Workspace i AM System allows you to associate a user with a Company, Unit, or Stakeholder, providing simplified oversight and enhanced access control—a practical feature regardless of your organization’s size.
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Note: The ability to add additional Companies is an optional feature included in certain pricing plans but can also be purchased separately. The cost is 1,600 SEK per company per month, billed on the next invoice. Adding Units and Stakeholders is free of charge. If you do not have access to this feature or have questions about your pricing plan, please contact sales@amsystem.com |
Background and Purpose
In AM System, there are three types of Workspaces: Company, Unit, and Stakeholder. Using different types of Workspaces provides clearer oversight and improved access control, making it a valuable feature regardless of your organization’s size. Below, we explain the differences between the various Workspace types.
Workspaces in Document Management
- Control over logos, company information, and customization of headers and footers in text and layout documents, either based on the user’s Workspace affiliation or automatically retrieved from a specific Workspace.
- Easy management of access rights and read acknowledgments at the category level, based on users’ Workspace affiliation.
Workspaces in Case Management
- Control user access based on their Workspace involvement via profile permissions.
Benefits of Using Workspaces
Workspaces enhance access control by refining who can see and do what in the system. They can be effectively combined with existing features, such as:
- Profile permissions
- Departments
- Groups
This makes Workspaces a powerful tool for managing company-wide documents more efficiently and securely.
Types of Workspaces
Company
Your system always includes a default Company, which can represent the parent company in your organization but doesn’t necessarily have to.
The key differences between the standard company and other Companies in your system are:
- In Case Management, the standard company’s logo is displayed in printouts if the logo has been selected in the print settings of the relevant form.
- In Document Management, the standard company’s information is displayed on public documents if dynamic company information has been chosen at the category level.
- It is possible to create additional Companies, each with its own company information and logo. However, only one company is designated as the standard company, which is the first company created in your site. Under Default, you can see which company is set as the standard. Note: The logged-in user will always see the standard company’s name under their avatar, even if they belong to a different company within your site.
- A Company can have one or more Units or Stakeholders associated with it (see more details below). However, unlike Units and Stakeholders, which are always linked to a Company, companies remain independent from other Workspaces.
It is possible to use multiple companies as mentioned, but only one is created as the default company. To create an additional company, go to the Administrator menu » Settings, then select Create new Workspace (the + symbol). Next, choose Company » OK, fill in the new company’s details, and upload the company’s logo if desired.
Please note that this is an add-on service.
Cost:
The cost for a workspace of the Company type is 1,600 SEK per company and month.
Note:
- The cost for a workspace of the Company type remains the same regardless of whether the company is active or inactive. We therefore recommend converting a Company workspace (excluding the Default company) to a Unit or Stakeholder before deactivating the company.
- At present, it is not possible to change the default company on your own. If you wish to make a change, please contact our support team.
Units and Stakeholders
- A Unit can be a part of a Company and may be located at a different geographical location.
- A Stakeholder can be a supplier, customer, or business partner of your Company.
A Unit or Stakeholder is created in the same way as a new Company by selecting:
Administrator menu » Settings » Create new Workspace (the + symbol) » choose Unit or Stakeholder » OK. Then, fill in the details for the Unit or Stakeholder.
Cost:
Currently, adding Units and Stakeholders does not incur any additional cost.
Summary
Units and Stakeholders are always linked to a Company. Conceptually, Units can be seen as internal parts of the company, while Stakeholders represent external entities. This allows for flexibility in displaying company information and logos in different ways.
In Documents, the Unit’s company information is displayed, but the Company’s logo is used. For Stakeholders, both the Company’s logo and its company information are displayed.
Note. It is currently not possible to delete a workspace (regardless of type), but it is possible to deactivate a workspace.
Last updated: 15 January, 2025