restricted.
Preview Section
The preview panel provides a real-time display of how the embedded form will appear. It includes:
The organization’s logo and branding.
A customizable call-to-action message.
Fields for users to enter their email addresses.
CAPTCHA verification (if enabled).
Configuration Options
This section allows admins to customize the form’s appearance and behavior. Any changes made will take effect immediately upon saving. Additionally, there is no need to re-copy or re-share the embed code or link after making modifications, as the updates will automatically apply.
Form Content
Edit the welcome message and instructions using the rich text editor.
Add images, formatting, and custom text to match your brand’s style.
Join Button Customization
Show CAPTCHA: Enable or disable CAPTCHA verification to prevent spam sign-ups.
Button Text: Customize the text displayed on the join button (up to 25 characters).
Button Color: Choose the button’s color using a HEX code.
Background Color: Customize the background color of the form.
On Click of “Join” Action
Display Message: Show a confirmation message after a user submits their request (max 200 characters).
Redirect to URL: Instead of a message, send users to a specific URL after submission.
After making the necessary adjustments, click “Save Options” to apply the settings. The updated form will now reflect the changes when embedded on external pages.
Create an embed code for viewing the workspace newsfeed outside of the workspace.
Enable automatic membership management and view the configuration menu. For information on this feature, click here.
Connect external tools and services to integrate them within the selected workspace. For detailed instructions on linking specific services, please refer to our Integration Guides.
Banners allow admins to display important messages or visual elements in a workspace. This option allows admins to configure announcement and active banners for the workspace. Additionally, admins can upload a persistent banner for the Pages module (if enabled for the workspace).
Activating and Configuring the Team Banner
The team banner appears at the top of the workspace when users access it. Admins can allow users to hide the banner if needed.
Enable the Banner – Toggle the "Activate Team Banner" switch to turn on the banner for your team.
Edit the Banner Message – Use the rich text editor to enter your message. You can format the text using bold, italics, lists, links, and other styling options.
Set Text and Background Colors:
Click on the Text Color field and enter the desired hex code (e.g., F7FF00 for yellow).
Click on the Background Color field and enter the hex code for the background (e.g., FF0000 for red).
Allow Users to Hide the Banner (Optional) – Toggle the setting if you want users to have the option to hide the banner message.
This banner will appear only at the top of the Pages module within the workspace.
Enable the Pages Banner – Toggle the "Activate Pages Banner" switch to turn on the banner for workspace pages.
Upload a Banner Image – Click the image upload section and add a banner image. The recommended size for web display is 1200 x 96 px.
Converting a Group workspace into a Project will introduce Project Tasks, milestone progression, and time management features to the Group. All Group members will automatically become part of the new Project, and all Group messages and files will be retained.
This action cannot be undone.
Assign ownership permissions to another member of the workspace. The previous Owner will remain a member of the workspace. Each workspace can only have one Owner at a time.
Admin users can schedule and generate workspace reports.
User Activity: A report of user actions, such as new feeds, views, reactions, comments, and replies within a specific time period.
Influencers: A report of top users who are mentioned most and whose feeds receive the most reactions, comments, and replies within a specific time period.
Content Statistics: A report of the top content by number of reactions, comments, views, and times pinned, showing what the network is being used for during a specific time period.
Page Views: A report showing the number of views on team pages during a specific time period.
Questions & Answers: A report of questions and the first answer, along with the time it took to get the first response, within a specific time period.
Team Usage: A report on usage trends, including the number of feeds, reactions, comments, replies, and views, to assess if a team is being used during a specific time period.
Files Activity: A report capturing all activities related to files during a specific time period.
Recognitions: A report of recognitions given during a specific time period.
Media Center Activity: A report capturing all media uploaded during a specific time period.
Search: A report capturing the keywords searched by users during a specific time period.
The generated reports will be stored in the Generated Reports folder within the Files module of the workspace. If the Files module is disabled, the reports can be accessed either from the Files module within the domain or from the Reports section in the Admin Portal.
Admins can merge the current workspace with another Project, Group, or Department where they have admin rights. This operation is NOT reversible and will effectively assimilate the current workspace into the selected workspace.
What does merging do?
The photo, description, privacy settings, categories, and all configurations of the workspace that the current workspace is merged into will be applied after the merge is complete.
All content from the current workspace will be available in the merged team.
Duplicate titles will be automatically renamed. For example, a post titled 'Best Practices' in 'Human Resources' will be renamed to 'Best Practices - Human Resources' in the new merged team.
All members of the current workspace will automatically become members of the new merged team.
Any deleted entries from the current workspace in the Trash Can will be permanently deleted after the merge is complete.
Download data, member information, or chat history (if chat is enabled).
Admin users can click the 'Request Export' button to schedule a request for exporting all workspace data. They will receive a notification once the exported data file is ready for download.
Store the workspace for future reference while making it inactive. Once archived, the workspace will be frozen—its contents will remain viewable to members but cannot be edited. Archived workspaces will not appear in users' active workspace lists.
Network admins can restore an archived workspace to the active list at any time.
Access advanced admin settings in the Admin portal. This option will appear only to network admins.
