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Active Workspace Fundamentals

Active Workspace 6.1 is a product lifecycle management (PLM) software by Siemens that facilitates data creation and management through an intuitive interface. The documentation outlines usage guidelines, features, and functionalities while emphasizing the confidentiality and proprietary nature of the information. Users are advised to consult Siemens for updates and to adhere to licensing agreements when utilizing the documentation.

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Active Workspace Fundamentals

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Active Workspace 6.

Active Workspace
Fundamentals
Active Workspace 6.1
Unpublished work. © 2022 Siemens

This Documentation contains trade secrets or otherwise confidential information owned by Siemens Industry Software Inc. or
its affiliates (collectively, “Siemens”), or its licensors. Access to and use of this Documentation is strictly limited as set forth in
Customer’s applicable agreement(s) with Siemens. This Documentation may not be copied, distributed, or otherwise disclosed
by Customer without the express written permission of Siemens, and may not be used in any way not expressly authorized by
Siemens.

This Documentation is for information and instruction purposes. Siemens reserves the right to make changes in specifications
and other information contained in this Documentation without prior notice, and the reader should, in all cases, consult
Siemens to determine whether any changes have been made.

No representation or other affirmation of fact contained in this Documentation shall be deemed to be a warranty or give rise to
any liability of Siemens whatsoever.

If you have a signed license agreement with Siemens for the product with which this Documentation will be used, your use of
this Documentation is subject to the scope of license and the software protection and security provisions of that agreement. If
you do not have such a signed license agreement, your use is subject to the Siemens Universal Customer Agreement, which
may be viewed at https://www.sw.siemens.com/en-US/sw-terms/base/uca/, as supplemented by the product specific terms
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About Siemens Digital Industries Software

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Contents

Why use Active Workspace? 1-1

Exploring the Active Workspace interface

Using Active Workspace on different devices ────────────── 2-1
Working in narrow mode and on a mobile device ──────────── 2-2
Page layouts and navigation ───────────────────── 2-7
Home page ─────────────────────────────── 2-7
Page layouts ────────────────────────────── 2-11
Toolbars and commands ───────────────────────── 2-14
Selecting and multiselecting objects ──────────────────── 2-16
Header information ─────────────────────────── 2-17
Navigating your workspace using breadcrumbs ─────────────── 2-17
Views ───────────────────────────────── 2-19
Filtering data in a table column ────────────────────── 2-27
Guided navigation using the Teamcenter Assistant ────────── 2-30
The Teamcenter Assistant ──────────────────────── 2-30
Train the Assistant ─────────────────────────── 2-31
The Assistant panel ─────────────────────────── 2-31
Modifying your home page ───────────────────── 2-34
Resize a tile ────────────────────────────── 2-34
Arrange tiles ────────────────────────────── 2-35
Pin an object to the home page ────────────────────── 2-36
Unpin a tile from the home page ───────────────────── 2-37
Updating your logon options ───────────────────── 2-38
Change your password ───────────────────────── 2-38
Change your group, role, or project for your session ───────────── 2-38
Pin user profile settings to bottom of browser window ──────────── 2-39
Autosave table edits ─────────────────────────── 2-40
Change your revision display ─────────────────────── 2-41
Select your geography ────────────────────────── 2-42
Manage your group, role, or volume from your Profile page ────────── 2-42
Create and change ID display rules ──────────────────── 2-42
Set or change your company location assignment ────────────── 2-44

Finding data in Active Workspace

Searching for data ────────────────────────── 3-1
Return matches with similar shape and size ────────────── 3-3
Return matches using search templates ──────────────── 3-3
Refine search with revision rules ─────────────────── 3-6
Work with search results ─────────────────────── 3-6
Filter search results ───────────────────────── 3-7
Personalize your search settings ──────────────────── 3-9

Active Workspace Fundamentals, Active Workspace 6.1 3

© 2022 Siemens
Work with breadcrumbs ─────────────────────── 3-10
Save and pin searches ──────────────────────── 3-11
Export search results ──────────────────────── 3-13
Organize searches with active folders ───────────────── 3-14
Tips for refining your search ───────────────────── 3-17
Tips for refining your quick and advanced searches ────────── 3-21

Searching for classified data

What is classification ───────────────────────── 4-1
Exploring the classification user interface ─────────────── 4-1
Find a classified object by browsing the classification hierarchy ───── 4-4
Find an object by searching for a specific property value ──────── 4-5
Find classification objects using the global search ─────────── 4-7
Understanding the classification of assemblies ───────────── 4-7
Search for classes using classification criteria ────────────── 4-8
Search for an object based on the properties of another object (search similar)
──────────────────────────────── 4-9
Filtering by visual navigation cards ────────────────── 4-10
Include classification properties when you compare search results ─── 4-11

Working with data

Creating and revising data ────────────────────── 5-1
Object types in Active Workspace ────────────────────── 5-1
How items and item revisions work with Favorites and the home page ───── 5-1
How dynamic item revisions work in folders, item relations, and paste actions ── 5-4
Quick access to your content ─────────────────────── 5-5
Open a part, document, or other object ─────────────────── 5-6
Create / Add a part, document, or other object ──────────────── 5-7
Change ownership ─────────────────────────── 5-10
Check out and check in ───────────────────────── 5-11
Edit properties ───────────────────────────── 5-11
Add multiple language properties for an object ─────────────── 5-12
Modify a table property ───────────────────────── 5-13
Define properties in addition to the object's configured properties ─────── 5-15
Autofill properties in a table ─────────────────────── 5-16
Drag-and-drop between browser windows ───────────────── 5-18
Drag-and-drop in lists and tables ───────────────────── 5-19
Create alias IDs and alternate IDs ───────────────────── 5-21
Create a new revision ────────────────────────── 5-23
Create a new object from an existing object ──────────────── 5-23
Working with attachments ────────────────────── 5-24
Add attachments ──────────────────────────── 5-24
Replace an attached file or document ─────────────────── 5-25
Open or download attached files ───────────────────── 5-26
View and download previous file versions ───────────────── 5-27
Open related drawings ───────────────────────── 5-29
View and mark up your attachments using the universal viewer ──────── 5-29

4 Active Workspace Fundamentals, Active Workspace 6.1

Upload or download large data files ──────────────────── 5-32

Exploring relations between objects ───────────────── 5-34
Tips for using Relations ───────────────────────── 5-34
View related data ──────────────────────────── 5-35
Managing object relationships and traceability with trace links ───── 5-40
Trace links overview ─────────────────────────── 5-40
Create a trace link ──────────────────────────── 5-40
Create a trace link using Copy and Paste ────────────────── 5-41
Sharing data ──────────────────────────── 5-41
Sharing Teamcenter data with other sites ───────────────── 5-41
Sharing data using Briefcase files ───────────────────── 5-44
Sharing data using PLM XML ─────────────────────── 5-52
Sharing data using Multi-Site Collaboration ───────────────── 5-54
Comparing object properties ───────────────────── 5-60
Tracking changes to objects ───────────────────── 5-62
Exporting tables to Microsoft Excel ────────────────── 5-63
Synchronize workflow tasks in Outlook ──────────────── 5-64
Generating and viewing reports ─────────────────── 5-65
Generate and view predefined reports ─────────────────── 5-65
Generate active reports ───────────────────────── 5-68
Viewing access rights ──────────────────────── 5-86
Using Projects ─────────────────────────── 5-87
What are projects and programs? ───────────────────── 5-87
Create a project or a program ─────────────────────── 5-89
Modify projects and programs ────────────────────── 5-91

Communicating across your organization

Exchanging information and ideas in Active Workspace ───────── 6-1
Using Discussions ────────────────────────── 6-1
What are discussions? ────────────────────────── 6-1
Use Discuss to gain feedback about objects ───────────────── 6-2
View followed discussions in the Discussions location ───────────── 6-8
Creating discussions containing snapshots ───────────────── 6-11
Using Subscriptions ───────────────────────── 6-15
What are subscriptions? ───────────────────────── 6-15
Follow and unfollow objects ─────────────────────── 6-16
Follow an object type ────────────────────────── 6-18
Follow multiple events on an object ──────────────────── 6-19
Filter your news feed notifications ───────────────────── 6-20
Modifying your subscriptions ─────────────────────── 6-20
Personalizing Subscription ──────────────────────── 6-22

Accessibility in Active Workspace

What is accessibility? ───────────────────────── 7-1
Available accessibility features in Active Workspace ─────────── 7-1
Keyboard navigation ─────────────────────────── 7-1
Skip to main section of the page ────────────────────── 7-3

Active Workspace Fundamentals, Active Workspace 6.1 5

© 2022 Siemens
Edit tables and auto save changes ───────────────────── 7-4
Alternate text for icons and images ───────────────────── 7-5

Troubleshooting and auditing

Troubleshooting ─────────────────────────── 8-1
Record a problem in a log file to share with your admin ────────────8-1
Viewing audit logs ────────────────────────── 8-2
Using audit logs ───────────────────────────── 8-2
Audit project events and view assigned or removed data ─────────── 8-4

6 Active Workspace Fundamentals, Active Workspace 6.1

© 2022 Siemens
1. Why use Active Workspace?
Active Workspace helps you create and manage data in your organization's product lifecycle
management (PLM) system by providing easy navigation of products and processes, collaboration across
your business, and access to other tools such as computer-aided design (CAD) software and Microsoft
Office.

Active Workspace ensures that you see only the tasks and data relevant to your needs and interactions.
For example:

• Active Workspace only shows those commands that you can execute. Some commands may be
grayed out or not shown.

• If your administrator does not install optional features, Active Workspace does not show the
associated commands. For example, the Send to NX command is shown only if the NX for Active
Workspace extension is installed.

In addition, your administrator may configure the interface for a specific industry, group, role, or
individual user.

Note:
Not all areas of the life cycle are currently supported in Active Workspace.

Where do I go from here?

Business User
User interface basics
Home page Arrange or resize tiles
Toolbars and commands Change your password
Displaying data in the table view Pin an object to the home page
Display structures and folders in tree view
Search for your data
Search for data Work with search results
Tips for refining your search Filter search results
Return matches using templates Personalize your search settings
Tips for refining your template searches Save and pin searches
Return matches with a similar shape or size Organize searches with active folders
Work with your data
Object types in Active Workspace Add attachments

Active Workspace Fundamentals, Active Workspace 6.1 1-1

Business User
User interface basics
Access your content quickly Generate and view predefined reports
Create/Add a part, document, or other project Edit properties
Create a new revision

1-2 Active Workspace Fundamentals, Active Workspace 6.1

© 2022 Siemens
2. Exploring the Active Workspace
interface
Using Active Workspace on different devices
Active Workspace runs in a browser on traditional computers using mouse and keyboard inputs and on
touch displays found on contemporary Windows devices, iPads, Android OS tablets, and smart phones.

• On touch-enabled devices, you can use standard touch gestures to navigate and select commands
and objects.

• On a desktop computer or laptop, you can use the left mouse button to select commands and objects
and the keyboard for shortcuts or tabbing through the interface.

• In the Viewer view, you can use the left mouse button while pressing the Control (pan) or Shift
(zoom) keys to modify the default geometry navigation controls.

• In some situations you can use the right mouse button to enable additional commands, as
described in context in the user documentation such as the instructions for arranging columns in a
table display, resizing tiles, and working with data in the Relations and Architecture tabs.

Note:
Active Workspace supports the standard keyboard shortcuts for cut, copy and paste (Ctrl+X, Ctrl
+C, Ctrl+V) when those commands are available on the page.

Active Workspace Fundamentals, Active Workspace 6.1 2-1

Working in narrow mode and on a mobile device

Active Workspace adapts to the available space, whether running on a computer monitor, tablet, phone,
or within another application.

As the available space is reduced, Active Workspace adjusts its layout or functionality. For example,
tables are available for a wide layout, but are replaced by lists of tiles in a narrow layout, and commands
move from the sides of a wide layout to the bottom of a narrow layout.

Note:
When you are working with files on iOS, Android, or Windows Phone systems, the device controls
the Browse button and provides a dialog that lets you choose how you want to locate files. These
systems may also let you select a camera to directly import images.

2-2 Active Workspace Fundamentals, Active Workspace 6.1

Using the narrow interface

The narrow interface uses a one-panel system for displaying Active Workspace features.

1 Primary toolbar
Displays the available commands, such as Home and Sign out . Other
commands are available from other locations in Active Workspace.

Note:
Sign out is available only on the home page.

2 Global search

Active Workspace Fundamentals, Active Workspace 6.1 2-3

Searching

When you use search in the narrow interface, Active Workspace displays the list of search results.

1 Pages available with Search

2 Displays the number of search results and the filtering breadcrumbs.

3 Displays the list of search results.

Tap a result object to replace the search results list with information about the object.

4 Primary toolbar with available commands.

2-4 Active Workspace Fundamentals, Active Workspace 6.1

Viewing details

Tap an object in any primary work location, such as search results or a folder, to display the secondary
work area with details about the selected object.

1 Displays tabs containing details about the selected object. The information that
displays is based on the selected object, your group and role, and the site
configurations.
If there are too many tabs to display in the available space, a right-chevron is
displayed.

• Tap the right-chevron button to select summary information tabs from a menu
such as Overview and Where Used.

Active Workspace Fundamentals, Active Workspace 6.1 2-5

The content area does not update unless you select a new tab from the menu.

The information displayed is based on the selected object, your group and role, and
site configurations.

• Tap a partially displayed tab, indicated by ellipses, to fully display the tab and
update the content area.

2 Primary toolbar with available commands.

When the number of available commands exceeds the available space, you can tap
More to display more.

Opening objects

In any location in the narrow interface, tap Open to display the menu.

2-6 Active Workspace Fundamentals, Active Workspace 6.1

Choose Open to open the object in Active Workspace, or choose another option available on your
device.

Page layouts and navigation

Home page

Your Active Workspace home page contains tiles and toolbars that allow you to launch various
commands, such as viewing your folders and schedules, opening your Inbox, accessing help documents,
and running reports. Your administrator configures the home page based on your role. This allows the
home page to be customized for each user, which makes navigation easier by placing only your most
frequently used commands on your home page.

Note:
Your home page may look different than the example image shown above. In addition, when
Active Workspace is embedded in another application, some functionality may not be available.
For example, when Active Workspace is embedded in the Teamcenter rich client, the Sign out
button is removed.

The following table describes the Active Workspace tiles and toolbars that are common to most
installations.

1 Header

Active Workspace Fundamentals, Active Workspace 6.1 2-7

On the home page, the header includes only the location, Teamcenter.

2 Global navigation
These commands are available regardless of where you are in Active Workspace.
Icons at the top

Previous Location: Takes you to the previous named page

visited in Active Workspace. The name of the page it takes
you to is displayed below the icon.

Home: Takes you back to the home page.

Discussions: Displays your active discussions.

Folders: Displays your current work.

Active Folders: Displays your active searches.

Inbox: Displays tasks assigned to you.

Assistant: Displays a list of commands and the relevant data

that suggest the next actions to perform.

Favorites: Contains the list of data you marked as your

favorites.

Changes: Contains the list of available change objects.

Schedules: Displays a list of your schedules based on the

selected role of Coordinator, Participant, or Observer.

Schedule Tasks: Contains the list of available schedule tasks

that are assigned to you.

Reports: Access the list of available reports.

Quick Access: Quickly view objects you recently worked

with, copied to the clipboard, or added to favorites.

Icons at the bottom

Active Change: Provides access to display and modify the

current change context setting.

Settings:

• Compact / Comfortable: Set the data density to either

compact or comfortable.
• Labels: Display or hide command icon labels for each of
the toolbars.

2-8 Active Workspace Fundamentals, Active Workspace 6.1

• Logging: Access the performance logging. Talk to your

administrator before using these tools.

Alerts: Notifies you when specific items have changed. Also

prompts you when a background process completes.

Help:

• Displays online help.

• Displays Active Workspace version information.

Profile:

• Displays your current project, group, and role.

• Displays the current revision rule setting.
• Provides access to display and modify your profile
settings.
• Allows you to sign out of Active Workspace.

3 Work area
The tiles on the work area allow you to perform many tasks, such as access your
Inbox, your Home folder, and your saved searches. If there are more tiles than fit the
screen, you can scroll vertically to view more tiles.

4 Global search
Includes access to prefilters and Advanced Search.

Home page tiles

The following Active Workspace home page tiles are common to most installations. The tiles on your
home page may differ based on your specific configuration.

INBOX Displays the number of tasks

that you must complete. Click
the INBOX tile to view the task
details and tabs containing
additional information.

FOLDERS Enables you to organize your

work and data. It contains your
Teamcenter mailbox and your
Newstuff folder, along with any
other folders, data, parts, and
documents you may have

Active Workspace Fundamentals, Active Workspace 6.1 2-9

added. You can create data,

such as parts, schedules, or
programs in your Home folder.

SAVED SEARCHES Provides access to searches you

saved or pinned. Saved
searches can be from global,
quick or advanced searches.

MY ACTIVE FOLDERS Provides access to active

folders that define searches
which update automatically.

HELP Provides access to online help

files, if configured for your site.

MY STUFF Contains the data you created

in Active Workspace.

FAVORITES Contains the list of data you

marked as your favorites.

REPORTS Allows you to generate various

types of predefined summary
and item reports.

DISCUSSIONS Allows you to create a dialog

with others on objects you
select, such as items, parts,
and documents.

PRINTOUTS Contains any asynchronous

reports that you need to print;
these reports are printed one at
a time. Reports are printed
asynchronously if multiple
reports are selected for printing
at the same time or if your
administrator has configured
the report template to run
asynchronously.

SUBSCRIPTION Provides notifications when

users provide feedback about
your data.

2-10 Active Workspace Fundamentals, Active Workspace 6.1

PROJECTS Allows you to view your

projects and your team
members.

MY GALLERY Displays all product snapshots

(3D data associated with a
product) created and shared by
you or those shared with you.

Page layouts

Tiles on the home page display various other locations, such as the Favorites, the Inbox, and Folders.
All the locations share a common layout.

1 Header
Depending on the location within the client, the header may contain:

• Locations such as Favorites, Inbox, and Folders.

• Pages within the location.

• Breadcrumb to help navigate.

• Information about the selected object.

2 Collapsed global search

Click Search to expand the global search so you can use it.

Active Workspace Fundamentals, Active Workspace 6.1 2-11

3 Results panel
The results panel typically displays a list, table, or tree of parts, documents, or other
objects relevant to the current page.
It also contains the results panel toolbar (4) with commands specific to the results
panel.

5 Work area
The work area displays details about the selected object. The details that display
depend on the type of object selected. This includes a set of navigational tabs (6).

Note:
If there are too many tabs to display in the available space, a right-chevron is
displayed.

• Click the chevron to select a tab from a menu. The content area does not
update unless you select a new tab from the menu.

• Click a partially displayed tab, indicated by ellipses, to fully display the tab
and update the content area.

It also includes the work area toolbar (7). You see different commands and a different
number of commands based on the data that is displayed.

8 Primary toolbar
Each page has a collection of commands organized in the toolbar along the right side.

• Some are individual commands accessed by clicking or tapping the icons.

• Other commands are grouped together in a stack of icons. Click any of these
grouped icons to access the individual commands.

Task panels

Some commands generate a task panel on the right side. Typically, these panels appear over the top of
the information in the work area. Examples include Add panel, Create Change panel, and Trace Link
panel.

2-12 Active Workspace Fundamentals, Active Workspace 6.1

Other commands, such as search Filters , display a panel on the left.

Notification and error messages

Active Workspace adds notification messages to the bottom of the page. You may want to pin a message
so that it continues to appear in the window, and you can refer to the message text later during your
work session.

Example:

• To pin a notification message, click Pin (or anywhere in the message box).

• To unpin a notification message, click Unpin (or anywhere in the message box).

Navigating to a new location or selecting a new object, such as a physical part or a file, does not dismiss
the message. You must unpin the message to dismiss it.

Active Workspace also adds error messages to the bottom of the page.

Active Workspace Fundamentals, Active Workspace 6.1 2-13

Example:

Error messages must be dismissed by clicking the .

Toolbars and commands

Active Workspace pages may include three different toolbars.

1 Results panel toolbar

2 Work area toolbar

3 Primary toolbar

Results panel toolbar

The results panel toolbar includes commands associated with the data displayed in the results area. As
the data changes, the commands available in the toolbar change. Some commands are grouped
together as a stack of commands under an icon with a small triangle under the command icon.

2-14 Active Workspace Fundamentals, Active Workspace 6.1

Note:
Depending on the size of your browser window and display resolution, the More command
may display on some of the results panel toolbars. Clicking this icon displays additional commands
that are not displayed on the toolbar due to size constraints.

Work area toolbar

The work area toolbar includes commands associated with the data displayed in the work area. As the
data changes, the commands available in the toolbar change.

Primary toolbar

The primary toolbar includes commands associated with the data displayed on the page. As the data
changes, the commands available in the toolbar change.

Tip:
If you don't see the command you need, try looking for it in the grouped icons.

Command context menus

You can access Active Workspace commands in the context of the items you are working with by right-
clicking on the items in a table or a list to access the commands. Depending on the area of Active
Workspace you are in, the available commands are different. For example, right-clicking on a schedule
task gives you a completely different set of in context commands versus clicking on a part in a structure.

The following graphic shows the commands in the context of a document in the search results list.

Active Workspace Fundamentals, Active Workspace 6.1 2-15

Note:
Context menus are not available on touch devices.

Selecting and multiselecting objects

To select an object, click on it. The object is highlighted to indicate it is selected.

Selecting multiple objects

There are two methods to select multiple objects. In both cases, objects are highlighted to indicate
selection.

1. You can use Selection Mode located in the results panel toolbar.

Once you click or touch Selection Mode , you can:

• Click or touch any object to select it.

• Shift-click to select a range of objects.

• Select All / Clear Selections . This is a toggle. Clicking it once selects all displayed objects.
Clicking it again, clears the selection on all the displayed objects and exits the multiselect mode.

2. The second method is to click, Shift-click, or Ctrl-click objects without using Selection Mode .

• Click or touch any object to select it. Any previously selected objects are deselected.

• Ctrl-click nonconsecutive objects to select them.

• Shift-click to select a range of objects.

• Select All / Clear Selections is not available without using Selection Mode .

2-16 Active Workspace Fundamentals, Active Workspace 6.1

Header information

Depending on the location within Active Workspace such as Favorites, Inbox, or Folders, the header
can include a variety of information.

Header for the Home folder.

Header for an assembly.

1 Location

2 Breadcrumb to display and navigate structure or hierarchy.

3 Additional information about the selected object.

For other locations such as Search, Changes, Schedules, the header includes multiple pages for each
location.

Header for the Home folder.

Header for an assembly.

1 Location

2 Multiple pages for a location. Click each page to see additional information.

Navigating your workspace using breadcrumbs

Locations can have a breadcrumb showing where you are within a folder structure or part structure.

Active Workspace Fundamentals, Active Workspace 6.1 2-17

Use these breadcrumbs to easily navigate the structure.

To Do this Result

Move to a Click the folder name. You move to the selected

different folder folder location.
location.

Move to a Click the chevron to select a folder from You move to the selected
different branch within the parent folder and pick from the folder location.
within a parent dropdown list. The dropdown lists all the
folder. folders within the parent location.

Navigate to a Click Navigate on the selected folder. The folder name is added
folder without to the breadcrumb, but the
opening it or starting folder in the
resetting the breadcrumb does not
breadcrumb. change.

Open a folder. With the folder selected, click Open > Open The breadcrumb resets to
on the primary toolbar. the opened folder.

2-18 Active Workspace Fundamentals, Active Workspace 6.1

Views

Display data in the table view

Data can be displayed in a table for things like Search results, Inbox, Folders, and My Changes. An
administrator specifies the columns available for display. You can select between two types of table
views: Table view and Table with Summary.

There are two ways to edit while you are in table view.

• You can place the table into edit mode by clicking Edit . While in this mode, you can still tab
through cells and expand/collapse objects with child elements. When you are finished making your
changes, click Save Edits.

• You can directly edit table cells by double-clicking them. If Autosave Tables is enabled in your user
properties, when you click off the cell, the changes are saved. If Autosave Tables is not enabled, you
must click Save Edits to save your changes to the table.

Note:
Table view is not available in narrow interface mode.

Table view

Active Workspace Fundamentals, Active Workspace 6.1 2-19

Table with Summary

Note:
• You can click a column header and then select Hide Column to hide an entire table column. To
show the column again, click to the right of the column headings to open the Arrange
panel. From here, you can add the hidden column back to the table.

• You can sort the data in the table by clicking the column header and choosing to sort by
ascending, descending, or no sorting.

• If a table column contain values of dissimilar data types, the table sorts based on the string
values for the data.

• Some tables do not save customizations made to the table, such as hiding, freezing, or resizing
columns. They also may not support modification of column arrangements and drag and drop
functionality. Any changes made to these types of tables are lost when the table is reloaded.

• If you freeze a table column, this change is lost when the table is reloaded.

Display structures and folders in the tree view

The Tree view displays all elements of a structure or folder in a parent child relationship. When
applicable objects contains child objects, an arrow appears next to it. You can navigate through the
structure and expand or collapse the tree as needed.

The tree view can be applied to your folders and structure elements displayed in the work area.

You can select between two types of tree views: Tree or Tree with Summary.

Tree view:

2-20 Active Workspace Fundamentals, Active Workspace 6.1

Tree with Summary view:

To display the structure in Tree or Tree with Summary view, click the icon and select the required view
from the list:

Active Workspace Fundamentals, Active Workspace 6.1 2-21

Tip:
Tree views also provide efficient loading as the first column is loaded quickly and other columns
are loaded subsequently.

Arrange, wrap text, and save the order of columns

You can use the Arrange panel to reorder, hide, or display columns in either the Table or Tree view.

The Arrange panel contains the AVAILABLE COLUMNS that can be added to the table or tree and the
TABLE COLUMNS, which are the columns currently displayed.

Tip:
You can click Save as new arrangement to save your customized column configuration so it
can be applied to views quickly.

Using the Arrange panel

Click to the right of the column headings to display the Arrange panel.

2-22 Active Workspace Fundamentals, Active Workspace 6.1

Reset
Returns the columns to the default order.

Show All / Show Common

Displays all available properties as columns or only the common properties for the
objects in the table.

Move up
First click on a column name. Then click to alter the column order.

Move down
First click on a column name. Then click to alter the column order.

Column arrangements
Select one of your saved column arrangements to apply it to the view.

Active Workspace Fundamentals, Active Workspace 6.1 2-23

Add
Select a table column from the available columns list on the left. Then click to
add it to the list of displayed columns.

Remove
Select a table column from the displayed columns list on the right. Then click to
remove it from the list of displayed columns.

Note:
If the properties list is long, you can type a property name in the Filter field to display a specific
property.

You can also select multiple columns to move groups of columns up or down the list by doing the
following:

• Shift-click to select a range of columns if they are in consecutive order.

• Ctrl-click nonconsecutive columns to select them.

Note:
If search results are obtained from a set of external data, such as from a non-Teamcenter
database, you may not be able to sort items in a column because the data model for these items
does not conform to the Teamcenter properties displayed in the column headings.

You can also drag-and-drop column headings to rearrange the column order of a table.

Note:
Some tables do not save customizations made to the table, such as hiding or freezing a column, or
support making changes to the column arrangements. Any changes made to these tables are lost
when the table is reloaded. These tables also do not have the Arrange option in the table settings.

2-24 Active Workspace Fundamentals, Active Workspace 6.1

Save your column arrangements

When you have finished arranging your columns, select the Save as new arrangement check box, enter
a Name for the column configuration, and then click Save and Arrange. This saves your column
arrangement so you can apply it in the future. You can click Column Arrangements on the Arrange
panel to see a list of all your saved column arrangements.

Note:
Any column arrangements created by your administrator are also displayed along with your saved
column arrangements. Administrator created arrangements cannot be changed. However, they
can be saved as one of your own column arrangements and then adjusted as necessary.

Note:
Any column arrangements created by your administrator are also displayed along with your saved
column arrangements.

Wrap table text

You can toggle text wrapping to have text in table cells automatically start at a new line once it reaches
a certain length. This helps tables with large amounts of text look cleaner and makes reading the data
easier.

Click to the right of the column headings and then select Wrap Text to enable text wrapping for the
table. The command remains highlighted to show that wrapping is enabled. You can click it again to
turn it off.

Modifying table and tree appearances

You can modify the display of tables and tree views in several ways:

• Change column widths.

• Hide columns.

• Freeze and unfreeze columns.

Change column widths

You can easily change the column widths for either Table or Tree views.

Tap or hover at the far-right of a column in the column header to display the column divider indicator
and drag it to the left or the right.

Active Workspace Fundamentals, Active Workspace 6.1 2-25

Hide Columns

Columns that contain information that you do not need can be hidden from the table view.

To hide columns, click the column header, then click Hide.

Freeze and Unfreeze columns

The first column is frozen by default for Table and Tree views. This is indicated by a dark right column
border.

To freeze additional columns, click the column header, then click Freeze.

2-26 Active Workspace Fundamentals, Active Workspace 6.1

The column (and all the columns to the left) are frozen, meaning they are not part of the horizontal
scrolling region.

To unfreeze columns, click the column header and click Freeze again.

Note:
You can't unfreeze the first column in the Table or Tree views.

Filtering data in a table column

You can filter the data within a table column so you can easily see the data that is important to you.

Note:
You can click a column header and then select Hide Column to hide an entire table column. To
show the column again, click to the right of the column headings to open the Arrange panel.
From here, you can add the hidden column back to the table.

To access the filtering, click anywhere in the header of the table column to filter. There are four types of
filters available depending on the types of data; text filtering, facet filtering, date filtering, and number
filtering.

Active Workspace Fundamentals, Active Workspace 6.1 2-27

• Text filtering enables filtering for any table column that contains text.

• Do not use wild cards. Just enter a text string to filter on and click Filter.

• You don't need to differentiate between upper and lower case.

• When you enable facet filtering by clicking Show Filters for the column, Active Workspace
automatically narrows the list of values as you type the text.

• The default matching mode for text filtering is contains, which shows all values that contain the
specified filter criteria. You can change to other matching modes, such as Does not contain,
Begins with, Ends with, Equals, and Does not equal.

• Facet filtering displays all the available values in table columns, based on the current table values and
the filter criteria entered.

2-28 Active Workspace Fundamentals, Active Workspace 6.1

Click Show Filters to view the values for the table column. You can select the values you want to filter
by, and then click Filter to show only the selected values.

• Date filtering enables filtering for table columns that contain dates.

You can set a single date or a date range using the pop-up calendar.

• Number filtering enables filtering for table columns containing numeric data.

Active Workspace Fundamentals, Active Workspace 6.1 2-29

To remove filters:

• To clear an individual column filter, click Clear.

• To clear all filters, click to the right of the column headings and then select Clear all filters.

Guided navigation using the Teamcenter Assistant

The Teamcenter Assistant

The Teamcenter Assistant suggests the next possible actions to perform and provides the relevant data
required to perform them. These suggestions are based on the context, history, and usage frequency of
actions performed by other previous users belonging to the same role and group.

When you perform tasks in Active Workspace, the system remembers the commands and the sequence
in which the tasks are performed. The next time you, or other users who belong to the same role and
group as you, log on to Active Workspace, the system displays a set of commands based on the learning.
You can either accept the commands suggested in the panel to complete your tasks or ignore them. The
Assistant dynamically updates the sequence of tasks performed in each session. It learns the command
usage and recommends the relevant command depending on the context for subsequent sessions.

2-30 Active Workspace Fundamentals, Active Workspace 6.1

Experienced users can log on to Active Workspace using special user credentials and train the Assistant
on their preferred way of completing their tasks.

The Assistant panel displays your recent data, your team's recent data, your favorites, and the contents
of the clipboard.

By suggesting the next logical commands, the Assistant helps to:

• Improve your efficiency by reducing the cognitive load.

• Minimize the number of mouse clicks required to perform your tasks.

• Reduce the total time required to complete a task.

Train the Assistant

Use the Tutor Mode to train the Assistant to learn a preferred way to complete a task. To do this:

1. Log on to Active Workspace using the credentials of a user profile that is specifically set up for
training the Assistant.

2. In the global navigation area, click Assistant.

3. Click to pin the Assistant panel.

4. Turn on the Tutor Mode and start performing the steps required to complete your workflow.

The system records your preferred way of completing the task.

5. Turn off the Tutor Mode when you complete your task.

Now, when other users log on to Active Workspace, the system recommends the commands that were
used in the Tutor Mode. This can help companies leverage the experience of experts and standardize
the use of good practices.

The Assistant panel

When you log on to Active Workspace, you can view the Assistant icon in the global navigation area.

Active Workspace Fundamentals, Active Workspace 6.1 2-31

1 View up to 10 commands suggested by the Assistant

panel.
These command suggestions are specific to a user. If the
current user is logging on for the first time, the system

2-32 Active Workspace Fundamentals, Active Workspace 6.1

generates the suggestions from the history of other users

belonging to the same group and role.

2 Like or dislike commands suggested in the panel to

prioritize the use of one command another.
The availability of these options can be configured using
a preference.

3 View the location of the suggested command on the

Active Workspace user interface.
The availability of this option can be configured using a
preference.

4 View the options to change the data displayed in the

Assistant panel.

My Recent – View your recently created or modified

data.

You can view up to 20 objects. The number of

objects you want to display can be configured using
preferences.

Team Recent - View the data created or modified by

users in the same group and project.

You can view up to 20 objects. The number of

objects you want to display can be configured using
preferences.

The types of objects you want to display can be

configured using preferences.

Favorites – View your favorites.

Clipboard – View the clipboard data.

5 View your data or your team's data.

The Tutor Mode is available when users log on to Active Workspace using a specific user profile that is
set up for training the Assistant and when they pin the Assistant panel. Use this mode to train the
Assistant to complete tasks in a preferred way.

The availability of the Tutor Mode can be configured using a preference.

Active Workspace Fundamentals, Active Workspace 6.1 2-33

Modifying your home page

Resize a tile

1. Right-click the tile you want to resize, or left-click and hold the tile until you see an arrow button in
the lower-right corner of the tile.

2-34 Active Workspace Fundamentals, Active Workspace 6.1

On a touch device, tap and hold a tile to enter edit mode.

2. Click the arrow button in the lower-right corner of the tile.

Depending on the current size of the tile, the tile either shrinks to a smaller size or grows to a large
one.

Some tiles, like the Inbox, display different information depending on the tile size.

3. To save your changes, click in a blank area on the home page.

Arrange tiles

Tiles are arranged in groups on the home page. You can drag and drop tiles to create new groups,
rearrange the tiles within a group, or move tiles between groups.

To move a tile from one group to another:

1. To select a tile to be moved, right-click with the mouse, or press and hold on touch devices.

2. Drag it to the new group and position near an existing tile, until you see the outline indicating the
new tile position.

3. Drop the tile in the new position.

To move a tile and create a new group:

Active Workspace Fundamentals, Active Workspace 6.1 2-35

1. To select a tile to be moved, right-click with the mouse, or press and hold on touch devices.

2. Drag it to an area between existing groups until you see the vertical bar indicating the new group
position.

3. Drop the tile.

The tile is displayed in the new group.

Pin an object to the home page

You can pin objects to your home page to more easily access them when needed.

1. Select the object you want to add to your home page. You can add the object from locations such
as your Home folder, favorites, or search results.

2. On the primary toolbar, click Manage Pin to Home.

The object is pinned to your home page. Object data, such as the ID, revision, and description
display above the pinned object.

2-36 Active Workspace Fundamentals, Active Workspace 6.1

Note:
If the text for the pinned object is long, some of it will not display above the object. You can
hover over it to see all of the text.

Unpin a tile from the home page

1. Right-click a tile, or left-click and hold a tile until you see additional controls on the corners of the
tile.

On a touch device, tap and hold a tile to enter edit mode.

2. Click unpin in the upper right corner of the tile.

Note:
If you do not see unpin in the upper right corner of the tile, an administrator has protected
the tile to prevent it being unpinned.

To unpin an object from the home page while you are on a different page, select the pinned object and
click Manage > Unpin from Home on the primary toolbar.

Note:
Administrators can repin default tiles.

Active Workspace Fundamentals, Active Workspace 6.1 2-37

Updating your logon options

Change your password

Note:
When the Teamcenter installation is configured to use Security Services, passwords are managed
by an external identity service provider (for example, lightweight directory access protocol) rather
than Teamcenter. In this circumstance, you cannot change a password through Teamcenter or
Active Workspace.

1. From the global navigation, click your profile icon and select Profile.

2. From your Profile page, select Manage > Change Password.

3. In the Change Password panel, type your current password.

4. Type your new password.

5. Type your new password again in the Confirm New Password box.

The Change button displays when all three fields are populated with valid values.

6. Click Change.

Change your group, role, or project for your session

1. From the global navigation, click your profile icon.

2. Click your existing project, group, or role.

Note:
Although your account may not be configured to display a project, you can view your projects
and your project team by clicking the PROJECTS tile on the home page.

2-38 Active Workspace Fundamentals, Active Workspace 6.1

3. From the list of available options, select the one you want.

Example:
In your current session, if you change your current group from Manufacturing to
Engineering, your role is set to the default role specified for the Engineering group. If no
default role is specified, then the first role in the list is used.

Note:
Your selected group and role are set for your current session only; the default values for your
group and role are not updated.
You can manage your default group and role values using the Profile page.

Pin user profile settings to bottom of browser window

As you use Active Workspace, you may need to change your group, role, ID display rule, and revision
display rule. You can choose to pop out these user profile settings and pin them to the bottom of the
Active Workspace browser window. This allows you to quickly changes these settings when needed as
they are always displayed.

Active Workspace Fundamentals, Active Workspace 6.1 2-39

1. From the global navigation, click your profile icon.

2. Click Pop Out User Properties to pin the profile settings to the bottom of the browser window.

3. To unpin the user profile settings from the bottom of the window, click Close .

Alternatively, you can also click your profile icon from the global navigation and then click Return
User Properties to unpin the user profile settings.

Autosave table edits

You can toggle the option to automatically save changes made to tables. When this option is enabled
and you edit a table cell by double-clicking it, the changes made to the cell are automatically saved
when you click off the cell.

• If you edit a table with autosave off, you must save the changes made to the table cells by clicking
Save Edits.

• Some table cells may not support autosave. You must manually save changes made to these table
cells.

• Some tables may only support autosave editing. In this case, changes made to the cells are
automatically saved, even if you have autosave turned off in your profile.

• If you enable Autosave Tables while you have unsaved table edits, Active Workspace prompts you to
Save or Discard the table edits before enabling autosave.

1. From the global navigation, click your profile icon.

2. Click Autosave Tables to turn on auto saving of changes made to table cells.

2-40 Active Workspace Fundamentals, Active Workspace 6.1

Note:
By default, Autosave Tables is enabled for all Active Workspace users

Change your revision display

A revision is a unique, specific iteration of a previously created object such as a part, an assembly, or a
document.

• A revision can have associated CAD models, drawings, or specifications that are applicable only to
that revision.

• Revision display is controlled by revision rules.

For example, Latest Working is a standard default revision rule for design engineers, while a
manufacturing engineer may prefer to use the Latest Released revision rule.

• Revision rules are configured by administrators to specify which revisions of parts and assemblies
display.

Multiple revisions of an object can clutter your display. You can select the rule that best meets your
needs.

1. From the global navigation, click your profile icon.

2. In the Revision Rule section, click the down arrow next to the current revision rule and then select
the new rule from the list.

Active Workspace Fundamentals, Active Workspace 6.1 2-41

Select your geography

1. From the global navigation bar, click your profile icon and select Profile.

2. From your Profile page, select Edit > Start Edit.

3. In the LOCATION area, select your declared geography from the User Declared Geography list, for
example, US to indicate United States of America.

The values are case sensitive.

4. Select Edit > Save Edits.

Manage your group, role, or volume from your Profile page

In addition to being able to manage your group and role by clicking your profile icon, you can also
manage your group, role, or volume from your Profile page.

1. From the global navigation bar, click your profile icon and select Profile.

2. From your Profile page, select Edit > Start Edit.

3. In the USER MEMBERSHIPS area, you can change your default group, default volume, and default
role.

For example, select Engineering as a default group and Designer as a default role. From the
Default Group list, select Engineering. From the corresponding Default Role list, select Designer.

If you are only assigned one group or role, you cannot select another group or role.

4. To change your default volume, select a volume using the Default Volume list.

If you are only assigned one volume, you cannot select another volume.

5. When you are finished with your selections, select Edit > Save Edits.

Create and change ID display rules

Create an ID display rule

You can create a custom ID display rule to display objects with alternate IDs for a specified ID context.

1. From the Active Workspace Home Page, click the ID DISPLAY RULES tile.

The ID Display Rule page opens and displays any existing rules.

2-42 Active Workspace Fundamentals, Active Workspace 6.1

2. From the primary toolbar, click New > Create ID Display Rule.

The Create ID Display Rule panel opens.

3. Enter a Name for the rule and then select the rule Contexts from the list.

4. (Optional). Click Use As Default to set the new rule as the default ID display rule.

5. (Optional). Click Set As Current to set the new rule as your current display rule after it's created.

6. Click Create to create the new display rule. The new rule now appears on your ID Display Rule
page.

Change your ID display rules

When you have created alternate IDs for objects, you can change your ID Display Rule to display these
custom IDs in your bill of materials instead of the default value for the revision object.

1. From the global navigation, click your profile icon to display your user properties.

Tip:
You can optionally move the User Properties bar to the bottom of the browser window to
keep it visible at all times. This is helpful if you have to cycle through many ID display or
revision rules.

Active Workspace Fundamentals, Active Workspace 6.1 2-43

2. Click the down arrow next to ID Display Rule and then select the rule you want to apply.

Note:
The available ID display rules are based on the alternate ID context configured by your
administrator.

Your alternate IDs now display for the revision object.

View ID display rule information

You can quickly view information on an ID display rule when viewing it from a list of your existing rules.

1. From the global navigation, click your profile icon to display your user properties.

2. Click the down arrow next to ID Display Rule.

3. Instead of selecting a rule, hover over it and then click the Information icon .

The ID Display Rule page opens and displays the details on the rule.

Set or change your company location assignment

After your administrator creates and assigns company locations, you can set, clear, or change your
company location assignment in Active Workspace:

1. From the global navigation, click your profile icon and select Profile.

2. From your Profile page, select Manage > Location Code.

3. Type your location in the Available Locations box to start the filter action to locate your location
code.

2-44 Active Workspace Fundamentals, Active Workspace 6.1

Note:
The associated location code may contain the filtered string. For example, "Mi" is contained
in the location code, Milwaukee, associated with Wisconsin. It is also contained in the
location code, Milford, associated with Ohio.

Tip:
To set your location to a value not in this list, type the location you want to assign to yourself
in the Location Code box. The following message is displayed:

Location Code "zzz" does not exist for any Company Location.
Do you want to set a new location with that code?

Click Set.

4. Select a location and click Set.

Change location on parts and documents

When you create a part or a document in Active Workspace, your company location appears as a value in
the Current Location Code box on that part or document. If your system configuration allows, you can
change the location code to a code already in the system.

Active Workspace Fundamentals, Active Workspace 6.1 2-45

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© 2022 Siemens
3. Finding data in Active Workspace
Searching for data
Throughout a product's lifecycle, you need to keep track of multiple drawings, attachments, and item
revisions. In Active Workspace, there is no need to remember folders or directories where this data is
located. Instead, you can use built-in search features to locate any data stored inside Teamcenter. In
addition to locating all possible results, you can refine your search, save and pin your search, and export
your results.

During your project, you may want to see all matches that contain the name of the project you are
working on. Or you may want to search the database for parts with a similar shape or size.

Return matches to a text search

For example, if you are looking for information about the disk drive project named hdd, start by entering
hdd into the search box located in the top right corner in Active Workspace.

Active Workspace displays all search results.

To refine your search:

• Narrow the scope of your search with a prefilter.

Prefilter lists are configured by your administrator. For example, you might see Any Owner and Any
Category lists.

Active Workspace Fundamentals, Active Workspace 6.1 3-1

• Change the scope of your search by choosing a revision rule.

• Refine your search criteria using Boolean operators and other techniques.

• Ignore common words in your search criteria.

Work with your search results:

• Choose a view for your results.

• Filter your results.

Apply filters from a list of categories and properties. You can remove filters using the breadcrumb in
the header area.

• Display results by category in a chart.

• Apply highlights for matching search terms or use filter colors.

• Save and pin your search criteria, including your filters and chart view, to use or refine later.

You can pin the search and access it from your home page. You can also access your saved search
from the Saved page in the Search header and share it with others.

• Export your search results to Microsoft Excel or Microsoft Word.

You can also personalize your search settings to change the behavior of the Filters panel and how
results are displayed.

Return matches with a similar shape and size

When building an assembly, you might want to search for existing components that match a similar
shape or size. If the object is indexed for Shape Search, your search results can also display these similar
objects.

Shape Search is enabled and configured by your administrator.

Return matches using search templates

Your tasks may require you to search often and always against the same fields. For example, each week
you may want to ensure that approved parts were not changed. You search for all objects in various
projects that were modified the previous week with a Release Status of Approved.

Instead of typing your search criteria for multiple fields into the search box, you have the option of using
search templates that provide you with a form containing just the fields you want to search against. For

3-2 Active Workspace Fundamentals, Active Workspace 6.1

this example, enter your search criteria into a template containing fields for Name, Description,
Created After, Created Before, and Release Status.

Active Workspace provides several standard templates for your use. Additional templates can be
configured by your administrator.

Organize your searches

You will likely use a combination of text searches and template searches to find the data you need. To
organize, save, and share these searches in one place, use active folders.

Return matches with similar shape and size

You can find objects with a shape and size that are similar to a selected object. If shape search is
configured, you can activate it by selecting an existing object that has been indexed for shape search. If
indexed for shape search, choosing a part from your search results reveals Shape Search on the
results panel toolbar.

If you perform a shape search on a specific magnet within a computer disk drive, all parts similar in
shape to the magnet are displayed. Then you can choose Shape Search Filter to apply similarity and
size filters to your shape search results.

• The Shape Similarity slider specifies the level of similarity for matching results. Moving from identical
to similar broadens the search and retrieves more results.

• The Size slider specifies the minimum and maximum size for matching results. Size is a percentage of
the referenced object and not a specific dimension.

Return matches using search templates

Occasionally, you need to perform repetitive searches while working on projects. Quick search and
advanced search provide templates that help you search quickly by displaying only the fields you need.
Quick search templates contain only one field as opposed to advanced search templates which leverage
one or more fields.

Using quick search templates

Use a quick search template if you often search against one field, such as Item Name. For example, if
you want the search engine to only return all results that have the word Spindle in the Item Name field,
use the Item Name template.

To access all available quick search templates, click the Advanced Search link below the search box to
display the Advanced Search panel and go to the Quick tab.

Active Workspace Fundamentals, Active Workspace 6.1 3-3

To use quick search:

• Choose from a list of predefined information types and enter search criteria.

• Refine your search using wildcards.

If your search criteria extends to multiple lines, the entire string is considered one value. If you wish to
search for a set of values, separate the search terms using a semicolon (;).

When viewing your results you can:

• Choose a view for your results.

• Export your search results to Microsoft Excel or Microsoft Word.

• Save and pin your search criteria to use or refine later.

Access saved searches from your home page or from the Saved page of the Search page header.

Several templates are available when quick search is enabled by your administrator. Your administrator
can also create custom templates.

Using advanced search templates

Use an advanced search template if you often search against the same set of fields. For example, maybe
you often search for item revisions with different item IDs created after a certain date with a specific
Release Status. You can use the Item Revision template and enter your search criteria into the Item ID,
Created After, and Release Status fields.

3-4 Active Workspace Fundamentals, Active Workspace 6.1

To access all available advanced search templates, click the Advanced Search link below the search box
to display the Advanced Search panel and go to the Advanced tab. Previously entered search criteria
are cleared.

To use advanced search:

• Choose from a list of predefined queries that are configured for your site. Queries have additional
criteria that narrow the results.

• Prioritize your frequently used advanced search queries by assigning them to Preferred Searches .

• Search for results with similar information by using wildcards.

• Search for information by specifying a part of the value using wildcards.

• Search for information using criteria with delimiters.

When viewing your results you can:

• Choose a view for your search results.

Active Workspace Fundamentals, Active Workspace 6.1 3-5

• Export your search results to Microsoft Excel or Microsoft Word.

• Save and pin your search criteria to use later.

Access saved searches from your home page or from the Saved page of the Search header.

Several templates are available when advanced search is enabled by your administrator. Your
administrator can also create custom templates.

Refine search with revision rules

Apply a revision rule for your search

A revision rule refines your list of returned objects to those that meet the rule criteria. Choose from the
list of revision rules by clicking the displayed revision rule below the search box. For example, to find all
working objects with any status and having bolt in their name, choose the revision rule Any Status;
Working and enter bolt in the search box.

The default revision rule is specified by your administrator.

Work with search results

Result views

• In list or table summary view, access the hidden tabs if there are many tabs displayed.

• In table view, you can modify how to display tables.

• Switching between list views and table views preserves the sort order and selected items in your
results. If you enter a new search, the sort order returns to the default order.

• In list view, snippets may show the location of search terms within file content for returned items. The
snippet is displayed as a phrase under the object. Snippets provide assistance in determining where
the search term is matched, especially if the displayed object name or description has no match.
Snippet availability is configured by your administrator.

Toolbars

From the search results panel toolbar, you can perform a variety of actions.

• For all search types, you can:

• Click to choose the display method.

3-6 Active Workspace Fundamentals, Active Workspace 6.1

• Click to save your search to reuse later.

• For searches using the search box :

• Click Search Filters to apply property values to refine the results.

• Click to choose:

■ Highlighting to highlight the search term in the results. Highlights are available for keywords
and property values.

■ Color Filtering to associate colors with the most common filter values. Some search results
objects also display the corresponding filter value color in the results list.

• Click Search Settings to configure your personal search preferences.

Explore the primary toolbar to display commands that perform actions or open associated task
panels.

Filter search results

On the search Results page, you can apply available filters to narrow your search results using the
Filters panel.

Display or close the Filters panel by clicking Search Filters . Selected filters are also displayed in the
search breadcrumb.

Filter behavior is initially configured by your administrator. You can change a few filter panel settings
yourself.

Tips for using filters

• You can search the list of properties by entering text in Filter By Property. You can also search the list
of property values using the search box for the filter.

• If you run the search again, filters and in-content search terms are cleared. If you save your search,
the selected filter values are preserved.

• The More and Less commands may be displayed at the end of a property list. You can expand or
reduce the length of the list.

• If Color Filtering is selected, colors are associated with objects in the results that match the most
common filter values.

Some objects may not display the corresponding filter value color. Typically, this happens when the
properties are not defined in the data model template.

Active Workspace Fundamentals, Active Workspace 6.1 3-7

• The bar chart appears in the List with Summary and Table with Summary views when no search
result item is selected.

Apply a filter to the results from the Filters panel or the Chart by list (which displays the results by
property value). The chart and the search results lists display the same color code for a selected filter
property.

The filter selections persist for the chart for the rest of your session unless you change them. You can
reset the default behavior by logging off and logging on again.

• If you run a saved search, you can filter the Updated Results to the objects that are New, Modified,
or Unchanged since the last time you ran the search.

Filtering by dates and ranges

Filtering When a property displays date boxes, you can enter the start and end dates. Dates take
dates the form DD-MMM-YYYY, for example, 29-Aug-2016. An empty value means the date
range is open.

When the filter displays the dates, they are grouped as follows:

If there is: The date filters are

grouped in:

More than one year of One-year increments

data

Between one month One-month increments

and one year of data

Between one week and One-week increments

one month of data

One week of data One-day increments

When you click on a date range, the date filters change to the next filter grouping.

Your administrator specifies which day of the week is the first day.
Filtering When a property displays numeric range boxes, you can enter start and end numeric
numeric range values.
ranges
Numeric values take the form From - To, for example, .1 - 1.5. An empty value means
the numeric range is open.

3-8 Active Workspace Fundamentals, Active Workspace 6.1

Filtering Multi-Site search results

If Multi-Site Collaboration is enabled at your site, you can filter Object Directory Services (ODS)
published record objects from multiple locations. At Multi-Site locations, the Filters panel displays the
Search Site property, where you can filter the search results to either Local or Remote. The Search Site
is also displayed in the search breadcrumbs.

• Local displays the results that are indexed at the local site, which includes objects that were indexed
from remote sites.

If there are no published records available, then only local results are displayed.

• Remote displays the results that are indexed only from remote sites. Choosing Remote lets you
choose results specific to the sites listed in the associated Remote Sites filter.

Personalize your search settings

You can configure your personal search preferences. On the results panel toolbar, click Search Settings
to view the configurable areas.

FILTERS section

Configures Filters panel behavior.

Update Filter Values

On click runs the filter search after you enter text and click search .

As you type displays matching filter values as you enter text.

Hide filters with only Unassigned values
Hides filters with values that are not assigned to any of the results. Clear the check box to display
filters that have no assigned values in the search results.

Limiting expanded filters takes precedence over hiding unassigned filters. When you hide
unassigned values and also specify a list of filters for Limit filters to expand, you may see
unassigned values for filters in the Filters to Expand list.
Filter Wildcard
Choose a wildcard method to apply when searching property values.

Both leading and trailing wild cards applies the wildcard characters to the beginning and end
of your search term.

No wild card searches only for exact matches to your search term.

Trailing wild card applies the wildcard to the end of your search term.

Active Workspace Fundamentals, Active Workspace 6.1 3-9

Leading wild card applies the wildcard to the beginning of your search term.
Sort filter values
By count sorts the filter value list by total occurrences.

Alphabetically sorts the filter value list in alphabetical order.

Limit filters to expand
You can specify which filters are expanded in the Filters to Expand list. By default, the Category
and Type filters are always expanded. The list of available filters and initial settings are configured
by your administrator. Click Reset to revert the list to its initial settings.

RESULTS section

Configures search results behavior.

Show results from attachments

Includes search term matches found in the attachments of returned items.

Clear the check box to display only matches found in the item name.

Tip:
Use Highlighting on the results panel toolbar to display or hide highlighting on matches in
the results list.

In summary view
Show summary of first result displays information about the first returned result in the right pane.

Show chart of results displays the values for the chart filter category in the right pane.

Work with breadcrumbs

Breadcrumbs display information about results for all search types in the page header area.

Breadcrumb display

• The search Results page displays the filters that are applied to search results.

• The Advanced search results page displays the criteria that are applied to advanced search results.
The breadcrumb is not editable.

3-10 Active Workspace Fundamentals, Active Workspace 6.1

Search breadcrumb behavior

Filter values Related filter values are grouped together in the breadcrumb, regardless of the order in
which you choose them.
Find in this Search criteria entered in Find in this content appears in the breadcrumb.
content for
results list
Hidden When a breadcrumb ends with a double chevron , the length of your breadcrumb is
overflow longer than the available space. Click to display the hidden filters.
filters

You can remove all filters by clicking Clear at the end of the breadcrumb.

Click next to a filter to remove it.

Save and pin searches

If you perform the same search often, save your search for future use. All your searches, including quick
and advanced searches, can be saved and appear on the Saved search page available from the header
area. From the results toolbar, click Save Search .

Saving your searches has many benefits:

• Save all your search criteria to use later.

• Share saved searches with other users.

• Pin saved searches to your home page for quick access.

• Update saved searches when your criteria changes.

• From Advanced search, you can choose from a list of preferred searches that you tag as frequently
used.

Even if a search is not saved, you can choose a search from the Recent Searches list. These are saved by
the system during your current session.

Save a search

When you save a search

Keywords are the search criteria you entered.

Filters are the filters you selected for the search.

Active Workspace Fundamentals, Active Workspace 6.1 3-11

Chart Properties is the chart category filter you selected for the search.

Allow others to view shares your saved search. Sharing is configured by your administrator.

Pin to Home pins your saved search to a tile.

When you save an advanced search
Type is the type of item you searched for.

Keywords are the search criteria you entered.

Allow others to view shares your saved search. Sharing is configured by your administrator.

Pin to Home pins your saved search to a tile.

Retrieve a saved search

When you save a search, it shows up on the Saved search list. Searches from the search box are labeled
as Full Text Saved search. Searches from quick and advanced searches are labeled as Advanced Saved
search. A Saved search list may also include other searches shared with you.

You can access a saved search multiple ways:

• Click a saved search tile on the home page to run a saved search.

• Click the SAVED SEARCHES tile to open the Saved search list.

• Click the Saved page on the Search header to open the Saved search list.

When viewing the Saved search list, you can:

• Refine the list using Filters .

• Click a search in the list to display its information.

• Run a search by clicking Open .

When you run a Full Text Saved search, the Filters panel includes an Updated Results filter. You can
choose objects that are New, Modified, or Unchanged since the last time you ran the search.

Work with a saved search

Once you have saved your search, you can modify it in several ways.

Edit your saved search

3-12 Active Workspace Fundamentals, Active Workspace 6.1

You can change a search name or choose whether to share or pin a search. Select the saved search
and click Save Search . In the Save Search panel, make your changes and click Save.
Unpin your saved search
Unpin your saved search by using one of the following methods:

• From the Saved search list, click the search. Click Save Search and clear Pin to Home.

• From the home page, right-click the search tile to display controls on the corners. Click Unpin .
Delete your saved search
You can delete a saved search that you created. Select the saved search and choose Edit > Delete
from the primary toolbar.

Run a recent search

You can choose a query from Recent Searches. As you enter your search term, Recent Searches
displays searches that match what you type. Recent searches are saved during your current session
unless you choose Clear All.

Run a preferred Advanced search

You can choose a search from Preferred Searches in the Advanced search list. Preferred searches are
displayed first.

You can add or remove a query by selecting it and clicking Preferred Search Settings .

Export search results

From the Table or Table with Summary view of your search results, you can export rows to Microsoft
Excel or Microsoft Word.

• As Shown exports the results to Microsoft Excel. The displayed columns and sort order are applied to
the output.

The maximum number of rows for exporting is configured for your site.

• Template exports the results to Microsoft Excel or Microsoft Word, and your selected view and
template are applied to the output.

Activate Selection Mode on the results panel toolbar. You can also Select All or Clear Selections
using .

1. When your items are selected, choose Share > Export from the primary toolbar.

2. In the Export panel, choose how to export your search results.

Active Workspace Fundamentals, Active Workspace 6.1 3-13

As Shown All Results exports the entire list up to the maximum number, regardless of what
is selected. Choosing all results may include results not yet displayed.

Selected Results exports selected rows.

Template Both Excel and Word export the selected results using a specified view and
template.

3. Click Export and provide a location to save the file.

Organize searches with active folders

You can create search criteria for active folders that generate results automatically. Then you can
navigate, organize, and share these active folders. Active folders save predefined search queries and
return the latest available matching search results.

You can create a hierarchy of related active folders to group similar searches together. A new active
folder adopts the criteria of its parent by default. You can create a parent active folder with common
search criteria and then refine this criteria for a set of child active folders.

Find your active folders

Open Active Folders from the global navigation toolbar or from the My Active Folders tile on the
home page. By default, My Active Folders contains the Recently Modified active folder with sample
searches in nested folders:

By Me Returns your recently modified data. The criteria and the results are displayed in the
Overview tab in the right pane.
By My Group Returns your group's recently modified data. The criteria and the results are displayed
in the Overview tab in the right pane.

Change your view

In the Navigate tab, select Tree with Summary or Tree view to:

• Export information about the active folder or set of folders using Excel Round-trip > Export To
Excel .

Active folders do not support Import Changes. You can use a different method to import an active
folder.

• Add and define an active folder using Add Active Folder .

• Check whether you are the Owner of an active folder.

3-14 Active Workspace Fundamentals, Active Workspace 6.1

In the Overview tab, view key information about the selected active folder:

• Click Edit on the primary toolbar to change the Name and Description.

• In the CONTENTS section, you can Export To Excel .

Learn about an active folder

In the Tree with Summary view, the right pane displays information about a selected folder.

Overview Displays key information about the selected active folder, including its search criteria
and owner. The results are displayed in the CONTENTS section.

In the CONTENTS section, you can Export To Excel .

Rules Displays the current search criteria and the returned results for the folder. You can set
or update the search criteria rules if you have permission.
Shared With Set or update with whom you want to share an active folder, if you have permission.
You can filter the list, select multiple entries to add to the list, or remove entries from
the list.

Check the owner of an active folder under the Owner column in the Navigate tab.

Create an active folder

You can create an active folder several ways. The active folder is created as a child of your current folder
selection. By default, the active folder inherits the search criteria of its parent. You can then further
refine the active folder's search criteria. You can also add other child folders.

• On the My Active Folders page, choose Add Active Folder from the panel toolbar. If the new
folder is a child, it inherits the parent folder settings.

• You can create an active folder template from a selected active folder using Share > Export Active
Folder as a Template . This creates an XML file containing the folder's hierarchy, rules, and sharing
information.

• On the My Active Folders page, choose New > Import Active Folder from the primary toolbar.
Specify an active folder XML file with a folder definition, including hierarchy, rules, and sharing
information.

You can also import an active folder that is not shared with you. If you run the search, user
permissions are applied to the results and may not return what you expect.

If you import an active folder more than once but to a different location, the new folder is a copy of
the previously imported folder. They are synchronized in the background, and changes made to one
folder are made to the other.

Active Workspace Fundamentals, Active Workspace 6.1 3-15

• On the Home folders page, choose Add Active Folder and provide the name and description.

All active folders created from the Home folders page are shared with the My Active Folders page.

Specify the rules

After you create an active folder, set or update the search criteria on the Rules tab. You can create a new
rule or edit an existing one.

Set the search criteria the same way you would using the search box. Click search to find the results
for your search term. You can refine the search using FILTERS. Results are automatically updated as you
choose filters.

If you want to use an advanced search instead, click the Advanced Search check box. Select an
advanced search template and set the search criteria. Click Search.

To use search criteria from a Saved Search, choose Import . Use the query as is, or make additional
changes, according to the type of saved search.

Change the rules

In the Rules tab, refine a rule using the work area toolbar for an active folder. A change affects only the
selected active folder. The action has no effect on any other folder in the hierarchy.

Click Start Edit to refine an existing rule or replace it.

• The results are updated in the right panel as you make changes.

For Advanced searches, the results are updated when you click Search at the bottom of the panel.

• Click Import to replace the current search criteria with a saved search.

• Click Reset to completely clear the search criteria.

Save Edits saves your changes.

Share an active folder

If you have permission, you can share a selected folder from the Tree with Summary view.

1. Click the Shared With tab and choose Organization or Projects.

2. Enter a search term and click to see a list of matches.

If you choose a category, nested children are included.

3-16 Active Workspace Fundamentals, Active Workspace 6.1

3. Click Add and Remove to edit the items in the SHARED WITH list.

Your selections are saved automatically.

You may share both Organization and Projects choices for a single active folder.

Sharing permissions determine whether someone can make a change to a shared active folder. The
owner is always displayed for a shared folder. If the owner is a group, you must be a member of the
group to make a change.

Tips for refining your search

Search techniques and operators

You can use Boolean operators and other techniques to refine searches. Searches are not case sensitive.

Search technique Examples and Descriptions

Wildcard search: asterisk (*) Entering HDD 0500 automatically performs a search for HDD* 0500*.
By default, the search adds an implied wildcard asterisk (*) character
to the end of each search term. A search for HDD 0500 returns all
results starting with HDD and 0500, such as HDD 050002 or HDDA
050055.
You can use the * wildcard to search for characters in individual search
terms. Using * does not support search phrases as it does not apply to
spaces between terms (for example, fue*conomy does not find fuel
economy, but fue* *conomy does).
Siemens Digital Industries Software recommends that the wildcard (*)
be used cautiously for non-indexed structure search because it might
adversely impact search performance.

Matching: quotation marks "Shielding Tile" returns objects with the string shielding tile in any
(" ") indexed fields.
Due to index term stemming, shielding tile also returns objects with
the string shield tile in any indexed field.

Special characters To search for the following special characters, be sure to enclose your
search criteria in quotation marks (" ").
(){}[]-:

Two terms: AND bolt AND nut returns objects with the words bolt and nut in any
indexed fields.

Prohibit a term from the bolt NOT nut (or bolt –nut) returns objects that contain bolt but do
search: NOT not contain nut in any of their indexed fields.

Active Workspace Fundamentals, Active Workspace 6.1 3-17

Search technique Examples and Descriptions

Terms with multiple "Part revision" AND (Dan OR Sally) returns objects that are a part
associations: AND (OR) revision or contain a part revision associated with users named Dan
or Sally.

Terms with multiple (chrome AND matte) OR aluminum returns objects that either
associations: (AND) OR contain both chrome and matte together or aluminum.

Search for terms with "Dan Designer" AND "Engineering Group" AND (motor OR "main
multiple associations: AND axle") returns objects that contain both Dan Designer and
AND (OR) Engineering Group in addition to motor or main axle.

Search property values: owner:john

colon (:)
Search on indexed property values using the property display name.
Display names must be separated from search values by the colon (:)
character.

Search property values: "Group ID":engineering

quotation marks and colons
Use quotation marks for display names with spaces and property
(“”:)
values with spaces.

Search property values: If the property is:

quotation marks for property
Name: {test}
values with parentheses or
braces. Then enter the search criteria:
Name: "{test}"

Search property values: ID:[000001 TO 000050]

numerical value range
Search for a range of numerical property values using TO and [ ].
ID: [000001 TO 000050] OR ID:[000075 TO 000100]
You can combine date range with other search tools for more
precision, for example, AND, OR, and “ ”.
Numerical value range searches can be inclusive [ ], exclusive { }, or
mixed ([ } or { ]), using syntax similar to other property-specific
searches.

Combine property and term "group id":engineering motor itemrevision

searches
This search finds objects that have engineering as the group ID
property and that have the words motor and itemrevision in any
indexed fields.

Search date range Date searches are property specific, and the search format is year,
month, and day, as in 2015-08-24.
Date range searches can be inclusive [ ], exclusive { }, or mixed ([ } or
{ ]}, using syntax similar to other property-specific searches.

3-18 Active Workspace Fundamentals, Active Workspace 6.1

Search technique Examples and Descriptions

Date searches can use the asterisk (*) wildcard or the NOW keyword,
which represents the current date and time in minutes and seconds
and can include other properties.

Inclusive date search "last modified date":[2015-08-24 TO 2015-08-26] returns everything

from August 24 to August 26, including August 24 and August 26.

Exclusive date search "last modified date":{2015-08-24 TO 2015-08-26} returns everything

from August 25, excluding August 24 and August 26.

Mixed date search "last modified date":{2015-08-24 TO 2015-08-26], returns everything

from August 25 to August 26, excluding August 24 and including
August 26.

Date search with wildcard "last modified date":[* TO NOW] returns everything until the present
(*) and NOW day (NOW must be all uppercase).

Mixed date searches with "last modified date":{2015-08-25 TO NOW] "date released":
NOW {2015-08-25 TO NOW] name:screw
"last modified date":{2015-08-25 TO NOW] bolt

Date search with time You can include the time with the date value, in the format year-
month-day-hours-minutes-seconds:

"YYYY/mm/ddTHH:MM:SS"

Be sure to enclose the date and time value within quotation marks, for
example, "2012-12-11T23:59:59”
The date and time format is supported by simple search, name-value
property search, and table property search.

Name-value property search Your organization can create name-value properties to display name-
value pairs in a tabular format. These name-value pairs represent
characteristics not defined in the persistent properties for a business
object.
Consider that your company has created a MyNameValueProperty
name-value property. A search for
MyNameValueProperty.name:a5_part_id returns everything with a
MyNameValueProperty name-value property having a a5_part_id
name.
MyNameValueProperty.name:a5_part_id AND
MyNameValueProperty.value:000075 returns everything with the
MyNameValueProperty name-value property having a a5_part_id
name with a value of 000075.
When you search for the value of the name-value property, you must
use the AND operator or separate the name expression and the value
expression with a space. While you can search for the name portion of

Active Workspace Fundamentals, Active Workspace 6.1 3-19

Search technique Examples and Descriptions

a name-value property by itself, you cannot search for the value

portion by itself.
You cannot use the OR operator with the value portion. The
AWS_Default_Query_Operator preference is not honored by name-
value search, and the default operator is always AND.
The provided name and value expressions must be in pairs and in
order. That is, each value expression must be preceded by its
corresponding name expression. A name expression cannot be
supplied after its value expression.
Valid: MyNameValueProperty.name:a5_part_id AND
MyNameValueProperty.value:000075
Invalid: MyNameValueProperty.value:000075 AND
MyNameValueProperty.name:a5_part_id
All other search operators apply. For example, you can search for
display names using " " and numerical ranges using [ TO ], and perform
wildcard searches with * (the asterisk).

The default Boolean operator applied for all keywords in a search term is set by your administrator.

Ignoring common words

If your search phrase contains a common word, such as the, and, for, or a, it may be ignored in your
search criteria. Your administrator can configure which words are interpreted as common words.

If common words occur in a search phrase inside quotation marks, you may not find an exact match.
Using quotation marks around your search phrase has the following effects:

• If a common word occurs between keywords in a search phrase enclosed in quotation marks, it is
replaced by a wild card in the query.

For example, if you search for "Parts and sprockets", search checks if a single property contains both
Parts and sprockets. Your search results might include Parts sprockets and Parts large sprockets.

If you search for Parts and sprockets without quotation marks, search checks if multiple properties
match Parts or sprockets and returns the object only if it matches both. Your search results might
include an object containing a property, Parts and sprockets. Or, your search results can include an
object containing the property Parts and another property, sprockets.

• If a common word occurs at the beginning or end of a search phrase inside quotation marks, it is
ignored.

For example, if you search for "The parts and sprockets for", The and for are ignored.

3-20 Active Workspace Fundamentals, Active Workspace 6.1

Tips for refining your quick and advanced searches

Quick search and Advanced search are predefined queries. Generally, the more criteria you enter, the
more specific are your search results. Quick and advanced searches are not case sensitive.

Use wildcard characters

You can use wildcard characters, the asterisk (*) and the question mark (?), to match single or multiple
characters in specific positions of a search string.

Asterisk * The asterisk searches for the root of a word followed by one or more characters.
Question The question mark searches for the root of a word with the question mark as a
mark ? substitute for another character. For example, a search for Anders?n might return
anderson, Andersen, and andersin.

Use delimiters

You can search for multiple pieces of information at the same time by using delimiters. Certain
delimiters are enabled by default in the AWC_WSOM_find_list_separator preference. You can override
this preference to add or remove available delimiters.

To use an enabled delimiter character, insert it between multiple search criteria. For example, a search
for HDD-0548;HDD-0544 using the SEMICOLON delimiter displays results for both criteria in the same
search results table.

Caution:
Enabling delimiter characters also results in delimiting the existing search data in the system. If a
delimiter is enabled in the AWC_WSOM_find_list_separator preference and the same delimiter
character exists in the search data, your search results might be skewed.
For example, you want to search for parts owned by a group of three users. You decide to enable
the COMMA delimiter in the preference so that you can enter multiple names into the search
criteria such as Jones,Steve,Miller,John,Smith,Mary. However, commas are used widely in your
company's owning_user.user_name data because employee names are stored in the database in
the format "Miller, John." When you enable the COMMA delimiter, Advanced search treats "Miller,
John" as two separate pieces of data: "Miller" and "John." Therefore, your query does not return
the expected results.
Consider if you enable both the COMMA delimiter and the SEMICOLON delimiter. Advanced
search still treats "Miller, John" as two separate pieces of data even if a semicolon is used as the
search criteria delimiter in Jones,Steve;Miller,John;Smith,Mary. This is because the COMMA
delimiter is also enabled.

Active Workspace Fundamentals, Active Workspace 6.1 3-21

Use cascading lists of values

• For quick searches, you can change the priority of your query property selection by moving it up or
down . Click to remove a selection.

• For quick and advanced searches, if a property has a cascading list of values (LOVs), you must expand
all parent values and select a child value. For example, to search for the component C1, expand P1
and F1 and select C1.

3-22 Active Workspace Fundamentals, Active Workspace 6.1

© 2022 Siemens
4. Searching for classified data
What is classification
New product development and product improvement commonly involve the reuse of existing elements.
This increases efficiency and savings. Digital libraries contain massive quantities of objects that are
unrelated to each other except for how they are used or reused. Classifying these objects using
descriptive attributes that you can search ensures they can be easily found. Active Workspace contains
classification hierarchies, classes, and attributes organized into class definitions so that users can quickly
find objects for reuse.

For example, your company decides on a set of standardized processes for manufacturing your new
product. When designers plan new processes, they can search the classes in the classification hierarchy
to find a fitting standardized process to use as a basis for the new one. The designers do not have to
start from scratch.

In Active Workspace, you can search for classified objects, or classify a new object into predefined
classes, assigning values to attributes that uniquely describe your object.

Exploring the classification user interface

The classification location

The classification location is the starting point when searching for classified objects.

Active Workspace Fundamentals, Active Workspace 6.1 4-1

Class Navigator Navigate the classification hierarchy to find the desired

class and then optionally, use filters to narrow your
search.

Visual navigation cards Click the visual navigation cards to quickly navigate to a
class.

The Classification tab

The Classification tab provides a large area to view, edit, or delete classification data.

Using the full page display improves the process of working with classification data by also allowing you
to search and browse the classification hierarchy during a classify operation. For more space when
working with the classification properties, click Full Screen.

CLASSIFICATIONS Lists the classifications for a selected object.

IMAGES Displays any images associated with the classified object.

PROPERTY GROUPS Displays all property groups used to classify the object.
Navigate the property groups by expanding or selecting
each of them.

PROPERTIES Displays the classification properties of the selected object.

4-2 Active Workspace Fundamentals, Active Workspace 6.1

Property groups Displays groups of properties that you can expand and
collapse to suit your needs.

Classification-specific buttons Expand the IMAGES panel.

Edit the properties of the classified object.

Specify whether you enter metric or non-metric

values. The values are always stored in the base
unit of the class regardless of which unit system
you use to enter them.

Expand the PROPERTIES panel to full screen to

have more work space when entering values.

Remove all existing values from the properties.

This is useful if, for example, you are classifying
an object based on the properties of another
object.

Save the entered property values. The properties

remain editable.

Save the property values and return to viewing

mode. The property values are no longer
editable.

Hide the IMAGES panel to give you more space to

work on properties or property groups.

Hide the display of the PROPERT Y GROUPS

panel. This helps to arrange the user interface so
that you have more space to view, for example,
images or properties (you can also hide the
IMAGES panel).

Expand or collapse all the property groups.

Show or hide the display of annotations.

Edit property values.

Show or hide the display of empty properties.

This helps keep the focus on the properties
containing a value.

The Classify panel

The Classify panel provides the option to classify without opening the Classification tab.

Active Workspace Fundamentals, Active Workspace 6.1 4-3

Find a classified object by browsing the classification hierarchy

The classification hierarchy is displayed as a tree structure of nested classes that allows you to intuitively
navigate down the hierarchy in search of a classified object. Selecting any class provides you with filters
for all the attributes contained in the selected class. You can use these filters to narrow the search
results.

1. On the Home page, click the CLASSIFICATION tile.

The classification location is displayed. The classification hierarchy is displayed in the Class
Navigator panel.

Tip:
The visual navigation cards provide links to the next level down in the hierarchy so that you
can move down the hierarchy two levels at a time.

4-4 Active Workspace Fundamentals, Active Workspace 6.1

As you navigate down the hierarchy, clicking arrows in the Class Navigator pane opens the
hierarchy while clicking the class performs an automatic search in the class.

2. (Optional) Click Filters to narrow your search.

3. Open the desired result by clicking Open and click the Classification tab.

Find an object by searching for a specific property value

1. In the classification location, navigate to the desired class in the classification hierarchy.

2. Click Filters.

The properties of the selected class are displayed in the Filters pane.

Active Workspace Fundamentals, Active Workspace 6.1 4-5

3. Do any of the following:

• Turn on the Auto-update button to see the effect of each filter on the results as you select the
filter. If the command is turned off, you must adjust the filters and then click Apply All.

• Search for the desired filter by typing the name in the Filter by Property box.

4-6 Active Workspace Fundamentals, Active Workspace 6.1

• Select the desired value within any of the filters.

The objects that are in the selected class that contain the specified property values are displayed in the
search results.

Find classification objects using the global search

The global search helps you find any object in the database.

Use the following syntax when searching for classified objects in the global search:

To Use this syntax Examples

Search on the classification class "Classification class name":desired- "Classification class name":drill
name class-name
"Classification class name":"spot drill"
Search on classification class ID "Classification class id":desired-class-ID "Classification class id":TA_MILL_10_20
Search on a classification property property-name:property-value-or- Company:siemens
keyword
"Resource Description 1":"angle base plate"

"Step count":4
Search for a numeric range of a property-name:[start-range TO end- "Step count":[0 TO 5]
property range]

Note the following:

• If any part of the search syntax consists of more than one word, it must be enclosed in quotation
marks.

• The global search is not case sensitive.

• Classification class IDs are not visible to a business user in Active Workspace. However, many business
users are familiar with their hierarchies and know the class IDs. If this is so, then you can use the
global search to search on this class ID.

Understanding the classification of assemblies

When you classify an assembly, you are actually classifying the underlying classifiable object (for
example, the item revision). The underlying classifiable object of each line of an assembly is classified
independently. This means that each object in an assembly can belong to a different classification class
(or none at all). When you view an assembly, the Classification tab displays the classification properties

Active Workspace Fundamentals, Active Workspace 6.1 4-7

of the classifiable object that the selected element in the left panel points to. If no element is selected,
the classification details for the assembly's classifiable object are displayed.

Search for classes using classification criteria

In the classification location, you can navigate through the class hierarchy manually. If, however, you
already know the name or ID of the class in which you want to search, you can search using the
following syntax:

Class name:

Class id:

Example:
Class name:Step drill

Do not enter a space between the colon and the parameter you search for.

4-8 Active Workspace Fundamentals, Active Workspace 6.1

Search for an object based on the properties of another object

(search similar)
Sometimes, you want to find an object with similar properties to one you know or to one you currently
have open. This is possible with the Search Similar command.

1. Open an object in the Classification tab.

2. Select Search Similar in the CLASSIFICATIONS pane.

Active Workspace Fundamentals, Active Workspace 6.1 4-9

You may have to allow the pop-up blocker permission to open the web page.

The Search Similar pane opens displaying the classification hierarchy of the object.

3. To search in the same class as the currently opened object, click Search. Alternatively, you can
widen your search by clicking any of the parent classes displayed in the hierarchy and then clicking
Search.

A new browser window is displayed containing the Filters pane with the facets of the chosen class.

4. Modify these filters to find the appropriate object. If the Auto-update option is turned on, the
results of the new search are displayed automatically. If the command is turned off, you must
adjust the filters and then click Apply All.

Filtering by visual navigation cards

You use visual navigation cards to navigate a hierarchy. Visual navigation cards display a class image
along with other key attributes to assist you in finding an object. Additionally, they provide links to all
subclasses of the selected class.

Visual navigation cards are displayed when you:

• Search for an object of type Library Element in the filters. If the majority of the search results are
library elements, virtual navigation cards are displayed, instead of a bar chart.

4-10 Active Workspace Fundamentals, Active Workspace 6.1

• Select the Library header on the Filters panel.

• Search for an object of type Library in the filters and open the library object.

• Navigate the classification hierarchy.

Select the visual navigation card to display the next level in the hierarchy. To navigate up the hierarchy,
use the breadcrumb.

Include classification properties when you compare search results

When you select multiple search results, you can compare their properties in a table. Classification
properties are included in this table.

Note:
The comparison of classification properties is available only in the Results panel of the search.
Only classifiable objects are displayed in the comparison table.

Open the Arrange panel by clicking .

Active Workspace Fundamentals, Active Workspace 6.1 4-11

The settings in the Arrange panel are valid for the current session only.

Note:
When an object is classified in multiple classes, the most recent (by time) classification properties
are displayed in the Compare table. Older classification properties are not shown but can be seen
in the Selection summary view.

4-12 Active Workspace Fundamentals, Active Workspace 6.1

Object types in Active Workspace

Object is a generic term used to describe any part, design, document or other entity that may be stored
in your system.

As you work in Active Workspace, you see the thumbnail images for different object types, for example:

Image Object type

Folder

Item Revision

Document

If you don't recognize an icon, you can open the object and look at the Type in the Properties section.

Note:
To mark an object as a favorite, display the object and click Manage > Add To Favorites. This
places a link to the object in the FAVORITES tile on the home page.

How items and item revisions work with Favorites and the home page

You will see different behavior for Favorites and Pin to Home based on the current revision rule of the
user session and whether you add/pin an item or an item revision.

Favorites with items and item revisions

What you see when you favorite an item or item revision depends on three rules.

Active Workspace Fundamentals, Active Workspace 6.1 5-1

If: Then:

1. You add an item to Favorites. Favorites will display the configured item
revision.

2. You add a configured item revision to Favorites will display the configured item
Favorites. revision.

3. You add a superceded item revision to Favorites will display the superceded item
Favorites. revision.

Let's look at a few examples to see how this works with the following scenario.

Item 026355

Item revision 026355 revision A (superceded revision)

Item revision 026355 revision B (superceded revision)

Item revision 026355 revision C (configured revision)

Revision rule = Latest Working

If you add this to Favorites. Then this is what you see in Favorites.

Example 1 Item - 026355 Item revision - 026355 revision C

(the configured revision)

Example 2 Item revision - 026355 revision C Item revision - 026355 revision C

(the configured revision) (the configured revision)

Example 3 Item revision - 026355 revision C Item revision - 026355 revision D

(the configured revision) and then make a (the new configured revision)
revision D.

Example 4 Item revision - 026355 revision A Item revision - 026355 revision A

(a superceded revision) (a superceded revision)

Example 5 Item revision - 026355 revision B Item revision - 026355 revision B

(a superceded revision) (a superceded revision)

Remove from Favorites

You open either the item or the configured item revision to remove the configured item revision from
Favorites.

5-2 Active Workspace Fundamentals, Active Workspace 6.1

You open the specific superceded item revision to remove it from Favorites.

Pin to Home with items and item revisions

Pin to Home uses the same rules as Add to Favorites.

Let's look at a few examples to see how Pin to Home works with the following scenario.

Item 026355

Item revision 026355 revision A (superceded revision)

Item revision 026355 revision B (superceded revision)

Item revision 026355 revision C (configured revision)

Revision rule = Latest Working

If you pin to home Then this is what you see on the home
page.

Example 1 Item - 026355 Item revision - 026355 revision C

(the configured revision)

Example 2 Item revision - 026355 revision C Item revision - 026355 revision C

(the configured revision) (the configured revision)

Example 3 Item revision - 026355 revision C Item revision - 026355 revision D

(the configured revision) and then make a (the new configured revision)
revision D.

Example 4 Item revision - 026355 revision A Item revision - 026355 revision A

(a superceded revision) (a superceded revision)

Example 5 Item revision - 026355 revision B Item revision - 026355 revision B

(a superceded revision) (a superceded revision)

Superceded icon

Item revisions that have been superceded and are no longer the configured item revision are labeled
with a visual indicator. Hover on the visual indicator and you see information about the configured
revision.

Active Workspace Fundamentals, Active Workspace 6.1 5-3

How dynamic item revisions work in folders, item relations, and paste
actions

Active Workspace can be configured by your administrator to only show the most recent item revisions
in folders and tables, such as in the attachments for an object. If this is enabled, and you have your
revision display rule set to Latest, you only see the most recent item revisions, even if the revision you
originally pasted into a folder or related to an object has changed since you added it.

Note:
Revisions are displayed based on your revision display rule. Because of this, different revisions may
display for your selection based on which rule you choose.

Keep the following in mind with how revisions display in Active Workspace when dynamic revisions are
enabled.

• If you relate a non-configured or out-of-date revision, then this revision is related and the displayed
revision does not change.

• If you relate a configured revision, then the item is related and the displayed revision automatically
changes to your currently selected configured revision.

Folders

Items in your folders that you or other users revise are automatically updated to the most recent
revision. This allows you to always see the most current revision of your items when browsing through
your folders.

For example, you create a new document in your home folder that is revision A. Later, you revise this
document and it is now revision B. The next time you browse your home folder, the new revision B
displays. You can then select the item and view previous revisions on the History tab if necessary.

5-4 Active Workspace Fundamentals, Active Workspace 6.1

Note:
Automatic updating of item revisions in folders is on by default. Your can override the preference
value of AWC_display_configured_revs_for_pwa and set it to False to prevent the items from
automatically updating to the new revision. Any non-configured or out-of-date revisions pasted
into your folders with this preference set to false are displayed with a warning icon letting you
know the revision is not current.

Relating item revisions through search and copy/paste

Note:
Your administrator must configure which tables always show the most recent revision.

When relating an item revision to an object, such as adding a document (revision B), you can search for
the item revision and then add it as an attachment to the object. If the related item is later updated to a
new revision (revision C), the attached item revision automatically gets updated to show only the
newest revision (revision C). The next time you view the attachments for the object, only the new item
revision is displayed.

If you paste an out of date revision that was copied to your Clipboard, such as a document revision
(revision A) you copied earlier that was later updated (revision B), Active Workspace automatically
updates the copied document to the newest revision when you paste it.

Quick access to your content

Use Quick Access in the global navigation to quickly view objects you recently worked with, data
saved to the clipboard, and data tagged as favorites from any page. You can:

• Easily view the content by expanding and collapsing the three sections of data.

• Drag-and-drop items from Quick Access to places like your home folder or to a product structure.

• Multiselect items in the panel to work with.

Active Workspace Fundamentals, Active Workspace 6.1 5-5

Open a part, document, or other object

1. In Active Workspace, select a part, document, or other object you want to open.

2. Click Open on the selection tile.

5-6 Active Workspace Fundamentals, Active Workspace 6.1

Note:
You can also make a selection and click Open > Open in New Window or Open in New
Tab from the primary toolbar.

Based on your browser settings, an attached file attached may open immediately, or you may be
prompted to download or save the file.

Note:
If an administrator has enabled the Data Share Manager, a dialog box may appear asking you
to install the Data Share Manager on your client to manage file uploads and downloads.

Create / Add a part, document, or other object

1. Display the folder where you want to create a part, document, or other object.

For example, open your Home folder.

2. Click New > Add.

The Add panel opens.

Active Workspace Fundamentals, Active Workspace 6.1 5-7

3. (Optional) To keep the Add panel open so that you can continue to add objects without opening
the panel each time, click Pin Panel to pin the panel to your workspace.

Note:
Click Unpin Panel to unpin the panel from your workspace.

4. Select the type of object you want to create either from the list of recently used types or from the
full list of available types. You can also search for a type using the Filter box.

The types that display are configured by the system administrator.

If you are creating a new attachment, you can upload an existing file as an attachment to the new
object. Click Choose File and select the desired file. Active Workspace automatically sets the type
to the file type that matches the file extension. If there is more than one choice, Active Workspace
selects the default, but you can change it.

5-8 Active Workspace Fundamentals, Active Workspace 6.1

Note:
If an administrator has enabled the Data Share Manager, a dialog box may appear asking you
to install the Data Share Manager on your client to manage file uploads and downloads.

5. Enter properties.

The properties vary depending on the type being created. These properties are configured by style
sheets, which are maintained by the administrator.

Add is highlighted when all required fields are entered.

6. Click Add.

The newly created object is placed at the top of the current list, list with summary, or table display
for easy access. If you create a single new object, the object is automatically selected. The object is
placed in the expected sort order once you navigate away from this location or apply filters.

Active Workspace Fundamentals, Active Workspace 6.1 5-9

Note:
If you pinned the panel to your workspace, the Add panel remains open, the Revision and
Name values carry forward, and the ID value increments.

Change ownership

Note:
You can only change the owner of an object if you have appropriate permissions (including the
Write permission).

1. Select one or more objects.

2. Click Manage > Change Owner.

3. In the Change Owner pane, select the new owner.

If needed, use Filter to search for a new owner.

4. Click Change.

You can see the change of ownership in the object Properties.

Note:
You cannot change the owner of the following object types:

• Schedule
• ScheduleTask
• Schedule Deliverable
• Schedule Task Deliverable
• Schedule Member
• Proxy Task
• RateModifier
• ResourceAssignment
• TaskDependency
• Qualification
• Required Qualification
• Fixed Cost
• Schedule Audit
• CostValue
• Comment
• Answer

5-10 Active Workspace Fundamentals, Active Workspace 6.1

• Question
• Rating
• Helpful
• Task
• Measurable Attribute (Abstract)
• Measurable Attribute String
• Measurable Attribute Boolean
• Att0MeasurableAttributeInt
• Measurable Attribute Double

Check out and check in

1. Select a part, document, or other object you want to check out. For example, select something
from the list of search results.

2. From the primary toolbar, click Edit > Checkout.

The selection displays a Checked-Out property set to Y.

To check a selection back in, click Edit > Checkin.

To cancel the checkout, click Edit > Cancel Checkout.

Also see Check out and check in objects when using Multi-Site Collaboration.

Edit properties

If you have appropriate access privileges, you can edit properties in Active Workspace.

• The properties you can edit vary based on how your administrator configured the style sheets.

• You edit properties in various panels and tables.

1. Display the part, document, or other object whose properties you want to modify.

2. Click Edit > Start Edit .

The properties that you can edit are activated.

Note:
The Start Edit button appears only when you select something you can modify.
In some panels, such as the Information panel, a Start Edit button is available for quick
edits. You must click Save before you navigate away to retain changes.

Active Workspace Fundamentals, Active Workspace 6.1 5-11

3. Type or modify the properties as necessary.

As you edit, the cells appear with a different background color to indicate that the changes have
not been saved. Once saved or cancelled, the background changes to its original color.

4. Save your changes by clicking Edit > Save Edits.

To cancel your edits, click Edit > Cancel Edits.

Add multiple language properties for an object

When you are viewing the properties for an object some fields, such as the Name and Description,
allow you to edit the localization information for those fields to add additional languages for the
property. In addition, you can also set the status of the additional languages to track if they are pending,
approved, or invalid.

1. When viewing the properties for an object, click Edit Localization next to the property you want
to add different languages to.

The Edit Localization panel opens. The MASTER VALUE section of the panel displays the property
you are editing and it's default language.

2. In the TRANSLATION LANGUAGES section, click Add to display a list of available languages.

3. From the list of languages, click the checkbox next to each language you want to add to the
property. For each language you select, a new row is added in the panel.

5-12 Active Workspace Fundamentals, Active Workspace 6.1

4. Enter the translation text for each language and set the Status as necessary. You can choose to set
the status to Approved, Pending, In-Review, or Invalid.

5. Click Save to save your changes and close the panel.

Delete a translated property value

You can delete a translated property value when it is no longer needed.

1. When viewing the properties for an object, click Edit Localization next to the property with the
language you want to delete.

2. In the TRANSLATION LANGUAGES section, click Remove Language next to the language you
want to remove.

Alternatively, you can also uncheck a language from the list of available languages to remove its
translation.

3. Click Save to save your changes and close the panel.

Modify a table property

Properties identify specific characteristics about an object, such as the color and trim package of a
selected make and model of car. Certain object properties are best represented using an editable table
format. For example, a table format is useful when collecting repetitive data such as employee contact
information. Table properties can be found anywhere that a property can be located, but most often
table properties are located on the Overview or Table Property tab.

Note:
A table property is defined and configured in the Business Modeler IDE by an administrator. Some
table properties may be configured to be noneditable, in which case, the following steps do not
apply.

You can complete the following actions on a table property:

Active Workspace Fundamentals, Active Workspace 6.1 5-13

Add a row

1. Open the object and go to the tab for the table property. This is typically the Table Property or
Table Property LOV tab.

2. Click Edit > Start Edit.

3. Click Add to add a row to the property table.

4. Add the appropriate data in the cells of the new row.

5. Click Edit > Save Edits.

Remove a row

1. Open the object and go to the tab for the table property. This is typically the Table Property or
Table Property LOV tab.

2. Click to highlight the row to delete.

3. Click located at the upper right corner of the table.

Duplicate a row

1. Open the object and go to the tab for the table property. This is typically the Table Property or
Table Property LOV tab.

2. Click Edit > Start Edit.

3. Click a cell in the row to duplicate.

4. Click Duplicate located at the upper right corner of the table.

5. Make any changes to the data in the cells of the duplicated row.

6. Click Edit > Save Edits.

5-14 Active Workspace Fundamentals, Active Workspace 6.1

Modify data in a row

1. Open the object and go to the tab for the table property. This is typically the Table Property or
Table Property LOV tab.

2. Click Edit > Start Edit.

3. Click each cell to modify the data in that cell.

4. Click Edit > Save Edits.

Define properties in addition to the object's configured properties

You can add properties to objects that are in addition to the configured properties. For example, in an
automotive environment you can define variable properties for each vehicle, such as model, weight, and
manufacture date. Or in a shipping environment, you can define a package's weight, shipping address,
and size. These are properties that are defined ad hoc and associated with the object.

This functionality must be configured by an administrator.

1. Search for the object using the search box, or navigate to it in your folder structure.

2. (Optional) Filter the list to quickly find the desired object.

3. Click Open .

4. Click the appropriate tab.

The tab reflects the name defined by your administrator for your organization. Most often, the tab
name reflects the type of information you are defining.

5. Click Edit .

6. Click Add .

7. In the Create panel, define the Type, Name, and Value for the property you are adding. Refer to
the five supported property types in the following list.

Note:
The field values that display on the Create panel reflect the selected Type and Value, where
Name is the name of the property you are defining.
You cannot define the same name for multiple property types.

Active Workspace Fundamentals, Active Workspace 6.1 5-15

Type Value
String An alphanumeric character string.
Double A numeric value containing a decimal point.
Boolean A binary variable; either true or false.
Date A date and time selected from the calendar and time pickers.
Integer A numeric value

8. Click Add.

The name and value are added to the table.

9. Click Save .

Autofill properties in a table

Copy the content of a selected table cell to a range of cells above or below the selected cell.

1. Display the table and click Edit > Start Edit.

5-16 Active Workspace Fundamentals, Active Workspace 6.1

2. In the table, select a cell and, if the cell is empty, enter the content to be copied.

3. Move the mouse cursor over the cell to display the small fill-down box in the lower-right corner of
the cell, then place the cursor over the small box to display the large plus sign (+).

4. With the plus sign displayed, press the left mouse button and drag up or down to select the cells to
fill.

5. Release the mouse button.

Active Workspace Fundamentals, Active Workspace 6.1 5-17

6. Click Edit > Save Edits to save your changes.

The changes are saved, except for objects that you do not have Write privileges to modify
properties.

Drag-and-drop between browser windows

You can use drag-and-drop between similar web browser windows to copy parts, documents, or other
objects from a location in Active Workspace in one window onto another accepting object or location in
another Active Workspace window.

Similar web browser windows are browser windows of the same type.

For example:

• You can drag-and-drop objects between two similar browser windows when a single browser, such as
Chrome, is running Active Workspace in multiple windows.

• You cannot drag-and-drop objects between dissimilar browser windows, such as between a Chrome
window and a Firefox window.

Note:
To drag an object, you must click, hold, and move the object in a single fluid motion. If you do not
move quickly enough, the system assumes you want to select multiple objects.
An accepting object is one that supports a relationship with the object being dragged and
dropped. When you cannot drop onto a location or object, the cursor has an associated cancel
symbol.

You can use drag-and-drop between dissimilar browser windows, such as between a Firefox window and
a Chrome window, to open a selected part, document, or other object.

5-18 Active Workspace Fundamentals, Active Workspace 6.1

For example, you can select an Active Workspace object, such as a part or document in a list, and drag-
and-drop that object to the URL address box in another browser. This opens the dropped object in Active
Workspace in the second browser window.

Drag-and-drop in lists and tables

You can drag-and-drop one or more parts, documents, and other objects:

• Into an accepting list or table to create a new entry in the list or a new row appended to the end of
the table.

When you drag, you see a blue outline around the table or list to indicate where you are allowed to
drop.

• Onto an accepting object (table row or list item.) In this case, the accepting object highlights
indicating where you are allowed to drop.

Active Workspace Fundamentals, Active Workspace 6.1 5-19

You can drop one or more objects onto a table to create a new table row.

1. Click, hold, and move the object to the table header row.

A bounding box appears to indicate you can create a new row with the object.

2. Release the object to create the new table row.

You can drag parts, documents, or other objects onto an accepting table row and have that row create
appropriate relationships to those objects.

For example, you can drop a document onto a part in a table, and the document becomes a child of the
part.

5-20 Active Workspace Fundamentals, Active Workspace 6.1

Create alias IDs and alternate IDs

Alias IDs and alternate IDs allow you to better manage your part data, such as supplier part numbers,
customer naming standards, and legacy part names. Alias IDs and alternate IDs are associated with the
Teamcenter object. You can then search and filter for these IDs to quickly find the objects, or set your ID
Display Rule to display them as you work with a part.

Note:
When creating an alias ID or alternate ID, you must choose an ID context. This is configured by
your administrator.

Create an Alias ID

An alias defines the ID of an object you do not have direct control over, such as supplier part numbers. It
can also be used when the same ID can be applied to more than one object, such as a service part
number. You create an alias when the part is similar to the current part and it can be used as a substitute
in the product structure.

1. Search for and open the item revision you want to create the alias ID for.

2. On the primary toolbar, click New > Create Alias ID.

The Create Alias ID panel opens.

Active Workspace Fundamentals, Active Workspace 6.1 5-21

3. Choose the Context and Type for the alias ID and enter the ID properties.

4. Click Create.

The related object now shows the newly created alias ID in the ALIAS IDS section of the Overview.

Create an Alternate ID

An alternate ID defines additional IDs for an object. However, the alternate ID relates to only one unique
identifiable object. Alternate IDs are often used to create different part numbers as an object evolves or
to create a part number for a part used across multiple organizations. You create an alternate ID when
the part is identical to the current part and you want to create your own naming scheme instead of
using the existing one.

1. Search for and open the item revision you want to create the alternate ID for.

2. On the primary toolbar, click New > Create Alternate ID.

3. Choose the Context and Type for the alternate ID and enter the ID properties.

4. Click Create.

5-22 Active Workspace Fundamentals, Active Workspace 6.1

The related object now shows the newly created alternate ID in the ALTERNATE IDS section of the
Overview.

Create a new revision

1. Select the revision for which you want to create a new revision.

2. Click New > Save As or Revise.

3. Click the Revision tab if it is not selected.

4. Enter the properties for the new revision.

5. Click Save.

The revision is created and displayed in edit mode.

Note:
When you create a new revision of an existing object, you cannot enter a different ID. To create a
new object with a different ID, use the New tab on the Save As panel.
You can only use Save As or Revise in the Summary view.

Create a new object from an existing object

1. Select the revision from which you want to create a new object.

2. Click New > Save As or Revise.

3. Click the New tab.

4. Enter the properties for the new revision.

5. Click Save.

The new object revision is created and displayed in edit mode.

6. (Optional) Specify additional properties for the revision, and then click Save Edits .

The edits are saved and the revision is displayed in read-only mode.

Note:
You can only use Save As or Revise in the Summary view.

Active Workspace Fundamentals, Active Workspace 6.1 5-23

Working with attachments

Add attachments

1. Display and open something to which you want to attach another file or document. For example:

• Perform a search and select something in the search results list.

• Select an inbox task.

• Open a folder where you want to add an object.

2. Locate the Add to icon in the work area of the Overview tab.

For example, in the default Active Workspace configuration there is an Attachments tab for item
revisions. This tab has Files and Documents sections to which attachments can be added.

3. Click Add to to display the Add task pane.

4. In the Add pane, choose the objects you want to add by doing one of the following.

• Click Search.

The search only returns results that you can relate to the displayed item. You can also filter
search results in the task panel.

• Click Palette to select from the Favorites, Recent, or Clipboard sections.

The Clipboard section displays objects previously copied to the paste buffer using Copy .
These are preselected at this point. Otherwise, select the desired objects.

• Click New to create a new object:

a. Select the type of object you want to create either from the list of recently used object
types or from the full list of available object types. You can also refine the results using
Filters.

If you are creating a new file attachment, you can upload an existing file as an attachment
to the new object. Click the Choose File button and select the desired file. Active
Workspace automatically sets the object type to the file type that matches the file
extension. If there is more than one choice, the client selects the default but you can
change it.

b. Enter the properties for the new object.

5-24 Active Workspace Fundamentals, Active Workspace 6.1

The properties vary depending on the type of object being created. These properties are
configured by style sheets, which are maintained by the system administrator.

Note:
Required properties are designated with a red asterisk next to the text box.

5. (Optional) When multiple relation types are available for the object being added, select the desired
relation from the list displayed at the bottom of the Add pane.

The available options vary based on the object set selected.

6. Click Add.

Replace an attached file or document

You can replace an attached file when it is out of date and no longer relevant to the item is it attached
to. You can replace the attachment with an updated version of the file or with a different file altogether.

1. Search for and open the object with the attachment you want to replace.

2. Click the Attachments tab.

3. Select the attachment that you want to replace.

4. From the primary toolbar, click Edit > Replace File.

The Replace panel is displayed.

5. Click Choose File to select the file to replace.

6. Click Replace.

Replace an attached document

In addition to replacing attached files for an object, you can also replace attached documents.

1. Search for and open the object with the document you want to replace.

2. In the DOCUMENTS section, select and open the document you want to replace.

The Overview tab for the document is displayed.

3. In the FILES section, select the file you want to replace.

Active Workspace Fundamentals, Active Workspace 6.1 5-25

4. From the primary toolbar, click Edit > Replace File.

The Replace panel is displayed.

5. Click Choose File to select the file to replace.

6. Click Replace.

Replace files using Data Share Manager

If you have Teamcenter Data Share Manager installed perform the following steps to replace files.

1. To display the attachments for an object, open the object.

2. Click the Attachments tab.

3. Select the dataset to replace.

4. Click Edit > Replace File to display the Replace panel. If you are replacing a single file, the Data
Share Manager application window is displayed.

If you are replacing a file in a dataset that has multiple files, select the file in the Replace panel and
click Replace. The Data Share Manager application window is displayed.

5. In the Data Share Manager application window, locate or enter the replacement file. Then, click
Upload. The selected file is uploaded and replaces the previously attached file. The Data Share
Manager displays the upload status.

Note:
See Upload or download large data files for more information on using Teamcenter Data Share
Manager in Active Workspace.

Find more information about the Data Share Manager in System Administration→File Management
System in the Teamcenter help collection.

Open or download attached files

1. Display an object that has attachments.

2. Select the attachment.

3. Do any of the following:

• Select the attachment and click Download File .

5-26 Active Workspace Fundamentals, Active Workspace 6.1

Based on your browser settings, the file may open immediately or you may be prompted to
download or save the file.

Note:
To open attachments in the Safari browser, be sure to turn off the pop-up blocker. This is
especially true on iPads running Safari.

• Right-click the attachment and then select Copy File Download Link to copy the download link
to the Teamcenter and OS clipboard. You can then share the link with others, or paste it into
your browser's address bar to download the file.

Note:
If your administrator has enabled reference lists, such as in a table for an item revision and
its subtypes, on the Information panel of an attachment, or in the Properties of an object
and its subtypes, all referenced files are hyperlinks. You can click the link to quickly
download the referenced file.

Download multiple files at once

1. Display an object's attachments.

2. Do any of the following to select multiple files:

• Ctrl-click each file you want to select.

• Click Selection Mode and then click the check box next to each file you want to select.

• Click Select All to select all files.

3. Click Share > Download.

Active Workspace displays a message showing you how many of the selected files were
downloaded.

Note:
The saved location of the downloaded files and the ability to download more than one file at a
time varies depending on your browser and its settings.

View and download previous file versions

You can view and download previous file versions of files displayed in the Attachments tab for an
object, or when viewing the properties of the attachment. This allows you to download old file versions,
or restore an older version so it becomes the latest version of the file.

Active Workspace Fundamentals, Active Workspace 6.1 5-27

1. Search for an object and then navigate to the Attachments tab.

2. In the FILES section, select the attached file with the previous version you want to view.

3. From the primary toolbar, click View > Show Dataset Versions.

You can also use the above command when viewing the properties for an attached file.

The Dataset Versions panel opens.

4. In the VERSIONS section, select the file version to view its properties and a preview of the file.

5. Do any of the following as necessary:

• Click Download Version to download the selected version to your computer.

• Click Restore Version to make the selected version the latest version of the file. A new version is
automatically created and displayed in the VERSIONS section.

5-28 Active Workspace Fundamentals, Active Workspace 6.1

6. Close the Dataset Versions panel when you are finished.

Open related drawings

1. Display an object that has drawings attached to an item revision.

2. Select the item revision and click Open .

3. Click on the Attachments tab.

All of the drawings related to the item revision are displayed under FILES.

View and mark up your attachments using the universal viewer

Use the universal viewer to view object attachments. The universal viewer is displayed in an object's
Overview tab if there are attachments for the object, or in a workflow task's Overview tab if there is an
associated attachment. The universal viewer can appear in other areas within Active Workspace,
depending on how your administrator has configured Active Workspace for your site.

The universal viewer supports the following file types.

• PDF - Markup is available.

• Text
• HTML
• Microsoft Office files - Editing is available depending on how Office Online configuration is set up.
• Image (JPEG, PNG, GIF, BMP, SnapShotViewData, and UGMASTER)
• Direct Model

Note:
The file types and the functionality supported will depend on how your administrator configures
the universal viewer for your site.

Active Workspace Fundamentals, Active Workspace 6.1 5-29

Example of an image with the universal viewer

1 The document header identifies the document's name, file type, and last date and
time the document was modified. Click the document name to open the file.

2 The work area toolbar contains the commands specific to the type of file or document
displayed.

3 If a selected object has multiple attachments, click or to scroll backward and

forward through all the attachments.

4 Review the document or file image that is displayed the viewer.

5-30 Active Workspace Fundamentals, Active Workspace 6.1

Example of a PDF document with the universal viewer

Your options using the universal viewer vary, based on the type of file you are viewing. Typical
commands on this toolbar include the following.

Markup You can mark up a PDF or image file from within the universal viewer.

Create Highlight Markup Mark up a text by highlighting it.

Create Freehand Markup Mark up a document by drawing freehand.

Checkout Check out an Office document so it can be edited.

Cancel Checkout Cancel the check out on an Office document and throw away any
changes.

Checkin Check in the Office document to save any changes. There is no separate
save command necessary.

Full Screen View the Office document in full-screen mode. This allows the universal
viewer to take over the full browser window for the display.

Active Workspace Fundamentals, Active Workspace 6.1 5-31

Upload or download large data files

The Teamcenter Data Share Manager (DSM) application provides a way for you to upload and download
large data files without interrupting your work in Active Workspace.

The following apply:

• You can close Active Workspace and the browser while the DSM is loading file data without
interrupting the loading process.

• The DSM application automatically resumes loading data after interruptions, such as network or
power outages.

Note:
You (or your administrator) must install the DSM application on your machine, and you must have
a valid license key. Find DSM installation and detailed user instructions in System
Administration→File Management System in the Teamcenter help.

Before using the Data Share Manager

1. Ensure that the Data Share Manager and a license key are installed on your local machine. Contact
your administrator for assistance.

2. Ensure that your Data Share Manager user session values are selected in Active Workspace.

a. Click your name in the upper left corner of the Active Workspace home page.

b. Select Profile.

c. Under Data Share Manager, make sure that the Data Share Manager is installed on this
device and Use Data Share Manager on this device check boxes are selected.

Note:
These values remain selected until you clear your browser cache or change browser
applications. If you clear your cache or switch to a different browser, you must select these
values again before using the DSM.

5-32 Active Workspace Fundamentals, Active Workspace 6.1

Upload a large data file

1. Navigate to the object to which you want to upload the data file.

2. Click the Attachments tab.

3. Define the data file type that you want to upload (for example, PDF, Word, or Excel).

a. Click Add to .

b. In the Add panel, select the file type of the data file that you want to upload.

c. In the Name box, define the name of the file you want to upload.

d. Click Add.

4. In the message that appears on the window, click Open.

5. Select the desired file to upload.

a. From the task bar on your computer, open the Data Share Manager application window.

b. In the Data Share Manager application window, enter the path or file location, or click … to
navigate to the file to upload, and then click Upload.

The collapsed Data Share Manager window appears at the bottom of your window, showing
the number of files that you have uploaded or downloaded.

6. Click Open in the Data Share Manager window.

7. Use the Data Share Manager application to manage your uploaded files. Find information about the
Data Share Manager in System Administration→File Management System in the Teamcenter help.

Active Workspace Fundamentals, Active Workspace 6.1 5-33

Download a large data file

1. Navigate to the object with the attached data file that you want to download.

2. Click the Attachments tab.

3. Click Download File on the file that you want to download.

4. Click Open on the message that appears on the window.

The collapsed Data Share Manager window appears at the bottom of your window, showing the
number of files that you have uploaded or downloaded.

5. Click Open on the Data Share Manager window.

6. Use the Data Share Manager application to manage your downloaded files. Find more information
on the Data Share Manager in System Administration→File Management System in the
Teamcenter help.

Exploring relations between objects

Tips for using Relations

You can use Relations to view objects and the relations between objects in a graphical format. You can:

• See or hide incoming and outgoing relations.

• Choose what objects or relations appear in the work area. You can do this by using the Legend panel
or by applying filters based on object properties.

• Use an overview map to navigate large structures.

• Change the layout of the network display.

Tips for using Relations:

• Double-click the background to resize the network to fit all content in the display.

• Use the left mouse button to drag the network around the display area. To move an individual object,
click the object first and then drag it using the left mouse button.

5-34 Active Workspace Fundamentals, Active Workspace 6.1

• Use the roller on your mouse to zoom in and out of the network. The more you zoom in, more
detailed information is displayed.

• Point the mouse over an object in the network to display additional details, such as the object name.

• Point the mouse over an edge (that is, a line connecting two objects) to display the type of
relationship between the objects.

• Select an object, edge, or port and then click Info to get more information about it.

You cannot see the button if the edge has no properties.

• To print a network, click Open and choose Open in Print View.

View related data

1. Search for an object using the Active Workspace search box.

2. From the list of search results, click the object for which you want to view the related data.

This is the root object.

3. Click the Relations tab.

By default, the object and its immediate relations appear.

You can do the following actions:

Active Workspace Fundamentals, Active Workspace 6.1 5-35

Action Ways to perform the action

Expand and collapse objects Click arrows inside the objects to expand or
collapse incoming relations

Click arrows inside the objects to expand or

collapse outgoing relations

Use the one-step command bar

Show and hide objects Using Legend

Clicking the icon of the object

Make hidden objects visible Using the Relations panel

Filter objects Using the Filter panel

Highlight objects Using Legend

In the diagram, highlight objects that have

relations going in the same direction.

Navigate the diagram Using the overview map

Change the layout of the diagram Using the layout command

4. Click the arrows inside the objects to show or hide relations:

Shows all the incoming relations.

Shows all the outgoing relations.

Hides the incoming relations for the object.

Hides the outgoing relations for the object.

Hides all the incoming relations or shows all the incoming relations, as applicable.

Hides all the outgoing relations or shows all the outgoing relations, as applicable.

5. You can also show incoming and outgoing relations from the one-step command toolbar as
follows:

Select an object and click one the following buttons in the one-step command toolbar.

5-36 Active Workspace Fundamentals, Active Workspace 6.1

Shows incoming relations. In the list that appears, select the number of levels to be
displayed.

Shows outgoing relations. In the list that appears, select the number of levels to be
displayed.

6. Click the icon of an object to hide the object.

The object fades away until it is hidden. You can cancel the hide action by clicking its icon again
before it is hidden.

7. To show the object that you hid by clicking on its icon or to hide objects in the graph, select an
object and click Relations .

In the Relations panel:

• Objects whose icons are grayed out are hidden in the graph. Click the objects to make them
visible.

• Objects whose icons are not grayed out are visible in the graph. To hide objects, click them.

8. Using the Legend panel, you can highlight and hide objects and relations.

Click Legend to display the Legend panel and then click Views.

The colors of the object types and relations listed in the Legend panel correspond to those of the
object border and edges, respectively, in the work area.

Active Workspace Fundamentals, Active Workspace 6.1 5-37

1. Click the colored square next to the object or relation

name to hide or show objects or relations in the work
area.

Note:
The root object cannot be hidden. Orphan objects,
that is, objects whose predecessors are hidden, are
also hidden.

2. Click the object or relation name to select the object or

relation in the work area.
Use the Ctrl + click menu command to select multiple
objects or relations.
If you select or undo the selection of an object in the work
area, the corresponding object type is selected in or
cleared from the Legend pane.
When you expand a selected object in the work area, all
other selections for objects are cleared.

3. The number within the parentheses denotes the number

of expanded objects or relations that are visible.

The icon at the bottom right corner indicates that objects and relations are hidden in the graph.

9. You can choose the objects that you wish to see in the work area by filtering them based on their
properties such as object type or owner.

5-38 Active Workspace Fundamentals, Active Workspace 6.1

a. Click Legend to display the Legend pane and then click

Filter.

b. Click the property of the object that you want to use as a

filter, for example, under the Type property, click Item
Revision.

c. To remove a filter, click the selected property.

Note:
The root object cannot be filtered out. Orphan objects, that
is, objects whose predecessors are hidden, are also filtered
out.

The icon at the bottom right of the page indicates that a filter is
applied.

10. You can investigate the relations between objects at two ends in the diagram as follows:

a. Select an object in the graph.

b. Press the Shift key and select another object in the graph.

Objects with similar relations going in the same direction are highlighted.

11. Use the overview map to navigate easily in cases where there is a large network of objects and
relations.

Click the lower right corner of the work area to view the overview map of the network .

Move the rectangle in the overview map to browse the network.

12. Click in the one-step command toolbar to change the layout of the network display.

You can display the content using various layout types, such as top to bottom and left to right.

Active Workspace Fundamentals, Active Workspace 6.1 5-39

Managing object relationships and traceability with trace links

Trace links overview

Traceability provides a connection between objects in Active Workspace. For Model-Based Systems
Engineering, this means connecting our structure elements together.

Trace links establish the traceability among structure elements and in which one object takes
precedence over another. A trace link establishes a directional relationship between two objects.

For example, creating links between requirements, between system model blocks, and between each
other. When the requirements and system modeling are complete, users have complete traceability from
requirements, to functions, to logical and physical objects allowing users to see the decision,
requirements and alternatives that lead to a particular design alternative.

The trace link Start (defining object such as a requirement), is the trace link source. The End (the
complying object such as a system model block), is the target. In this relationship, the Start defines a
condition with which the other End must comply, that is, must partially or completely fulfill.

Create a trace link

You can create trace links between objects such as requirements and system model blocks.

Note:
You can create a one-to-many or a many-to-one trace link relationship, but you cannot create a
many-to-many trace link.

1. Ensure that you have the objects that you want to link in the results pane.

2. Click New > Create Trace Link .

Tip:
If you want to create multiple trace links, click Pin in the Create Trace Link panel. Pinning
keeps the Trace Link panel open after you create a trace link. You can then create another
trace link by changing the Start or End objects.

3. Drag the selected objects to either the Start or End panels.

Tip:
To remove objects from the trace link, select the requirements in either the Start or End
panel, and then click Remove .

5-40 Active Workspace Fundamentals, Active Workspace 6.1

4. Select the Type, and then click Create.

Create a trace link using Copy and Paste

1. Ensure that you have the objects that you want to link in the results pane.

2. Select one or more objects, and then click to copy the selected objects to the clipboard.

You can copy objects from one browser window and paste into another window.

3. Click New > Create Trace Link .

4. Click Paste in either the Start or the End panel.

5. Select the Type, and then click Create.

Sharing data

Sharing Teamcenter data with other sites

Product design and development often includes groups of people scattered across multiple locations.
Even with different responsibilities, these groups of people might rely on the same product data to
perform their roles.

• Several groups within your company might rely on having access to a project's latest updates as they
work on different aspects of the project. These groups may be on site or in other parts of the world.

• Outside organizations, such as suppliers supporting OEMs, may have similar data requirements. The
suppliers may need a mix of read and write access to the data as they may be responsible for the
development of certain parts of the project.

• Some groups may be downstream customers with applications that leverage your data as part of their
business processes.

• You may be combining or archiving existing sites as the company structure changes or projects are
retired.

Active Workspace provides several ways to share data to meet these needs:

Active Workspace Fundamentals, Active Workspace 6.1 5-41

Typical uses of each data sharing solution

Data Sharing
Solution Typical Use
Multi-Site A company has engineering sites in Tokyo and Detroit. They also have manufacturing
Collaboration sites in Detroit. All of the sites are connected on a network.
The engineering sites regularly share data as they design and develop products. At
the end of each workday at the engineering sites (which are 11 hours apart), they use
Multi-Site to make sure each site has the most recent product data updates. When the
product development completes, the engineering sites use Multi-Site to push the final
engineering data to the manufacturing sites.
Briefcase and TC An OEM produces a complex product with a component that has its design
XML outsourced to a supplier. The supplier does not have access to the network the OEM
uses.
The OEM packages the component data the supplier is responsible for and shares the
Briefcase file using secure FTP. The supplier imports the data and updates it with
changes and new parts. The supplier then repackages the parts data in a Briefcase file
and sends it to the OEM for review and integration with the overall product.
PLM XML An OEM works with a supplier that uses a PLM solution other than Teamcenter. To
exchange product data, the companies need a common data format.
The OEM converts the relevant product data to PLM XML which has a published SDK
and uses a product-neutral data model. The supplier converts the PLM XML into the

5-42 Active Workspace Fundamentals, Active Workspace 6.1

Data Sharing
Solution Typical Use
data model their PLM tools use, imports the data, and modifies it as necessary. The
supplier converts the modified data back to PLM XML and returns it to the OEM.
Bulk data A company has several organizations relying on Teamcenter for their daily work
migration tools activities. System availability is critical. The company plans to upgrade Teamcenter
and Active Workspace to the most recent version, but they want to ensure the
updates cause minimal down time.
The company creates a Teamcenter test environment using the upgraded versions of
Teamcenter and Active Workspace. They use the bulk extract tools to get a copy of
the product data from their production environment. They then use the bulk copy
tools to populate their test environment with the production data copy. There, they
perform a battery of tests to ensure the new versions of Teamcenter and Active
Workspace work as expected with their product data.

Where do I go from here?

Administrator
Configure your organization for sharing objects See the section on how to configure Briefcase
packaged in Briefcase files file sharing.
Monitor any issues your organization may be See Multi-Site Dashboard to view the issues in
having when sharing Teamcenter data using your Multi-Site federation using charts, graphs,
Multi-Site and detailed object reports.
Monitor your organization's history of See Monitor data exchange transactions to view
Teamcenter data sharing using Multi-Site and and analyze your organization's history of Multi-
Briefcase file Site and Briefcase transactions using charts,
graphs, and detailed object reports.
Configure your organization for sharing See the section on how to configure PLM XML.
Teamcenter data using PLM XML
Populate a Teamcenter environment with data Refer to the section on bulk loading product
data.
Business User
Import or export Teamcenter data packaged as Get information on using Briefcase files.
Briefcase files
Import or export Teamcenter data using the See the section on how to share data using
open PLM XML interchange format PLM XML.
Share Teamcenter data with others in your Refer to the section describing Multi-Site
organization using Multi-Site Collaboration Collaboration.

Active Workspace Fundamentals, Active Workspace 6.1 5-43

Sharing data using Briefcase files

Using Briefcase files

You can collaborate with other sites by sharing objects using Briefcase files. Select the objects to share
with the other sites, export the objects to a Briefcase file, and provide that file to the other site. If you
use Briefcase checkout to allow objects to be updated at another site, the objects can be updated at
that site, returned to your site, and checked back in.

For example:

• Share data with Teamcenter supplier sites that are online (connected) or offline (unconnected). Other
sites can optionally update the objects and return them to you.

• Share data with Teamcenter sites in your own organization that are not connected (offline).

• Exchange data with organizations that are not using Teamcenter (unmanaged sites).

• Exchange data with Teamcenter sites using different data models than yours.

You can export objects of the types specified with the Briefcase_export_supported_types preference.
You cannot export objects using Briefcase files in the design context when using Supplier Collaboration.

You can also view and analyze your organization's history of Briefcase transactions using charts, graphs,
and detailed object reports. See Monitor data exchange transactions.

Export objects using Briefcase files

You can share objects with other sites by exporting them to Briefcase files and providing the files to the
other sites. If you use Briefcase checkout to allow objects to be updated at another site, the objects can
be updated at that site, returned to your site, and checked back in.

You can export objects of only those types specified with the Briefcase_export_supported_types
preference.

Export data to a Briefcase file

1. If the target site is intended to modify the exported data, grant modification rights to the target
site using either Briefcase checkout to grant temporary modification rights (excluding revise
rights) or by transferring ownership of the objects.

2. Select one or more items or assemblies to be exported to the target site. These selections become
separate root items in the exported Briefcase.

3. Select Share > Export to Briefcase to display the Export to Briefcase panel.

5-44 Active Workspace Fundamentals, Active Workspace 6.1

4. Specify the export properties on the Export to Briefcase panel.

Property Description
Target Select Teamcenter if you are sharing data with a site managing its data with
Teamcenter.
Select Briefcase Browser if you are sharing data with an unmanaged site.
Unmanaged sites can open the Briefcase file with Briefcase Browser.
Target Site Enter the name of the site to which you are exporting data.
Transfer Select the transfer option set to use when exporting the objects.
Option Set
Low-level configured and unconfigured transfer option sets are available when
exporting to a Teamcenter target site. High-level configured transfer option sets are
available for exporting to a Briefcase Browser target site. The available configured
transfer option sets are controlled by the types specified with the
Briefcase_configured_export_supported_types preference.
Depending on the selected transfer option set, you can specify additional options
such as Revision Rule and Variant Rule on the panel and override other options.
Update those values as necessary for your export.
Briefcase Accept the default file name or update it as necessary.
Name
Delta Set Delta Export to Yes to export modified objects tracked by configured
Export incremental change as a partial structure export.
Force Re- Set Force Re-Export to Yes to repeat the same root object's most recent configured
Export export using the specified values of Transfer Option Set, Revision Rule, and Variant
Rule.
Validate Set Validate to Yes to specify that the exported data be validated and a summary
report generated during export.
If you set Validate to Yes, optionally click Validate Only to simulate an export of the
data with the current settings. You receive an alert when the report of the simulated
export is generated. No Briefcase file is generated. Review the report as described in
Review the export report later in this topic.

5. Click Export to create the Briefcase file. You receive an alert when the export is complete.

If Validate is set to Yes and errors that impact data integrity occur during the export, a Briefcase
file is not created. Review the validation report as described in Review the export report for details.

Review the export report

You receive a report alert when your export or validation run completes. Click on the alert to view the
report of the export or validation. All recent alerts are available from the Subscription tile.

Active Workspace Fundamentals, Active Workspace 6.1 5-45

The Properties section of the report includes details such as a list of the objects exported, the target
site, transfer option set used, and so on. Under Related Objects, click on the export log entry or
validation report entry to view additional details.

Transfer the exported Briefcase file

The Target Object section of the export report contains a link to the exported Briefcase file. You can
preview the Briefcase file and compare it to other Briefcase files from the report.

Download the file and transfer it to the target site by email or other means.

Import objects from Briefcase files

You can import objects packaged in Briefcase files that have been exported from their owning sites to
your Teamcenter (managed) site and provided to you. (Unmanaged sites without Teamcenter or Active
Workspace can use Briefcase Browser to open and work with Briefcase files.)

Use Briefcase files in the following scenarios:

• You may be a supplier receiving objects from an OEM that you update locally and provide back to the
OEM. In this scenario, the objects you are to change have been checked out to your site for
modification. Update them and then create a Briefcase file containing the updated files and send it to
the OEM.

• Ownership of certain objects is now being handled by your site. The objects have been marked for
ownership transfer and are included in a Briefcase file you import to your site.

• Objects you have previously exported to another site have been updated by that site, and they are
being returned to you in a Briefcase file.

Before importing objects from Briefcase files, you can preview the file contents and compare the file
contents to those in other Briefcase files (such as previously exported Briefcase files).

You cannot import objects using Briefcase files in the design context when using Supplier Collaboration.

Import objects from Briefcase files

1. In Active Workspace, select the Awb0Element root business object or the folder into which you
wish to import the objects from the Briefcase file.

If you are importing objects modified that were previously exported to another site, select the
object or folder from which the objects were originally exported.

2. Click New > Import from Briefcase to display the Import from Briefcase panel.

3. Use Choose File to locate the Briefcase file on your local system.

5-46 Active Workspace Fundamentals, Active Workspace 6.1

4. Select the transfer option set to use when importing the file. Override any options as necessary.

5. Set Validate to Yes to specify that the imported data be validated prior to importing objects.

If Validate is set to Yes and errors occur during the validation, a report is generated, but no objects
are imported

A Validate Only button becomes available on the panel. Optionally click Validate Only to simulate
an import of the data with the current settings. You receive an alert when the report of the
simulated import is generated. No Briefcase file contents are imported. Review the report as
described in Review the import report later in this topic.

6. Click Import to import the objects from the Briefcase file.

If Validate is set to Yes and errors that impact data integrity occur during the import run, the
objects from the Briefcase file are not imported.

You receive an alert when the import run is complete. Review the report as described in Review the
import report.

7. Review the selected folder for the imported objects.

If you are a site that has been granted permission to edit objects owned by the owning site, those
objects are checked out in the folder.

If your site owns the objects that were updated at another site, check in the objects.

Review the import report

You receive a report alert when your import or validation run completes. Click on the alert to view the
report of the import or validation. (All recent alerts are available from the Subscription tile.)

Under Target Object, download the import log which includes details such as a list of the objects
imported, the transfer option set used, and so on.

Under Related Objects in the Properties section of the report, click on the validation report entry to
review the optional validation report.

Check out objects for modification at another site

You can use Briefcase files to check out an object for updating at another site (such as a supplier site).
This process is referred to as a Briefcase checkout. Briefcase checkout grants temporary modification
rights (excluding revise rights) to the target site. These objects are included in an exported Briefcase file
provided to the other site.

Briefcase checkouts help OEMs and suppliers collaborate for the following purposes:

Active Workspace Fundamentals, Active Workspace 6.1 5-47

• Adding or modifying datasets at a supplier site.

• Adding or modifying components (ps occurrences) at a supplier site.

• Modifying metadata (attribute values) of workspace objects at a supplier site. Modification of non-
workspace objects, items, and item revisions is not supported.

Keep these objects checked out as long as you want the remote site to have modification rights. If the
Briefcase checkouts are canceled at the owning site, any changes made at the remote site cannot be
checked in.

• You can perform Briefcase checkouts only on objects of the types an administrator has specified using
the Briefcase_checkout_supported_types preference.

• You must have permission to check out and modify an object to perform a Briefcase checkout.

• You cannot check out an object for a site if it is already checked out locally or to another site.

• You cannot check out objects in Briefcase files in the design context when using Supplier
Collaboration.

Check out objects using Briefcase Check Out

1. Select one or more objects you want to check out.

2. Select Edit > Briefcase Check Out to open the Briefcase Check Out panel.

3. Chose a target site.

Check Teamcenter if the target site is a managed site using Teamcenter. Check Briefcase
Browser to check out the objects to an unmanaged site.

4. Set Target Site to the name of the target site.

The selected objects can only be updated at the site specified, even when included in a Briefcase
file that is supplied to other sites.

5. Click Check Out to check out the objects to the target site.

Objects checked out to a target site are identified with a icon. Hover over it to see the check out
status.

Check in objects using Briefcase Check In

After you import a Briefcase file containing objects that were checked out using Briefcase checkout,
you can check in the objects to your site.

5-48 Active Workspace Fundamentals, Active Workspace 6.1

• You can check in objects in Briefcase files that have been checked out for your site.

• You can check in objects in Briefcase files when you are the user who checked out the objects in the
original Briefcase file. An administrator also can check in these objects when another user checked
out the objects.

• You cannot check in objects in Briefcase files when in the design context when using Supplier
Collaboration.

Select the objects that you want to check in to your site and select Edit > Briefcase Check In. The
objects are checked in.

Cancel a Briefcase checkout

If you used Briefcase checkout to check out an object to a site and need to cancel the checkout, select
the object and select Edit > Cancel Briefcase Check Out.

You can cancel your own Briefcase checkouts, but only an administrator can cancel a Briefcase checkout
when another user performed the checkout. When a Briefcase checkout is canceled, any changes made
at the other site cannot be checked in.

Transfer ownership of objects to other sites

Before using Briefcase to export objects, you can specify (mark) which objects are to be exported with
their ownership transferred to the target site. Marking objects for ownership transfer before the export
improves data exports by letting you:

• Precisely identify which objects will have their ownership transferred

• Verify that the ownership of the objects can be transferred

• Lock those items against ownership transfer from a different session or by a different user in this
same session

When you mark an object for ownership transfer, ownership of its entire island of objects is transferred
upon export. That is, the principal object and the additional objects on which it depends for its correct
functional definition and usage within Active Workspace, including item revisions, are owned by the
target site upon export. If you mark an item revision for ownership transfer, the full item is marked for
ownership transfer. By transferring ownership of the entire island of objects, the target site can edit the
parent object without access issues. Ownership is transferred only for direct child objects of the parent
object.

Ownership is transferred after the successful export of all revisions of the object, including revisions not
explicitly included in the export. Objects can be marked for ownership transfer when:

• The object is owned by your site and is not be replica object.

Active Workspace Fundamentals, Active Workspace 6.1 5-49

• The object is modifiable at the owning site.

• The object is not checked out.

• The object type is specified with the Briefcase_ownership_transfer_supported_type preference

value.

Ownership transfer is not available in the design context when using Supplier Collaboration.

Mark objects for ownership transfer

1. Select the objects to be marked for ownership transfer.

2. Select Manage > Transfer Ownership to display the Transfer Ownership panel.

3. Select one of the following items.

• Select Teamcenter if you are transferring ownership to a site managing its data with
Teamcenter.

• Select Briefcase Browser if you are transferring ownership to an unmanaged site.

4. Set Target Site to the name of the site to which you are transferring ownership.

5. Click Transfer.

The objects are marked for ownership transfer. Ownership is transferred when the Briefcase file is
exported.

View objects currently marked for ownership transfer

On the owning site, click View > Pending Ownership Transfers. A list of all objects marked for
ownership transfer is displayed. If you have an object selected and marked for ownership transfer, it is
highlighted in the list.

Optionally filter the list of items by entering a specific target site. Only those objects with ownership
marked for transfer to the specified site are displayed.

Cancel ownership transfer

On the owning site, click View > Pending Ownership Transfers. A list of all objects marked for
ownership transfer is displayed.

Select the items for which you want to cancel ownership transfer and select Cancel Ownership
Transfer . Ownership is retained at the current site and is not transferred when the Briefcase is
exported.

5-50 Active Workspace Fundamentals, Active Workspace 6.1

Preview and compare Briefcase files

Preview and compare Briefcase files to quickly inspect their contents before importing the data to your
Teamcenter site. You can preview and compare briefcase files with each other or with the data in your
Teamcenter database.

Preview a Briefcase file

Click a Briefcase file to inspect the Briefcase file's contents and information such as the file's name,
description, owning site, and checkout status.

Briefcase contents can be mapped to different objects and structures upon import. You can preview how
the Briefcase contents will appear after the mappings are applied by choosing the transfer option set
with the appropriate transformation rules defined. The objects in the Briefcase preview are displayed
according to the defined rules.

Compare Briefcase files

1. Choose View > Compare Briefcases to display the Compare Briefcases panel. Specify
Briefcase files to compare in any of the following ways:

• Use any of the Search methods to find the Briefcase files you want to compare and drag the
Briefcase files to the Compare Briefcases panel.

• Instead of dragging the Briefcase files, you can click Add under SOURCE to search for the first
Briefcase file to compare. Select the file and click Add. Perform the same steps to add a second
Briefcase file under TARGET.

• You can copy a Briefcase file in Active Workspace and then click Paste in the Compare
Briefcases panel to specify the Briefcase as the SOURCE or TARGET Briefcase.

• You can also select one or more Briefcase files before choosing View > Compare Briefcases.
The Briefcase files are automatically added to the Compare Briefcases panel.

2. Briefcase contents can be mapped to different objects and structures upon import. To compare
Briefcase contents as they appear after mapping, choose SOURCE and TARGET transfer option sets
that have the appropriate transformation rules defined. The objects in the Briefcases are
transformed according to those rules before comparing.

3. Click Compare.

A comparison of the two Briefcases is displayed. Expand and collapse the hierarchy of items to
compare them. Color-coded bars identify changed objects in the briefcases:

• Red identifies items not in the Briefcase or Teamcenter database.

Active Workspace Fundamentals, Active Workspace 6.1 5-51

• Green identifies new items.

• Yellow identifies items that are changed.

Compare a Briefcase file to your site's current Teamcenter data

1. Select the source Briefcase file to compare using any of the methods detailed in Compare Briefcase
files earlier in this section.

2. Select Current State in the TARGET area of the Compare Briefcases panel and click Compare.

Sharing data using PLM XML

PLM XML is an open standard for exchanging product life cycle information using several supported XML
schemas. Data represented in these schemas includes product structure, geometry, visualization,
features, application associativity, data ownership, and deltas (changes).

Export and import PLM XML when you need to share Teamcenter data with organizations not using
Teamcenter or for use with third-party applications. You can use PLM XML to share Teamcenter objects
such as items, datasets, BOMs, forms, and folders. You can also use PLM XML to share system data such
as business rules and organization data.

Using transfer mode objects created using PLM XML/TC XML Export Import Administration, you can
tightly control the scope, versions, and formats of the data being shared by applying closure (traversal)
rules, filter rules, action rules, and property set rules.

Export data as PLM XML

You can export assemblies, subassemblies, and items as PLM XML. The PLM XML, along with any
attached CAD (or other) data files, is exported to a .zip file for delivery to offline sites.

You can export objects of any type supported by the PLM XML schemas and specified with the
AWC_PLMXML_export_supported_types preference.

Export the data to a .zip file

1. Select the assembly, subassembly, or items to be exported and click Share > PLM XML Export to
display the PLM XML Export panel.

2. Accept the default exported PLM XML file name or update it as necessary.

3. Select the transfer mode containing the rules appropriate for your export.

4. Specify the configuration rules to use when exporting the objects.

5-52 Active Workspace Fundamentals, Active Workspace 6.1

• When you export from a product structure, the configuration rules specified for the entire
product structure are used to configure the exported data. To change the configuration of the
exported objects, adjust the revision and variant rules selected above the product structure as
appropriate.

• When you export from outside of a product structure (for example, from search results or a
folder), specify the rules used to configure the exported data in the PLM Export panel as
appropriate.

5. (Optional) Specify export languages to export as appropriate.

6. Click Export to create the exported PLM XML file. The export begins and you receive an alert when
the export is complete.

Review the export report

You receive a report alert when your export completes. Click the alert to view the export report. Access
all recent alerts from the Subscription tile.

The Properties section of the report includes details about the export such as the type of export, export
completion status, and transfer mode used. Under Related Objects, click on the export log entry to
view a detailed list of actions and results from the export.

Transfer the exported .zip file

The Target Object section of the export report contains a link to the .zip file containing the exported
PLM XML. Download the file and transfer it to the target site by email or other means.

Import PLM XML data

You can import objects and assemblies as PLM XML. The PLM XML, along with any attached CAD (or
other) data files, is imported from a .zip file. This .zip file can be one that was previously created by
exporting data to PLM XML using Active Workspace. If the .zip file was created using the Teamcenter
rich client or by another application, ensure that the .zip file meets the following criteria:

• The .plmxml file in the root of the .zip file must have the same base name as the .zip file.

• The folder containing dataset files in the .zip file must have the same name as the .zip file's base
name.

Import objects in a PLM XML .zip file

1. In Active Workspace, select the folder into which you wish to import the contents of the .zip file.

Active Workspace Fundamentals, Active Workspace 6.1 5-53

Be aware that even when the PLMXML_put_objects_in_newstuff_on_import preference is set to

TRUE, the data is still imported into this selected folder and not the Newstuff folder. (This result is
different than when importing PLM XML using the Teamcenter rich client.)

If the PLM XML was created by an application other than Teamcenter or Active Workspace, be
aware of how root objects are imported by Active Workspace:

• Imported root objects are determined by the traverseRootRefs value of the Header element in
the .zip file's .plmxml file.

• If the .plmxml file contains no traverseRootRefs value, all of the WorkspaceObjects in

the .plmxml file are treated as root objects.

• When importing a BOMLine, its underlying Item is treated as the root object.

2. Click New > Import PLM XML to display the Import PLM XML panel.

3. Use Choose File to locate the .zip file on your local system.

4. Select the transfer mode containing the rules appropriate to use when importing the file.

5. Click Import to import the objects in the .zip file. The import begins and you receive an alert when
the import is complete.

Review the import report and objects

You receive a report alert when your import is complete. Click on the alert to view the report. (Access all
recent alerts from the Subscription tile.)

Related Objects shows the folder in which the objects were imported, In Target Object, view a detailed
list of actions and results during the import.

In Active Workspace, open the folder in which the objects were imported and review the imported
structure.

Sharing data using Multi-Site Collaboration

What is Multi-Site Collaboration?

Multi-Site Collaboration, an optional feature installed by your administrator, lets you securely share and
manage product data across multiple sites in your enterprise.

With Multi-Site Collaboration, primary Teamcenter objects exist at one site (the owning site). You can
publish primary objects, making them available to other sites in your organization (remote sites) for
use. You can then share these objects for replication at specific remote sites, choosing options such
as transferring ownership with the objects, sharing only certain versions of objects, and sharing BOM

5-54 Active Workspace Fundamentals, Active Workspace 6.1

structures related to the objects. Remote sites then receive the objects, which are stored as object
replicas at those sites.

Sharing data using Multi-Site Collaboration delivers several benefits:

Provides access to data across the enterprise

Store, locate, view, and use information from any site within your Multi-Site federation; create
references among objects at multiple sites; and build product structures using assemblies and
subassemblies from multiple sites.
Ensures data integrity
When an object is initially created and saved, that instance is considered the primary object unless
there is a transfer of ownership. Updates between primary objects and replicas are synchronized.
Only the primary object can be replicated. You cannot replicate replicas.
Provides data security
To ensure that no unauthorized replicas are created, specific sites are authorized to take transfer of
ownership. Tracking information is stored with the primary object if it is transferred.
Supports auditing and tracking
To ensure that there is only one instance of a primary object, only one site can accept transferred
ownership. A primary object cannot be deleted until all replicas are deleted. This ensures referential
integrity across the Multi-Site federation.

Administrators can view and analyze your organization's history of Multi-Site transactions using charts,
graphs, and detailed object reports. See Monitor data exchange transactions.

Publish objects for access from remote sites

Sites in a distributed network must have some reliable way of controlling which data they want to share
with the rest of the network. With Multi-Site Collaboration, you control this by publishing and
unpublishing objects.

• Publishing an object makes that object available to other sites, allowing them to make local replicas of
the object. When you publish an object, a publication record is created in the ODS (Object Directory
Services) database that can then be read and searched by other Multi-Site Collaboration sites. Until
you publish an object, it can only be accessed at the local owning site. Other sites cannot access the
object.

Publish an object by selecting it, clicking Share > Publish, and checking one or more servers to use
for publishing. (If your site uses more than one server, consult with your system administrator for
recommendations on the best server to use.) Once published, you can transfer the object to remote
sites.

• Unpublishing an object reverts an object to be accessible only by the local owning site.

Unpublish an object by clicking Share > Unpublish and checking the servers from which the object
is to be unpublished. Once unpublished, if the object is still replicated on a remote site, it will be

Active Workspace Fundamentals, Active Workspace 6.1 5-55

shown with a . Hover over the to see the object's status. A best practice is to remove replicas of
unpublished objects from remote sites.

Share objects with other sites using Multi-Site Collaboration

If your organization is using Multi-Site Collaboration, you can share objects from your (local) site with
other (remote) sites in your Multi-Site network, creating replica objects at these other sites. When
sharing, you can specify how site ownership, object ownership, and other transfer options are handled.
Local objects must be published to be shared using Multi-Site Collaboration.

Use the following steps to share objects from your site with a remote site.

1. Locate and select an object from your site to share.

When you search for items, Active Workspace search results include ItemRevision object types by
default. Consider using Advanced Search to locate Item object types.

To share a specific revision of an object, select the revision on the History tab. You can also choose
an item from the Where Used tab and select a specific revision or all revisions of the object.

2. Click Share > Share with Sites. The Share with Sites pane is displayed listing target sites and
several transfer options.

3. From the Destinations list, check one or more remote sites to be used as target destinations when
transferring the selected object. The Destination list filters as you type; type the first few
characters of the site's name to display the site you want.

4. For Option Set, select the transfer option set to use when sharing objects. The transfer option set
defines the configuration rules when transferring data between sites. The available option sets
vary depending on your site's configuration.

5. Use the following information to update the remaining settings on the Share with Sites pane as
necessary. Then, click Share to share the selected objects with the destination sites. You receive a
notification when the transfer completes.

Transfer site ownership to the destination site

To transfer site ownership of the selected objects to the destination site, click Transfer Site Ownership.
When you transfer site ownership, all revisions of an item will be shared.

If you transfer an item revision with a sequence, its sequence manager is also transferred.

Siemens Digital Industries Software recommends that you leave Transfer Site Ownership unchecked.

5-56 Active Workspace Fundamentals, Active Workspace 6.1

Share only modified objects

To share a workspace object only when it has been modified since the last time it was exported to the
destination site, click Modified Only.

For example, if only the specification dataset was modified, the specification dataset is shared and the
remaining items are not. When sharing with multiple destination sites, an object is shared if it has been
modified since the last export to any of the selected destination sites.

Share different or additional revisions

When you click Share > Share with Sites with an item selected, you can share that item or choose to
share a specific revision of the item such as the latest revision, latest working revision, latest release
revision, and so on. On the Share with Sites pane, select the revision of the item to share from the
Revision list.

When you click Share > Share with Sites with a specific item revision selected, you can share that
revision. Optionally, click All Revisions on the Share with Sites pane to share all versions of the
selected item revision.

Share an item and BOM

When you click Share > Share with Sites with an item revision selected, you can share that item
along with a related configured BOM structure. On the Share with Sites pane, check Include Structure
and select the revision and variant rules defining the appropriate revisions of parts and assemblies in the
product structure to share.

If you check Include Structure with All Revisions selected, the related unconfigured BOM structure is
shared.

Share item relations

An item or item revision can be related to data, such as datasets, forms, folders, and other items and
item revisions. Relations describe how the other data is associated with the item or item revision.

To share related data, from the Relations list on the Share with Sites pane, check each object relation
to also share with the destination sites.

Change ownership of shared objects

Optionally change the owner of the transferred object once it is transferred to the remote site. Under
OWNER on the Share with Sites pane, click Replace , check the new owner, and click Replace.

Modify transfer options

Review and adjust the transfer options by clicking Override Options on the Share with Sites pane.

Active Workspace Fundamentals, Active Workspace 6.1 5-57

The available options vary depending on the configuration of the selected transfer option set. You can
modify the options available to override by editing the transfer option sets as described in PLM XML/TC
XML Export Import Administration and by changing the value of the TransferOptionset preference.

Receive and update objects from remote sites using Multi-Site Collaboration

Use the following steps to import objects recently shared to your site and to update replica objects at
your local site. When updating, you can specify how site ownership, object ownership, and other
transfer options are handled.

1. Locate and select one or more replica objects. Replicas on your site are identified with a . Hover
over the to see the name of the remote site.

2. Click Share > Receive from Site. The Receive from Site pane is displayed listing several transfer
options.

3. Select the transfer option set to use when receiving the objects. The transfer option set defines the
configuration rules when transferring data between sites. The available option sets vary depending
on your site's configuration.

4. Use the following information to update the remaining settings on the Receive from Site pane as
necessary. Then, click Receive to update the selected objects at your site. You receive a notification
when the update completes.

Transfer site ownership to your site

To transfer site ownership of the selected objects to your site, click Transfer Site Ownership. When you
transfer site ownership, all revisions of an item will be shared.

If you transfer an item revision with a sequence, its sequence manager is also transferred.

Siemens Digital Industries Software recommends that you leave Transfer Site Ownership cleared.

Update only modified objects

To update a workspace object only when it has been modified since the last time it was received, click
Modified Only.

Update different or additional revisions

When you click Share > Receive from Site with an item selected, you can update that item or choose
to update a specific revision of the item such as the latest revision, latest working revision, and latest
release revision. On the Receive from Site pane, select the revision of the item to update from the
Revision list.

5-58 Active Workspace Fundamentals, Active Workspace 6.1

When you click Share > Receive from Site with a specific item revision selected, you can share that
revision. Optionally, click All Revisions on the Receive from Site pane to update all versions of the
selected item revision.

Update an item and BOM

When you click Share > Receive from Site with an item revision selected, you can update that item
along with a related configured BOM structure. On the Share from Site pane, check Include Structure
and select the revision and variant rules defining the appropriate revisions of parts and assemblies in the
product structure to update.

If you check Include Structure with All Revisions selected, the related unconfigured BOM structure is
updated.

Update item relations

To update related data, from the Relations list on the Receive from Site pane, check each object
relation to also update.

Modify transfer options

Review and adjust the transfer options by clicking Override Options on the Receive from Site pane.

Check out and check in objects when using Multi-Site Collaboration

When using Multi-Site Collaboration, Siemens Digital Industries Software recommends you check out
and modify only master objects. The check-out and check-in of objects managed with Multi-Site
Collaboration is the same as in the case of other objects.

If necessary, you can also check out and modify replica objects (identified with a ) on other sites in
your Multi-Site federation. When checking out and checking in replica objects, be aware of the following
items:

• When you check out and check in a remote item, certain related objects such as item revisions and
datasets are also checked out and checked in. The list of related items checked out and checked in is
determined by the values specified in the MultiSiteCICORule closure rulethe MultiSiteCICORule
closure rule.

• You cannot check out and check in remote objects from Structure Manager.

Active Workspace Fundamentals, Active Workspace 6.1 5-59

• When a replica object is checked out at a remote site, the object cannot be checked out at the master
site.

• When you check in replica objects, the updated data is sent to the master site. Doing so ensures
consistent data across your organization.

• When you check in a modified structure, you are prompted whether to check in the entire structure
and whether to retain ownership of the components at the master site.

When checking in replica objects, you have the following options:

Check in an item revision and BOM

Check Include Structure to check in the item revision and any other new or changed components in the
related configured BOM structure.

Retain object ownership of new components

To keep site ownership local for any newly created objects being checked in, click Retain Ownership of
Components. If not, ownership of the newly created objects is transferred to the primary site upon
checkin.

Check in data linked to the object using relations

To check in changes to related data, such as datasets, forms, folders, and other items and item revisions,
from the Relations list, select each object relation to also check in at the remote site.

Comparing object properties

You can compare common properties of objects.

• To compare multiple selected objects from a list, click the Compare tab.

5-60 Active Workspace Fundamentals, Active Workspace 6.1

Note:
While in a comparison display from a list, you can use the list to select additional objects or
remove objects.

• To compare objects in a table, select Compare from the display menu.

• To arrange properties in a comparison display, click to the right of the column headings and choose
Arrange to display the Arrange panel.

Active Workspace Fundamentals, Active Workspace 6.1 5-61

Note:
The columns available for display in Active Workspace are specified by administrators.
When you navigate away from a comparison display, changes made using the Arrange panel
are not retained.

Alternately, to change the column order for closer comparison to another column, click and hold in
the header row, and then drag the column to the desired location.

Note:
While in a comparison display, you can select a column and click Information to display the
object panel to edit properties for that object, or use any other available command and complete
the desired action.

Tracking changes to objects

As an object goes through the change process, the changes (additions, modifications, revisions,
deletions, and replacements) can be tracked to make it easier for you to see what properties of the
object were modified as part of the requested change. You can view these changes by clicking
View > Show Redlines on the object.

Note:
The changes are highlighted only if your site administrator has set the
AWC_Enable_RedLine_feature preference to TRUE.

When you show redlines, changes are displayed on the object using the following highlighting methods:

• Deleted parts are highlighted with a red strikethrough.

5-62 Active Workspace Fundamentals, Active Workspace 6.1

• Added parts are highlighted with a green italic font.

• For replaced or revised parts, old and new values are shown side by side.

For more information on tracking changes, in the Change Management help, see Review active or
closed changes for a structure.

Exporting tables to Microsoft Excel

You can quickly export data from tables to Microsoft Excel so the data can be shared with others that
may not have access to it in Active Workspace.

1. On the table you want to export, click Export to Excel .

The Export to Excel panel opens. The table columns are automatically added to the export and are
displayed in the same order as the table.

2. Do any of the following:

• To rearrange the order of the table columns prior to export, select the column you want to move
and then click Move up or Move Down to change the order.

• To remove a column, select it and then click Delete .

• To view a list of all the columns for the table, click Add Properties. Columns that are selected for
export are checked. Any columns deleted from the export or hidden in Active Workspace are
unchecked. You can restore a hidden or deleted column by selecting it and then clicking Add.

Active Workspace Fundamentals, Active Workspace 6.1 5-63

3. Click Export. Active Workspace automatically generates a file name and downloads the Excel
spreadsheet.

Note:
If your browser is set to ask you where to save files before downloading, you can change the
automatically generated file name and save location of the Excel file before downloading it.

Synchronize workflow tasks in Outlook

Synchronize your Teamcenter workflow tasks in Microsoft Outlook so that both your Outlook tasks and
Teamcenter workflow tasks appear in the Outlook task list. This is an easy way to view all your work
tasks displayed in a single list. Open a Teamcenter workflow task to complete the task (or reassign the
task) using Active Workspace.

1. In Outlook, click Tasks.

2. In the Teamcenter tab, click Synchronize Tasks .

3. To review your Active Workspace Inbox in Outlook, click a Teamcenter task.

4. Alternatively, to open Active Workspace in an Outlook window:

a. Double-click a Teamcenter task.

b. Click the Teamcenter tab.

c. Select Perform Task on the Teamcenter tab to display the Active Workspace Inbox in a task
panel.

5. Complete the task using Active Workspace.

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Generating and viewing reports

Generate and view predefined reports

Generating reports

You can use Teamcenter predefined reports to generate various types of item, summary, and custom
reports.

Summary and item reports are static reports. They are generated from the persistent properties in a
database. Custom reports are dynamic reports and are generated from the runtime properties in a
database.

• Item report: These are generated in the context of a specific object, for example, reports that show
the BOM list for an item or the workflow signoff for an item.

• Summary report: These reports collate and summarize similar information, for example, reports that
show entries for all the employees, the items belonging to a user, or the release status of items. These
are generated from Teamcenter saved queries and you need not have to select any objects to run
these reports.

• Custom report: These reports address special cases such as complex processing or calculations done
through custom code or API functions, or when the data comes from external sources. For example,
the reports administrator can create a custom report that generates and displays the BOM line
attributes of a product structure. The BOM line information in the report you generate can change
depending on the type of revision rule applied before generating this report.

Generating reports using Reporting and Analytics

If Reporting and Analytics is installed and deployed in your Teamcenter environment, you can:

• Define and create new Reporting and Analytics reports.

• Edit reports, charts, and layouts without launching a separate application.

• Configure charts with customized styles, dimensions, and measures.

Generate an item, summary, or a custom report

• Generate an item report

• Generate a summary report or a custom report
• Generate Reporting and Analytics reports

Active Workspace Fundamentals, Active Workspace 6.1 5-65

Generate an item report

1. Search for an item and select the item revision.

2. Click New > Generate Report.

3. Select a predefined report.

4. Specify the appropriate criteria or make the appropriate selections.

5. Select a style sheet.

You can select a style sheet with an _html or an _excel suffix to generate the report in HTML or MS
Excel format, respectively.

6. (Optional) To save a report, specify a file name in the Save to File Name box.

You can view this report later from the My Reports or the Printouts tab.

7. (Optional) To generate the report asynchronously, select the Run in Background check box.

By default, this check box is selected if the reports administrator has enabled the Run in Async
check box while defining a report.

8. To create the report, click Generate.

9. To access your saved or asynchronously generated reports, click the PRINTOUTS tile on the home
page.

The reports are available from the Printouts tab.

Some reports can be generated only asynchronously. This depends on how the administrator
configures the report template at your site. Asynchronously generated reports are available from
the Printouts tab.

Generate a summary report or a custom report

Currently, there is no command to select a summary or custom report specifically. When you select a
report from the Templates tab, the Overview tab displays the properties of the report including the
name and the description. Type: 0 indicates a summary report and Type: 2, a custom report.

1. On the HOME page, click the REPORTS tile.

2. Click the Templates tab, select a summary or custom report, and click Open .

5-66 Active Workspace Fundamentals, Active Workspace 6.1

Alternatively, click the Templates tab, select a summary or custom report, and click New >
Generate Report.

3. To quickly access a summary or custom report, click Search, for example, change. Then, select the
report and click Open .

4. For summary reports, specify the appropriate criteria or make the appropriate selections in REPORT
FILTERS.

5. Select a style sheet.

You can select a style sheet with an _html or an _excel suffix to generate the report in HTML or MS
Excel format, respectively.

6. (Optional) To save a report, specify a file name in the Save to File Name box.

You can view this report later from the My Reports or the Printouts tab.

7. (Optional) To generate the report asynchronously, select the Run in Background check box.

By default, this check box is selected if the reports administrator has enabled the Run in Async
check box while defining a report.

8. To create the report, click Generate.

9. To access your saved or asynchronously generated reports, click the PRINTOUTS tile on the home
page.

The reports are available from the Printouts tab.

Generate Reporting and Analytics reports

If Reporting and Analytics is installed and deployed, you can generate a new report or view a snapshot.
A snapshot is a report that contains layout information and query results retrieved at a specific point in
time. Snapshots are automatically created based on a schedule and saved to a location or server. You
can analyze multiple snapshots, captured on previous occasions, to help identify trends based on
historical data.

Note:
Reporting and Analytics is not supported for custom reports.

Active Workspace Fundamentals, Active Workspace 6.1 5-67

1. Click New to generate a new report, specify filter criteria, and click Run to generate the report.

Click Add to Queue to add the report to the queue to generate the report in the background. You
receive an email with the link to the report after successful completion. The generated report is
also available in the Snapshots area.

2. (Optional) To edit a Reporting and Analytics report, open the report, click Settings and then click
Edit on the toolbar.

3. (Optional) Add new widgets, styles, dimensions, and measures to the report.

4. Click Save to save your changes.

5. (Optional) To export the report as an email, PDF, HTML, Excel, PowerPoint, or a text file, click
Settings and select the format to which you want to export.

Generate active reports

Generating active reports

You can create report definitions for active summary reports and active item reports dynamically and
add them to the database. The report definition identifies the content you want to include in the report.
You can select a layout for the report and add charts and a table. After previewing and saving a report,
you can search for and rerun this saved report to fetch the latest data from the database.

• Active summary reports collate and summarize similar information, for example, reports that show
entries for all the employees, the items belonging to a user, or the items released in the current
month.

• Active item reports are generated in the context of a specific object, for example, reports that show all
solution items for a selected Change Revision or all attachments for a selected Item Revision.

Some business objects such as programs do not have the Reports tab enabled by default. In such cases,
you cannot view the Active item report. The reports administrator or a user with DBA privileges can
modify style sheets to enable this tab. For more information, see Report Builder on Support Center.

View My Dashboard reports

My Dashboard is a personalized list of your favorite reports. It contains both Active Summary reports
and Reporting and Analytics reports (if installed and deployed).

5-68 Active Workspace Fundamentals, Active Workspace 6.1

1. In the Home page, click the Reports tile.

By default, the available reports are displayed as thumbnails in My Dashboard.

My Modified Objects and My Group Released Objects are two such reports that are available by
default.

2. To add a report to My Dashboard, in Templates, select a report, and click Add to Dashboard .

3. To open the report, click the report title.

Alternatively, click Images , select List with Summary , and select the report.

4. Drill down the report to find specific data.

Example:

a. Click the My Modified Objects report to open it.

b. In the Objects By my Login Group pie chart, click the area specific to a group, for example,
the Engineering group. The chart and the table area show objects specific to the
Engineering group. Click the following button to close this view.

Active Workspace Fundamentals, Active Workspace 6.1 5-69

c. In the Objects by Type area, click the Item Revision line chart. The Item Revision chart area
shows the Objects By my Login Group pie chart specific to item revisions.

The table shows the item revisions by name, ID, group ID, and the last modifying user. If the
objects have a release status, the Object by Release pie chart displays how many objects are
unassigned or released.

5. (Optional) To delete the report from My Dashboard, hover over the tile and select Remove from
Dashboard.

6. Display the table tile on My Dashboard.

You can optionally display the table tile on My Dashboard for an existing summary or item report.

You can open an object or sort, hide, or freeze columns directly from the table tile. Additionally,
you can select multiple objects from the table tile, copy them, or add them to My Changes, or
perform some other similar action.

a. In Templates, select the report for which you want to display the table tile on My Dashboard.

b. From the primary toolbar, click Edit > Edit Report and select Set Layout.

c. In Table, if you have not selected columns, select them as appropriate and select Set as
Thumbnail.

In reports, you can set one of the three charts or the table as the thumbnail.

d. Click Save and navigate to My Dashboard by selecting Home > Reports.

The report you modified displays the table tile.

7. Generate the report.

a. Select the report and from the primary toolbar, click Open > Open.

b. From the primary toolbar, click New > Generate Report.

Create and generate an active summary report

Summary reports collate and summarize similar information, for example, reports that show entries for
all the employees, the items belonging to a user, or the release status of items.

5-70 Active Workspace Fundamentals, Active Workspace 6.1

Example:
Create a report for all business objects created by the current logged-on user for the current
month. This is a generic report and it can be used by another user to view the business objects
created by that user.

The process for creating and generating an active summary report is as follows:

• Create the report definition and add the data for the report
• Select a layout for the report and add charts and a table
• Edit the report from Templates
• Add the report to My Dashboard
• Generate the report

Create the report definition and add the data for the report

1. On the HOME page, click the REPORTS tile.

2. In My Dashboard or Templates, click New > Add.

3. Specify a name for the report (mandatory) and include a description (optional).

4. To create a summary report, select Active summary report and click Add.

5. Search for the data you want in the report.

In this example, a report is created for all business objects created by the current logged-on user
for the current month.

a. In the Configure Report panel, click the Search Data tab.

Active Workspace Fundamentals, Active Workspace 6.1 5-71

b. Search for the data you want to include in the report.

For example, type Owner:$ME and click Search to fetch all the objects owned by the
currently logged-on user. The keyword for this is $ME.

To further filter your search criteria, for example, to fetch all objects created this month,
modify the query as Owner:$ME AND "Creation Date":$THIS_MONTH and click Search.

Search criteria examples:

All item revision objects created in the Type:ItemRevision AND “Creation

current year Date”:$THIS_YEAR
All objects created by the logged-on user Owner:$ME AND "Date
in the last one month Modified":$LAST_MONTH
All released objects in the last three "Release Status":* AND "Date
months Released":$LAST_3_MONTHS
Dashboard for objects modified by the "Last Modifying User":$ME AND "Group
logged-on user in the current year ID":$MY_GROUP AND "Date
Modified":$THIS_YEAR
All change requests created in the (Type:ChangeRequestRevision OR
current year Type:ChangeNoticeRevision OR
Type:ProblemReportRevision OR
Type:Cm0DevRqstRevision) AND
"Creation Date":$THIS_YEAR

Select a layout for the report and add charts and a table

You must first create the report definition and add the data for the report before you can select a layout
and add charts and a table.

1. Select a predefined layout for the report.

a. In the Configure Report panel, click the Set Layout tab.

b. Specify a title, color, and font for the report.

The system displays the name you have specified for the report as the report title.

2. Add a chart to the report.

a. In the CHARTS area, click Add , and type a title for the chart.

b. To add a chart type, from the Type list, select Column or Line.

5-72 Active Workspace Fundamentals, Active Workspace 6.1

Tip:
You can select multiple values from this list if you want to generate a chart for similar
properties. For example, you can create a line or column chart for both State and Status
type values for a report of all the tasks scheduled.

c. To add a property for the chart, from the Chart On list, select a value, for example, Type.

d. Select the Set as Thumbnail option to set a particular chart as a thumbnail in My Dashboard.

This option is selected by default for the first chart.

You can optionally add up to three charts for the report and select any one of them to be set
as a thumbnail in My Dashboard.

e. To add the second and third charts, repeat the above steps. You can choose other properties
for the second and the third chart, for example, Date Modified and Group ID, respectively.

3. To display the data in a tabular format, add a table for the report.

a. In the TABLE area, select column name properties such as Owner, Group ID, and Maturity.

b. (Optional) To rearrange the columns in the table, in the Column Name area, select a column
name, click the column widget, and move the column up or down.

c. (Optional) To add additional columns to the table, use the

REPORT_AW_ObjectType_Properties preference.

4. To preview the report, click the Show Preview button.

5. To save the report, click the Save button.

This report is saved in the templates location. You can search for it and rerun the report to generate
the latest data.

Edit the report from Templates

1. Navigate to the Templates location.

2. Search for the report definition you want to edit, select it, and click Edit > Edit Report.

3. Make the necessary changes and save the report.

Active Workspace Fundamentals, Active Workspace 6.1 5-73

Add the report to My Dashboard

1. In Templates, select the report you want to add to My Dashboard.

2. Click Add to Dashboard.

Generate the report

1. In Templates, select the report you want to generate.

2. To generate the report, click open.

The report is generated by fetching the latest data from the database.

Create an active item report for schedule tasks

The following is an example of how to create an active item report for the schedule tasks. These tasks
have a schedule as a parent object in this example.

The process for creating and generating an active item report is as follows:

• (Optional) Create the sample data for schedule tasks

• Create the report definition and add the data for the report
• Select a layout for the report and add charts and a table
• (Optional) Edit the report from Templates
• Generate the report

5-74 Active Workspace Fundamentals, Active Workspace 6.1

Create the sample data for schedule tasks

The following procedures are optional. These tasks have a schedule object as the parent in this example.
At your site, you can search for the appropriate object to add as the sample source to validate the related
data.

1. On the HOME page, click the Schedules tile.

2. From the primary toolbar, click New > Create Schedule > Schedule and specify the name as
Test_Schedule.

3. Specify information as appropriate and click Create.

4. Open the schedule you created, click the Tasks tab, click Add Schedule Task and select
Schedule Task.

5. Specify a name, add other information as appropriate, and click Add.

Create the report definition and add the data for the report

1. On the HOME page, click the REPORTS tile.

2. In My Dashboard or Templates, click New > Add.

3. Specify a name for the report and optionally include a description.

4. To create an item report, select Active item report and click Add.

5. Search for the data you want to include in the report.

a. In the Configure Report panel, in Data Type, click Add Data Type .

b. Search for the data type or the object class you want for the report.

For example, type schedule to search for a schedule, select it, and click Add.

Active Workspace Fundamentals, Active Workspace 6.1 5-75

c. Add the sample source to validate the related data.

Click Add Sample Source and search for it, for example, Test_Schedule. This is the schedule
you created in Create the sample data for schedule tasks.

5-76 Active Workspace Fundamentals, Active Workspace 6.1

d. Create traversal rules for getting all the related data by adding segments.

In Query, click Add Segment and add segments with values as follows:

Segment 1
Traversal direction Backward
Business Object ScheduleTask
Relation or schedule_tag
Reference

Select a layout for the report and add charts and a table

You must first create the report definition and add the data for the report before you can select a layout
and add charts and a table.

1. Select a predefined layout for the report.

a. In the Configure Report panel, click the Set Layout tab.

b. Specify a title, color, and font for the report.

The system displays the name you have specified for the report as the report title.

Active Workspace Fundamentals, Active Workspace 6.1 5-77

2. Add a chart to the report.

You can add up to three charts to compare three different types of properties.

a. In the CHARTS area, click Add , and type a title for the chart.

b. To add a chart type, from the Type list, select Column or Line.

c. To add a property for the chart, from the Chart On list, select a value, for example, Status.

d. Select the Set as Thumbnail option to set a particular chart as a thumbnail in My Dashboard.

This option is selected by default for the first chart.

You can optionally add up to three charts for the report and select any one of them to be set
as a thumbnail in My Dashboard.

5-78 Active Workspace Fundamentals, Active Workspace 6.1

Note:
The Set as Thumbnail option is not supported for the current release.

e. To add the second and third charts, repeat the above steps. You can choose other properties
for the second and the third chart, for example, Status and Work Complete Percent,
respectively.

To use additional Chart On properties, use the

REPORT_AW_ItemReport_Objects_FilterProperties preference.

You can work with all Teamcenter preferences from within the Active Workspace client by
using the Preferences page.

For information about retrieving a list of preferences, see Where can I get a list of
preferences? in Active Workspace Administration on Support Center.

3. To display the data in a tabular format, add a table for the report.

a. In the TABLE area, select column name properties such as Object, Task Type, Description,
State, and Status.

b. (Optional) To rearrange the columns in the table, in the Column Name area, select a column
name, click the column widget, and move the column up or down.

c. (Optional) To add additional columns to the table, use the

REPORT_AW_ObjectType_Properties preference.

4. To preview the report, click the Show Preview button.

5. To save the report, click the Save button.

This report is saved in the templates' location.

Edit the report from Templates

1. Navigate to the Templates location.

2. Search for the report definition you want to edit, select it, and click Edit > Edit Report.

3. Make the necessary changes and save the report.

Generate the report

1. Search for the schedule for which you want to generate the report.

Active Workspace Fundamentals, Active Workspace 6.1 5-79

2. Select the program, and click New > Generate Report.

3. Select the report you created and click Generate.

The report is generated by fetching the latest data from the database.

4. (Optional) Create another schedule task.

a. Open the schedule you created, click the Tasks tab, click Add Schedule Task , and select
Schedule Task.

b. Specify a name, add other information as appropriate, and click Add.

5. (Optional) Run the report again to see the new scheduled task.

Create an active item report for change requests

The following is an example of how to create an active item report for change requests. These change
requests have part revisions as a problem item in this example.

The process for creating and generating an active item report is as follows:

• (Optional) Create the sample data for the change request

• Create the report definition and add the data for the report
• Select a layout for the report and add charts and a table
• (Optional) Edit the report from Templates
• Generate the report

5-80 Active Workspace Fundamentals, Active Workspace 6.1

Create the sample data for the change request

The following procedures are optional. These change requests have part revisions as a problem item in
this example. At your site, you can search for the appropriate object to add as the sample source to
validate the related data.

1. Select Folders and from the primary toolbar, click New > Add > Part and specify the name as
Test_Part.

2. In Folders, select the part you created and from the primary toolbar, click New > Create
Change > Change Request, fill the required boxes, and click Create and Submit.

Create the report definition and add the data for the report

1. On the HOME page, click the REPORTS tile.

2. In My Dashboard or Templates, from the primary toolbar, click New > Add.

3. Specify a name for the report and optionally include a description.

4. To create an item report, select Active item report and click Add.

5. Search for the data you want to include in the report.

a. In the Configure Report panel, click Add Data Type .

b. Search for the data type or the object class you want for the report.

For example, type part revision to search for a part revision, select it, and click Add.

Active Workspace Fundamentals, Active Workspace 6.1 5-81

c. Add the sample source to validate the related data.

In Sample Source, click Add Sample Source and search for it, for example, Test_Part*.
This is the part you created in Create the sample data for the change request.

5-82 Active Workspace Fundamentals, Active Workspace 6.1

d. Create traversal rules for getting all the related data by adding segments.

In Query, click Add Segment and add segments with values as follows:

Segment 1
Traversal direction Backward
Business Object ChangeRequestRevis
ion
Relation or ProblemItem
Reference

Active Workspace Fundamentals, Active Workspace 6.1 5-83

Select a layout for the report and add charts and a table

You must first create the report definition and add the data for the report before you can select a layout
and add charts and a table.

1. Select a predefined layout for the report.

a. In Report Layout, click Report Layout .

b. In the Configure Report panel, specify a title, color, and font for the report.

The system displays the name you have specified for the report as the report title.

2. Add a chart to the report.

You can add up to three charts to compare three different types of properties.

a. In the CHARTS area, click Add , and type a title for the chart.

b. To add a chart type, from the Type list, select Column or Line.

5-84 Active Workspace Fundamentals, Active Workspace 6.1

Tip:
You can select multiple values from this list if you want to generate a chart for similar
properties. For example, you can create a line or column chart for both Closure and
Disposition type values for a report of all the schedule tasks.

c. To add a property for the chart, from the Chart On list, select a value, for example, Maturity.

d. Select the Set as Thumbnail option to set a particular chart as a thumbnail in My Dashboard.

This option is selected by default for the first chart.

You can optionally add up to three charts for the report and select any one of them to be set
as a thumbnail in My Dashboard.

Note:
The Set as Thumbnail option is not supported for the current release.

e. To add the second and third charts, repeat the above steps. You can choose other properties
for the second and the third chart, for example, Disposition and Closure, respectively.

To use additional Chart On properties, use the

REPORT_AW_ItemReport_Objects_FilterProperties preference.

You can work with all Teamcenter preferences from within the Active Workspace client by
using the Preferences page.

For information about retrieving a list of preferences, see Where can I get a list of
preferences? in Active Workspace Administration on Support Center.

3. To display the data in a tabular format, add a table for the report.

a. In the TABLE area, select column name properties such as Maturity, Disposition, Closure,
and Creation Date.

b. (Optional) To rearrange the columns in the table, in the Column Name area, select a column
name, click the column widget, and move the column up or down.

c. (Optional) To add additional columns to the table, use the

REPORT_AW_ObjectType_Properties preference.

4. To preview the report, click the Show Preview button.

5. To save the report, click the Save button.

Active Workspace Fundamentals, Active Workspace 6.1 5-85

This report is saved in the templates' location.

Edit the report from Templates

1. Navigate to the Templates location.

2. Search for the report definition you want to edit, select it, and click Edit > Edit Report.

3. Make the necessary changes and save the report.

Generate the report

1. Search for the part revision for which you want to generate the report.

2. Select the change request and from the primary toolbar, click New > Generate Report.

3. Select the report you created and click Generate.

The report is generated by fetching the latest data from the database.

4. (Optional) In Folders, select the part you created and from the primary toolbar, click New >
Create Change > Change Request, fill the required boxes, and click Create and Submit.

5. (Optional) Run the report again to see the new change request.

Viewing access rights

If your administrator has enabled the Access tab and granted you access, you can view access rights on
a selected object in Active Workspace by clicking the Access tab.

The tab contains three sections.

Access rights Filters for user, group, role and project define the context in which user rights to the
context currently selected object are evaluated.

Initially, the filters are set for the current user session context. You (and those users
who have been granted permission by means of BMIDE conditions) can use the lists to
select another combination of user, group, role and project for which you want to view
the associated access rights for the currently selected object.

Changes to these lists are applied when you click Show Access Rights.
ACCESS Lists the operations granted to the filtered combination of user, group, role and
RIGHTS project.

5-86 Active Workspace Fundamentals, Active Workspace 6.1

ASSOCIATED Lists the rules associated with the given object and selected operation.
RULES

Example:
In this example, user Ed can view his access rights and associated rules for his role as designer in
the Engineering group working on a motor shaft. Here Ed can see what rule grants him copy
privileges for item revisions on which he is working.

Using Projects

What are projects and programs?

Companies have programs that usually include cross-functional teams. These programs can have a
collection of related projects under them, each of which focuses on a specific tangible output.

A typical project comprises a group of users each having one or more roles.

Active Workspace Fundamentals, Active Workspace 6.1 5-87

The Teamcenter Project application enables you to organize your data and control access to a collection
of related data, which may be accessible to multiple organizations. These organizations can include
project teams, development teams, suppliers, and customers.

Why do I want to use Projects?

In Active Workspace, you can use the PROJECTS tile on your home page to access your programs and
projects. If you are a privileged team member you can manage your programs and projects by
assigning or removing objects from them. If you are a project administrator, you can create and modify
projects and programs and manage your team members. However, you must use the rich client to delete
projects and programs. You must also use the rich client to create and manage single-level hierarchical
projects.

What privileges do project administrators and team members have?

The following table describes the privileges of the project administrators and team members.

Add or remove
members, assign Assign or remove
status, including objects from
Create projects team projects and
and programs administrator programs View objects
Project Yes Yes Yes Yes
Administrator
Team Yes Yes Yes
Administrator1

5-88 Active Workspace Fundamentals, Active Workspace 6.1

Add or remove
members, assign Assign or remove
status, including objects from
Create projects team projects and
and programs administrator programs View objects
Privileged team Yes Yes
member
Non-privileged Yes
team member

Create a project or a program

In Active Workspace, if you are a Project Administrator or have DBA privileges, you can create a project
or a program either by using:

• Add Project to add new project or program.

• Save As to leverage your existing project or program to define a new project or program.

Add a new project or program

1. From the Projects location, click New > Add Project using the primary toolbar. Or, you can
click Add Project from the results panel toolbar if you do not have a project already selected in
the primary work area.

To create multiple projects or programs, click Pin Panel on the Add Project pane.

2. Enter the ID and name of the new project or program.

Project and program names must be unique within your site. Also, they cannot have the same
name as any group within your site.

3. (Optional) Add a description.

4. (Optional) Select a project category from the drop-down list: Internal, Partner, or Supplier.

Project categories allow you to control access to objects in a project without using access control
rules. You can define project categories using the Fnd0ProjectCategories list of values (LOV).

5. From the Security section, select either Project (default) or Program.

6. Click Add.

1 There can be multiple team administrators for each project or program. This is often necessary to balance resource
management tasks for large projects.

Active Workspace Fundamentals, Active Workspace 6.1 5-89

Your newly created project or program appears at the top of the Projects list and is highlighted. By
default, it is set to Active and Visible, as shown in the PROPERTIES section.

You are also added in the TEAM MEMBERS section as both the Project Administrator and Team
Administrator for the newly created project or program.

Leverage your existing project or program

1. From the Projects location, select an existing project or program for which you are a Project
Administrator or have DBA privileges.

2. Click Save As from the results panel toolbar. Or, you can click New > Save As using the
primary toolbar.

To create multiple projects or programs, click Pin Panel on the Save As New Project pane.

3. Edit the ID and name of the new project or program to make them unique.

Project and program names must be unique within your site. Also, they cannot have the same
name as any group within your site.

4. (Optional) Modify the description.

5. (Optional) Modify the project category by selecting a project category from the drop-down list:
Internal, Partner, or Supplier.

Project categories allow you to control access to objects in a project without using access control
rules. You can define project categories using the Fnd0ProjectCategories list of values (LOV).

6. (Optional) From the Security section, select Include project data and libraries.

7. Click Save.

5-90 Active Workspace Fundamentals, Active Workspace 6.1

Your newly created project or program appears at the top of the Projects list and is highlighted. By
default, the newly created project or program is set to Active and Visible, as shown in the
PROPERTIES section.

By default, the project or program team, along with the accompanying metadata, gets copied to
the newly created project or program.

If you selected Include project data and libraries, you can open your newly created project and
select the Contents tab to verify the project data and libraries were successfully included.

Modify projects and programs

Edit project and program properties and team members

From the Overview tab in the Projects location, you can:

• Edit your project or program properties.

• Add or remove team members and assign status.

• Use search and facet filtering to locate team members.

• Assign a default project for your team member.

Edit your project and program properties

In the PROPERTIES section, you can modify your project and program properties by selecting Edit >
Start Edit in such circumstances where you may want to:

• Change project category from Internal to Supplier, for example.

• Remove Active status if your project or program is no longer active.

• Remove Visible status if your project or program is no longer active.

Active Workspace Fundamentals, Active Workspace 6.1 5-91

Add or remove team members and assign status

In the TEAM MEMBERS section, you can add members from your organization by clicking Add to
display the Organization panel. As the creator of the project or program, you are automatically assigned
both Project Administrator and Team Administrator status.

Use search and facet filtering to locate team members

You can perform search, sort, and facet filtering on each of the columns (Name, Type, and Status).

5-92 Active Workspace Fundamentals, Active Workspace 6.1

Example 1 - Locate team member, Manny, using search

For example, to locate team member, Manny, click the Name header to display the filter and type
Manny in the search box.

Example 2 - Locate all Engineering users with status of Privileged using search and facet filtering

Both search and facet filtering enable you to quickly identify all Engineering team members with
Privileged status.

1. Search the Name column for names containing eng.

2. Use facet filtering to filter the Type column by selecting User.

3. Use facet filtering to filter the Status column by selecting Privileged.

To search column... Do...

Name for all users with eng in their name Search for eng.
Type to select type User Select the User facet.
Status to select Privileged status Select the Privileged facet.

You can sort your results in the table by clicking the column header and choosing to sort by
ascending, descending, or no sorting.

Active Workspace Fundamentals, Active Workspace 6.1 5-93

To clear all filters, click Table Settings > Clear all filters.

Assign a default project for your team member

As a team administrator, you can assign a default project to a team member.

1. Select a program for which you are an administrator.

2. In the TEAM MEMBERS section, select one or multiple team members from the list of users in the
program's TEAM MEMBERS section and click Set Default Project.

The user can confirm their default project from the global navigation, by clicking the profile icon.
For example, Manny's default project is shown as P101.

5-94 Active Workspace Fundamentals, Active Workspace 6.1

Add or remove objects to or from projects

If you are a privileged member in one or more projects, you can add objects, such as parts and
documents, to projects, or remove objects from projects.

1. Select one or more parts, documents, or other objects.

2. Click Manage > Projects .

The Projects pane is displayed with Member of and Available lists.

3. You add or remove the selected objects to or from a project.

• In the Available project list, select a project and click Add Project to move the project to the
Member of project list.

• In the Member of project list, select a project click Remove Project to move the project to the
Available project list.

4. Associate the objects with This Revision or All Revisions.

5. Click Save to complete the action.

Assign or remove assemblies to or from projects

If you are a privileged member in one or more projects, you can assign or remove assemblies to or from
projects.

1. Select one or more assemblies.

2. Click Manage > Projects .

Active Workspace Fundamentals, Active Workspace 6.1 5-95

The Projects pane is displayed with Member of and Available lists.

3. Select a project.

• In the Available project list, click Add Project to move the project to the Member of project
list.

• In the Member of project list, click Remove Project to move the project to the Available
project list.

4. Associate the assembly with This Revision or All Revisions. In addition, you can select either
Entire Structure or at the item level (Level).

5. Click Save.

6. (Optional) You can verify the assignment by viewing the assembly in Structure Manager in the
Teamcenter rich client.

Example

As part of the B-937 project, you can select Cooling Assembly 482-10087 11 as the assembly, associate
it with This Revision, and apply the Level of propagation (0 by default). Designating a propagation level
of zero (0) here allows only the selected revision of the Cooling Assembly 482-10087 11 object to be
assigned to the B-937 project.

You can confirm this association by viewing the result in Structure Manager in the Teamcenter rich
client.

5-96 Active Workspace Fundamentals, Active Workspace 6.1

Assign a project during a Save As operation

If you are a privileged member of one or more projects, you can assign objects, such as parts and
documents, to projects during a Save As operation.

1. Select a part, document, or another object.

2. Click New > Save As or Revise .

3. From the Save As pane, select New.

4. From the PROJECTS section, click Add Project .

5. Select one or more projects from the list of available projects.

6. Click Assign to assign the selected projects to the new item.

7. Click Save to save the projects added.

From the PROJECTS section of the Overview tab of the newly created item, you can verify the
projects that were assigned.

Apply project-level security to selected objects

If you are a privileged member of one or more projects, you can assign project-level security to selected
objects. Security at the item level is applied to all revisions.

1. Select one or more assemblies.

2. Click Manage > Projects .

The Projects pane is displayed with Member of and Available lists.

3. Select a project.

• In the Available list, click Add Project to move the project to the Member of list.

• In the Member of list, click Remove Project to move the project to the Available list.

4. Associate the assembly with This Revision or All Revisions.

5. Click Save.

Active Workspace Fundamentals, Active Workspace 6.1 5-97

Assign a project when creating a revision

If you are a privileged member of one or more projects, you can assign objects, such as parts and
documents, to projects.

1. Select a part, document, or another object.

2. Click New > Save As or Revise .

3. From the Save As dialog box, select Revision.

4. From the PROJECTS section, click Add Project .

5. Select one or more projects from the list of available projects.

6. Click Assign to assign the selected projects to the new object.

7. Click Save to assign the projects to the new revision.

From the PROJECTS section of the Overview tab of the newly created object, you can verify the
projects that were assigned.

Set or change an owning program

You can set the owning program on an object to control access to data. To do this:

• You must be a privileged user with Assign to Project access for the selected objects.

• The autoAssignToProject extension must be configured for object types.

• You can select one or more objects (for example, item or item revision) and set an owning program, if
the selected objects do not have an owning program already set. Once set, the owning program is set
for all related objects if propagation rules are defined for the respective relation. The projects list is
also updated.

• You can change the owning program of an object.

Set an owning program

You can set an owning program for an object to control access to data. Once set, the owning program is
set for all related objects if propagation rules are defined for the respective relation. The projects list is
also updated.

1. Select one or more objects.

5-98 Active Workspace Fundamentals, Active Workspace 6.1

Note:
You can select multiple objects and assign the owning program. However, the Owning tab
displays the owning program only when the selected objects have the same owning
program.

2. Click Manage > Projects .

3. Select the Owning tab to display the list of available projects.

4. Select an owning program and click Set .

5. Click Save.

In the Overview tab, the Owning Project and Projects fields in the PROJECTS section are updated
with the owning project information.

Change an owning program

1. Select one or more objects.

Note:
You can select multiple objects and assign the owning program. However, the Owning tab
displays the owning program only when the selected objects have the same owning
program.

2. Click Manage > Projects .

3. Select the Owning tab to view the owning program.

4. From the list of available programs, select the new owning program. A Replace icon appears.

5. Click Save.

In the Overview tab, the Owning Project and Projects fields in the PROJECTS section are updated
with the owning project information.

Active Workspace Fundamentals, Active Workspace 6.1 5-99

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© 2022 Siemens
6. Communicating across your organization
Exchanging information and ideas in Active Workspace
It is important to exchange information and ideas with people both inside and outside your team
without going to a public system. You can use two methods of communication within Active Workspace:

• Discussions allows you to create discussions on objects you select in Active Workspace.

• Subscriptions allows you to create notifications for actions on objects, for example, check out.

Using Discussions

What are discussions?

A discussion is a dialog you create with others on objects you select in Active Workspace, such as items,
parts, and documents. This is done without using public networks by using the internal collaboration
application, Discussions. A discussion can be viewed by those who have privileges to view the object or
can be private (limited to selected persons). For example, you can interact with your project team and
management to review product content or obtain technical information.

Active Workspace Fundamentals, Active Workspace 6.1 6-1

In addition, you can add a product snapshot to a new discussion, or you can create a discussion about a
product snapshot. Product snapshots, which capture the 3D data associated with a product, require
Teamcenter lifecycle visualization.

Use Discuss to gain feedback about objects

The Discuss panel in Active Workspace enables you to perform many tasks:

• Create a new discussion with others or use the private message feature to only include selected
participants in your discussion.

• Share a snapshot in a discussion to allow people to talk about what is happening in the view where
the snapshot was taken.

• Use the tracked discussion feature (if enabled) to track the status and priority of your discussion. For
example, if you need to track your discussion with the engineer about your request for a part
modification, you can track the status of your discussion based on whether it is Open, In Progress, or
Closed. This feature must be configured by your administrator. If this feature is not enabled, the
Tracked check box is not displayed.

• Easily view discussions on the selected object or in the Discussions feed location and reply to a
particular discussion.

• View automated replies on a discussion that has been updated, for example, if an additional
participant is added to the discussion.

• Follow a particular discussion or all discussions on an object.

• Unfollow a particular discussion or all discussions on an object if you no longer wish to see it in
the Discussions feed location.

• Edit a discussion on an object.

6-2 Active Workspace Fundamentals, Active Workspace 6.1

• Delete a discussion. You can do this only if your administrator has configured this delete option for
your group and role

Create a new discussion

1. Select the object you want to create a discussion on and click Discuss on the primary toolbar to
display the Discuss panel.

Note:
If the selected object is a child of a product structure, your discussion is attached to the
revision and not to the occurrence of the revision.

2. Click New Discussion to begin a new discussion on the selected object.

3. (Optional) Click Add Source to add one or more additional source objects to the discussion.
Select an additional source using either the Palette tab or the Search tab.

4. (Optional) Click Add Participant to add one or more participants from your organization to the
discussion. Select the participant and click Add.

5. (Optional) Click the Private Message box to restrict the participants in the discussion. Only the
selected participants can participate in the discussion. In addition, participants in a message
automatically follow the discussion. When created, private messages appear with a lock icon.

6. (Optional) Click the Tracked box to track the status and priority of a discussion. By default, the
status is Open and the priority is Low. You can set the priority (Low, Medium, or High) using the
dropdown list.

7. Compose the message.

Select the Message area to enable:

• Bold

• Font family

• Font color

• Font background color

• Insert image (GIF, JPEG, JPG, and PNG)

8. Click Create to create the discussion on the object.

Active Workspace Fundamentals, Active Workspace 6.1 6-3

The new discussion appears on the Discuss panel. Each discussion has a timestamp and new
discussions appear at the top of the list. As the creator of the discussion, you are automatically set
to follow all replies in the new discussion.

The new discussion is also displayed in the Discussions location on the global navigation bar. Click
either Discussions on the global navigation bar or the DISCUSSIONS tile on your home page to
view your new discussion.

Create a tracked discussion to track the status and priority of a discussion

Note:
You can track a discussion only if your administrator has configured this feature. Otherwise, the
Tracked check box is not displayed.

Use tracked discussions to track the status and priority of a discussion. For example, if you need to make
an adjustment to a part, you can create a discussion with the engineer and request a modification. Any
participant can change the status or priority of the discussion. For example, you can change the default
status of Open to either In Progress or Closed. When a discussion is set to In Progress, a green bar
appears next to the discussion when it is viewed. When the tracked discussion is set to Closed, a gray
bar appears next to the discussion when it is viewed. You can also change the priority of the discussion
to Low, Medium, or High.

Tracked discussions can be viewed from both the Feed and Tracked tabs in the Discussions location on
the global navigation bar.

6-4 Active Workspace Fundamentals, Active Workspace 6.1

To create a tracked discussion from the Discuss panel:

1. Click Tracked.

The Status and Priority dropdown lists are displayed.

2. Set the Status value as Open (default), In Progress, or Closed.

3. Select the Priority value as Low (default), Medium, or High.

View and reply to a discussion on a selected object

1. You can view discussions either by:

• Clicking Discussions on the global navigation bar to display the Discussions panel Feed tab
to view all discussions on which you are a participant or are following.

• Clicking Discuss on the on the primary toolbar to view discussions on the object you have
selected.

The most recent discussion appears at the top of the discussion list.

2. (Optional) If the discussion has participants, you can hover over the people icon to determine the
recipients of the discussion message.

3. Click Reply to reply to a discussion.

4. Compose the message and click Reply.

This increments the Reply indicator by one.

Review automated messages informing you of updates

Automated messages are generated when:

• A participant is added or removed.

• The public or private status changes.

• Either of the tracked fields changes (Status and Priority).

• A snapshot is removed from a discussion.

For example, Ed made the following discussion viewable to anyone navigating to the source objects by
clearing the Private Message box. A message is automatically added to the discussion showing who
made the change, what was changed, and the time the change was made.

Active Workspace Fundamentals, Active Workspace 6.1 6-5

Follow a discussion

Follow allows you to receive notifications when new discussions or replies are made in relation to the
source object. This is especially useful if you want to see responses to an object you own.

Note:
You can receive notifications on all discussions for objects you follow or a particular discussion.

1. Select the object and click Discuss on the primary toolbar to display the Discuss panel.

2. To receive notifications, perform either of the following:

• On all discussions about the object, click Follow next to the name of the selected object.

• On a particular discussion, click Follow in the replies area.

6-6 Active Workspace Fundamentals, Active Workspace 6.1

When you follow a discussion, you are notified of replies via the Alerts button on the global
navigation bar.

You can also view discussions in the Discussions location by clicking either Discussions on the
global navigation bar or the DISCUSSIONS tile on your home page. If the tracked message feature
is enabled by your administrator, the Discussions location has a Feed tab that displays the latest
updates to discussions and a Tracked tab that displays your tracked discussions.

Unfollow a discussion

You can unfollow a discussion from the following panels: Discuss, Feed, or Tracked.

To unfollow a discussion from the To unfollow a particular discussion or all discussions on a source
Discuss panel object at any time to stop receiving notifications, click Follow
next to the selected discussion or discussions.
To unfollow a discussion from the Select the discussion and click Unfollow at the bottom of the
Feed or Tracked panel discussion.

Active Workspace Fundamentals, Active Workspace 6.1 6-7

Edit a discussion

You can edit a discussion from the Feed or Tracked tab, Discussions location, or the Discuss panel
associated with the source object.

1. Select the discussion you wish to edit and click More > Edit .

2. Edit the discussion.

3. Click either Discard to discard your edit or click Save to save your edit.

The timestamp on the edited discussion is automatically updated.

Delete a discussion

Note:
You can only delete a discussion if your administrator has configured the delete option for your
group and role. Deleting a discussion also deletes the replies included in it.

You can delete a discussion from the Feed or Tracked tab, the Discussions location, or the Discuss
panel associated with the source object.

• Delete a discussion from the Feed or Tracked tab or Discussions location:

• Select the discussion you wish to delete and click More > Delete .

• Delete a discussion from the Discuss panel:

1. Select the object and click Discuss on the primary toolbar to display the Discuss panel and its
discussions.

2. Select the discussion you wish to delete and click More > Delete .

A confirmation message appears. Click Delete to delete the selected discussion, including all
replies.

View followed discussions in the Discussions location

The Discussions location changes depending on whether the tracked discussion feature is enabled:

• When tracked discussion is not enabled, the Discussions page displays all followed discussions.

• When tracked discussion is enabled, the Discussions page displays two tabs: Feed and Tracked.

6-8 Active Workspace Fundamentals, Active Workspace 6.1

Note:
By default, tracked discussions is disabled. Contact your administrator to enable this.

View followed discussions with the tracking disabled

To view followed discussions:

1. Click either Discussions on the global navigation bar or the DISCUSSIONS tile on your home
page.

The most recent discussion is highlighted.

2. Click Filters to filter on the following:

• Participants

• Private

• Created Before

• Created After

View followed discussions with the tracking enabled

1. Click either Discussions on the global navigation bar or the DISCUSSIONS tile on your home
page. The Discussions page is displayed with two tabs:

Active Workspace Fundamentals, Active Workspace 6.1 6-9

• The Feed tab displays all discussions being followed, starting with the most recent discussion.

The selected discussion appears in the DISCUSSION section where you can reply to the
discussion.

• The Tracked tab only displays followed discussions that are set as tracked discussions starting
with the most recent tracked discussion.

The priority can be Low, Medium, or High. The status can be Open (blue bar), In Progress
(green bar), or Closed (gray bar).

The most recent discussion is highlighted.

2. Click Filters to filter on the following:

• Participants

• Private

• Priority (Appears only when tracked discussions is activated.)

• Status (Appears only when tracked discussions is activated.)

• Created Before

• Created After

6-10 Active Workspace Fundamentals, Active Workspace 6.1

Creating discussions containing snapshots

What are snapshots?

Snapshots capture the 3D data associated with a product. This is done by loading the product in the 3D
viewer and taking a snapshot. Snapshots allow you to share 3D data and collaborate with other users
and business stakeholders. You can share a snapshot created by you with other users in a discussion.
This enables others to collaborate about what is happening in the view where the snapshot was taken.

What must I have in place to create or view discussions containing snapshots?

Before you can create or view discussions containing snapshots, ensure you have:

• Teamcenter lifecycle visualization installed.

• Snapshot discussion enabled. If disabled, your administrator can enable this.

• Two access control lists (ACLs) configured by your administrator.

Where are snapshots located that I can use in discussions?

You can start a discussion for a snapshot from wherever your created snapshots are located in Active
Workspace, for example:

• The MY GALLERY tile on your home page.

• The 3D view > Gallery tab on the work area toolbar.

Also, you can capture a snapshot from the Discuss pane while creating a discussion. However, the 3D
tab is necessary for Capture Snapshot to be visible in the discussion panel.

Create a discussion and share a snapshot either from Gallery or from My Gallery

You can select a snapshot to share in your discussion either from Gallery or from My Gallery. Once a
discussion is created for a snapshot, the Create Discussion option on the snapshot is replaced with
Open Discussion.

Active Workspace Fundamentals, Active Workspace 6.1 6-11

1. Select an object, for example, drive_ring_asm.

2. Open the object.

3. Select 3D to load the assembly in the 3D viewer.

4. Click Gallery .

5. Select the Created By Me view.

6. Select the snapshot which you wish to share and click More Commands .

7. Select Create Discussion to create a discussion on the snapshot.

8. (Optional) Click the Add Source to add an additional source object to the discussion.

9. Click Add Participant to add one or more participants to the discussion. Select the participant
and click Add.

One or more participants is required when sharing a snapshot in a discussion.

The snapshot is shared with the participants you add to the discussion.

10. (Optional) Click the Private Message box to restrict access to the discussion to limit it to the list of
participants.

If the Private Message box is not selected, users viewing the discussion cannot see the snapshot
shared in the discussion.

Private messages appear with a lock icon.

6-12 Active Workspace Fundamentals, Active Workspace 6.1

11. (Optional) Click the Tracked box to track the status and priority of a discussion. By default, the
status is Open and the priority is Low. You can set the priority (Low, Medium, or High) using the
dropdown list.

12. Type your message in the Message field.

13. (Optional) Click Remove Snapshot to remove the snapshot from the discussion. Although the
snapshot is removed from the discussion, it is not removed from the system. It is still available from
the Created By Me view in both Gallery and My Gallery.

14. Click Create to create the discussion on the object.

The new discussion appears on the Discuss panel.

It also displays in the Discussions location. Click either Discussions on the global navigation bar
or the DISCUSSIONS tile on your home page to view your new discussion.

Each discussion has a timestamp and new discussions appear at the top of the list. As the creator of
the discussion, you are automatically set to follow all replies in the new discussion.

To view a discussion for a particular snapshot, choose the snapshot from either Gallery or My Gallery
and select More Commands > Open Discussion .

Capture a snapshot from the Discuss pane when creating a new discussion

You can use Capture Snapshot to capture a snapshot from the 3D view to include it in your
discussion.

1. Select an assembly object.

Active Workspace Fundamentals, Active Workspace 6.1 6-13

2. Open the object.

3. Select the 3D view to display the 3D image.

4. Click Discuss on the primary toolbar to display the Discuss panel.

If there are existing discussions on the object, these discussions are visible.

5. Click New Discussion to begin a new discussion on the selected object.

6. (Optional) Click the Add Source to add additional source objects to the discussion.

7. Click Add Participant to add one or more participants to the discussion. Select the participant
and click Add. Note that participants in a discussion automatically follow the discussion.

One or more participants is required on a discussion where you are sharing a snapshot.

Snapshots that are shared in a discussion appear in Gallery and My Gallery under the Shared By
Me tab and the Created By Me tab.

8. (Optional) Click the Private Message box to restrict access to the discussion and limit it to the list
of participants.

When created, private messages appear with a lock icon.

9. (Optional) Click the Tracked box to track the status and priority of a discussion. By default, the
status is Open and the priority is Low. You can set the priority (Low, Medium, or High) using the
dropdown list.

10. Type your message in the Message field.

11. To include a snapshot in this discussion, click Capture Snapshot in the SNAPSHOT area. This
creates a 3D snapshot in the Discuss panel. The snapshot is also added to Gallery on the work area
toolbar and to the MY GALLERY tile on your home page.

6-14 Active Workspace Fundamentals, Active Workspace 6.1

(Optional) Click Remove Snapshot to remove the snapshot from the discussion. Although the
snapshot is removed from the discussion, it is not removed from the system. It is still available from
the Created By Me view in both Gallery and My Gallery.

12. Click Create to create the discussion on the object.

The new discussion appears on the Discuss panel.

It also displays in the Discussions location. Click either Discussions on the global navigation bar
or the DISCUSSIONS tile on your home page to view your new discussion.

Each discussion has a timestamp and new discussions appear at the top of the list. As the creator of
the discussion, you are automatically set to follow all replies in the new discussion.

To review discussions for a particular snapshot, choose the snapshot and select More Commands >
Open Discussion .

Using Subscriptions

What are subscriptions?

Subscriptions are objects you are following using the Follow command. When these objects you are
following are changed, for example, when your data is modified by another user or as the release status
of an item revision changes, you receive notifications in near real time using either external email or
news feed. In addition to these notifications, an Alerts button on the global navigation bar notifies
you when subscription notifications are received.

Active Workspace Fundamentals, Active Workspace 6.1 6-15

Basic concepts

Use the Subscription feature in Active Workspace to be notified of events, such as:

• An item or item revision is checked in or checked out (site or remote) or canceled.

• An item is modified or deleted.
• New subscription recipients

Follow and unfollow objects

You can subscribe to follow one or multiple objects at a time. When you no longer need to subscribe to
an object, you can unfollow the object.

Follow one or multiple objects

1. Select one or more objects to follow and click Share > Follow from the primary toolbar.

When selecting multiple objects, the event type list displays the event types common to all selected
objects. The number of objects to which you can subscribe at one time is configured by your
administrator.

The Follow pane is displayed listing the default event types (Assign Status, Attach, and New Item
Revision).

2. Select which event type you want to follow, the frequency, and the priority. You can also add other
users as followers.

a. Click Edit next to the My Events check box to view your selected events and the available
events.
b. From AVAILABLE EVENTS, Select an event from the event list and click Add to selected
events .

6-16 Active Workspace Fundamentals, Active Workspace 6.1

Note:
If you are already subscribed to an event type, that event type does not appear in the
AVAILABLE EVENTS list.

c. Click CONFIGURE MY EVENTS.

a. (Optional) Edit the object name.

b. From Frequency, select from Immediately (not collated), Daily (daily digest), and
Weekly (weekly digest). The default is Immediately.

c. From Priority, select from Normal, High, and Low. The default is Normal.

d. (Optional) In the FOLLOWERS section, click Add Follower to find a user to add as a
follower. The USERS section filters as you type; type the first few characters of the user's
name to display the user you want. Then, select the user by their group and role and click
Add. You can add multiple followers.

When you unfollow the object, any followers you added will be unfollowed. Also, any
followers you add to an object can unfollow the object at any time.

e. Once your selections are complete, click Follow to subscribe to the object.

To verify your subscription was created, click the SUBSCRIPTION tile on your home page. Your
subscription appears in the My Subscriptions tab.

Unfollow a subscription on an object in the My Subscriptions tab

1. Click the SUBSCRIPTION tile on your home page.

2. Select the My Subscriptions tab.

3. Select the subscription you want to unfollow and do one of the following:

• From the list of subscriptions, click Unfollow .

• From the FOLLOWERS area, click Unfollow.

Both you and any followers you added to the subscription will no longer follow the object.

4. From the confirmation dialog, click Unfollow.

Unfollow a subscription on an object in the Added As Follower tab

1. Click the SUBSCRIPTION tile on your home page.

Active Workspace Fundamentals, Active Workspace 6.1 6-17

2. Select the Added As Follower tab.

3. Select the subscription you want to unfollow and do one of the following:

• From the list of subscriptions, click Unfollow .

• From the FOLLOWERS area, click Unfollow.

Only you will be removed as a follower. The user who added you as a follower on the object will
continue to follow the object.

4. From the confirmation dialog, click Unfollow.

Follow an object type

You can follow an object type, for example, Item or ItemRevision.

1. Click a subscription on the My Subscriptions page.

2. Select Share > Follow Type .

3. In the Follow Type panel, select an event type from Other you want to follow. Then, select the
frequency and the priority. You can also add other users as followers.

4. Select My Events to follow multiple events on a type.

5. (Optional) You can select Edit to edit the properties, criteria, and followers. When you are
finished editing, click Edit > Save Edits .

a. To add subscription criteria to follow selected properties of an object, click Add in the
CRITERIA section. From the Add criteria panel, select a logical operator (AND or OR).

b. Select a property, for example, Date Modified.

Note:
The subscribable properties displayed are those configured by your administrator.

c. Select an operator. The operator selections are dependent on the property selected.

d. Enter the value and click Add to save the row of values in the CRITERIA section.

Click Add to add additional subscription criteria and select Edit > Save Edits .

6-18 Active Workspace Fundamentals, Active Workspace 6.1

Note:
• In the CRITERIA section, you can add multiple subscription criteria, change the order
of the rows to change the priority of the criteria, and edit or remove existing criteria.
• The news feed for subscriptions containing OR values in the Criteria contains a pipe
(|) character instead of OR in the Criteria Value field.

e. Click Follow.

The CRITERIA section of the followed object is updated.

Follow multiple events on an object

You can use the My Events list to follow multiple events on an object. However, the number of objects
to which you can subscribe at one time is configured by your administrator.

1. Select an item revision, for example, Hard Drive Assembly, HARD DRIVE ASSEMBLY, and click
Share > Follow.

The My Events check box is displayed.

2. Click Edit to the right of the My Events check box to view selected events and available events.

Three events, Assign Status, Attach, and New Item Revision, are configured by default.

3. To add additional events to follow, you can scroll through the AVAILABLE EVENTS list and select
additional events to follow.

4. Select the My Events check box to follow all the configured events.

Active Workspace Fundamentals, Active Workspace 6.1 6-19

5. Once you have a selected list of events to follow, click back and click Follow.

If an event type, such as New Item Revision, does not appear in the Event Type list, it is because it
is not applicable for the selected object. Also, any non-applicable and already-subscribed-to events
are filtered out.

Filter your news feed notifications

You can filter your news feed notifications to easily access the notifications you want to view.

When notifications are available, the Filters panel is open by default. Once you close the Filters panel in
a session, it remains closed for that session.

1. With News Feed selected, click Filters to display the Filters panel displaying categories of
subscription notifications, such as: Message Type (for example, Print and Subscription Manager)
and Event (for example, Check-In and Print Complete).

2. Select from the different categories. For example, by selecting Subscription Manager, you only
see notifications pertaining to Subscription Manager.

3. To save your filter selection for later use, click Save Filter Selection. Notifications from the saved
filter are loaded when the News Feed location is loaded from the SUBSCRIPTION tile.

To modify the saved filter selection, change the filter selection and save it.

Modifying your subscriptions

Add followers to your subscriptions

You can add additional followers to one of your existing subscriptions from the SUBSCRIPTION tile on
your home page.

1. Click the SUBSCRIPTION tile.

2. From the Subscriptions page, click the My Subscriptions tab to display your existing subscriptions.

3. Select the subscription you want to add additional followers.

Notice that your name already appears in the table in the FOLLOWERS section of the Overview tab
of the item to which you have subscribed.

4. Select Edit > Start Edit.

5. In the FOLLOWERS section, click Add Follower to display the Followers panel.

6-20 Active Workspace Fundamentals, Active Workspace 6.1

6. Type the first few characters of the user's name in the Followers field to display the user you want
to follow your subscription.

7. Select the user by their group and role and click Add.

You can add multiple followers.

8. Select Edit > Save Edits to save the followers displayed in the Followers table.

The user you added as a follower can now view their new subscription by clicking the Added As
Follower tab on the Subscriptions page.

Add an expiration date to your subscriptions

You can add an expiration date to each of your subscriptions if your administrator enabled the expiration
date feature.

1. Select a subscription from your My Subscriptions tab. Change your view to Table with Summary
view. This enables you to sort your subscriptions by fields, such as Name, Event Type, and
Expiration Date, which you can order using Arrange

2. Select Edit > Summary to edit the PROPERTIES area. Add an expiration date for the desired
subscription.

Note:
If you want to change your subscription to inactive, clear the Is Active check box.

3. Select Edit > Save Edits to save your changes.

Change the owner of your subscription

You can change the owner of your subscription. This is helpful if you are leaving the project or the
company.

1. Select a subscription from the My Subscriptions tab and click Manage > Change Owner.

2. Select the new owner from the Change Owner panel, and click Transfer.

This immediately removes the subscription from your My Subscriptions list.

Temporarily transfer notification of your subscriptions

You can temporarily transfer notification of your subscriptions. This is especially helpful if you are going
to be out of the office for a period of time. You can select a coworker to take over as owner of the
subscription during that time.

Active Workspace Fundamentals, Active Workspace 6.1 6-21

1. Select a subscription from the My Subscriptions tab and click Share > Transfer Notification.

2. Select the start and end dates for the transfer notifications and add a follower as a temporary
notifier.

3. Click Transfer to save your changes.

The following fields in the PROPERTIES section are updated:

• Temporary Notifier

• Temporary Notification Start Date

• Temporary Notification End Date

Personalizing Subscription

Set your subscription notification method and retention time

Use the SUBSCRIPTIONS area on your Profile page to:

• Set your subscription notification method.

You can receive your subscription notifications in near real time using either external email, news
feed or both depending on your notification method.

• Set your news feed retention time.

You can indicate whether you want to retain your news feed for a few days or if you want to always
keep your news feed messages.

6-22 Active Workspace Fundamentals, Active Workspace 6.1

Set your subscription notification method

1. From your Profile page, select Edit > Start Edit.

2. From the Notification Method list, select one of the following notification methods:

• Email
• News Feed (default)
• Email and News Feed

3. (Optional) Select the option of receiving daily and weekly digests that collate all notifications.

These digests are available in both Active Workspace and rich client.

4. Select Edit > Save Edits to save your selections.

Set your news feed retention time

You can indicate whether you want to retain your news feed for a few days or if you want to always keep
your news feed messages.

1. From your Profile page, select Edit > Start Edit.

2. In the Retain News Feed (In Days) field, enter the number of days you want to always keep your
news feed messages.

The default is to keep the news feed messages always and this is indicated by a blank field.

3. Select Edit > Save Edits .

Using the Alerts button to view alerts

The Alerts button appears on the global navigation bar and notifies you when specific items have
changed. A number indicator to the right of the Alerts button appears when notifications are
received. If this button is not visible, your administrator has disabled it.

The pop-up shows various categories of alerts, such as:

• Print (indicating asynchronous print jobs are ready).

• News Feed (indicating a change has taken place on an object or activity to which you are subscribed).
• Document Management (indicating document rendering is complete or document property updates
are complete).

You can click on the category on the pop-up, for example, News Feed, to see details on the
notifications.

Active Workspace Fundamentals, Active Workspace 6.1 6-23

If you click an object, the target page for the object displays.

Note:
• When you click on a notification, the counter decreases by one (1).
• To clear all notifications on the pop-up list, click Clear.
• A maximum of 10 alerts is displayed per category.

View and delete notifications and subscriptions

To view your notifications and subscriptions, click the SUBSCRIPTION tile on your home page. From the
Subscriptions page, use the following:

• News Feed tab to view and delete your notifications.

• My Subscriptions tab to view and delete subscriptions that you configured.
• Added As Follower tab to view and delete subscriptions to which you have been added as a follower.

6-24 Active Workspace Fundamentals, Active Workspace 6.1

© 2022 Siemens
7. Accessibility in Active Workspace
What is accessibility?
Active Workspace supports many accessibility features that make it more usable and accessible to users
with physical and situational disabilities, such as blindness, deafness, learning disorders, motor
disabilities, and temporary disabilities, like a broken arm or leg. Accessibility also takes into account
other restrictions users may face, such as slow network speeds and bandwidth restrictions.

Accessibility in Active Workspace is based around four core principals, which are as follows:

• Perceivable. Ensures that the Active Workspace user interface is presented in ways all users can
perceive. This includes captions for videos, and alternate text for images and icons.

• Understandable. Ensures that information is easily understandable by using clear and concise text,
tooltips, and offering navigation assistance when needed.

• Operable. Ensures that the Active Workspace functionality is available for multiple input methods and
provides keyboard-based navigation and functionality for other input methods.

• Robust. Ensures that content offers high usability to the widest variety of users, such as easy table
editing and saving of changes.

Available accessibility features in Active Workspace

Keyboard navigation

You can navigate the Active Workspace user interface using minimal keyboard keys, such as Tab, the
Spacebar, the arrow keys, and Enter. As you navigate through the page, the areas highlight to show
your location.

Active Workspace Fundamentals, Active Workspace 6.1 7-1

To Do

Navigate forward Press Tab. Each press moves you to the next item on the page.
in the Active
Workspace user
interface.

Navigate backward Press Shift + Tab. Each press moves you to the previous item on the page.
in the Active
Workspace user
interface.

Open the Press Enter or the Spacebar.

selection.

Move between Use the arrow keys to move up, down, left, and right inside the table or tree view.
rows and cells in a
table and tree
views.

Select a table cell Press Enter or the Spacebar.

in table and tree
views.

7-2 Active Workspace Fundamentals, Active Workspace 6.1

To Do

Expand or collapse Press Enter or the Spacebar.

an element with
child elements in
the tree view.

Open an object Use the right arrow key to highlight the Open command and then press Enter or
from the table and the Spacebar.
tree views (if
applicable).

Navigate up and Use the up and down arrow keys.

down a list of
Alternatively, press Tab to move down the list and Shift + Tab to move up the list.
items or
commands.

Select an item Press Enter or the Spacebar.

from a list of items
or commands.

Close a list. Press Esc. If multiple lists are open, the most recently opened list is closed first.

Skip to main section of the page

The first time you press the Tab key when using keyboard navigation in Active Workspace, a Skip to
main option displays in the upper-left corner of the window. While this option is displayed, you can
press the Enter key to bypass navigation to other areas and skip directly to the main work area.

Active Workspace Fundamentals, Active Workspace 6.1 7-3

Once in the main work area, you can continue to use the Tab and arrows keys as needed to navigate the
interface.

Edit tables and auto save changes

Accessible table editing allows you to easily edit the data in table cells by double clicking the cell. Once
the cell is in edit mode, you can make any necessary changes to it. When you click on a different cell,
these changes are saved when you have Autosave Tables turned on.

Tip:
You can also place the entire table into edit mode by clicking Edit . When you are finished
making changes, you must click Save Edits to save your changes.

Editing the properties of an item with a status of released

You can edit the properties of an item that is already released by double-clicking the property in the
table. The Released flag is removed from the object. Edits are saved automatically when you move to
another cell.

7-4 Active Workspace Fundamentals, Active Workspace 6.1

Alternate text for icons and images

Alternate text allows screen readers to convey image information to users with visual impairments.
Active Workspace contains many command icons, thumbnails, indicators, and tiles that include alternate
text. When you use a screen reader to read back the contents of the page, these elements are called out
as images and buttons to give you clear idea on what is contained on the page.

Note:
The examples below are for informational purposes only. Your screen reader setup and the names
of commands and indicators may be different from the default Active Workspace values for these
objects.

• Commands, such as Open, and tiles, such as INBOX, are seen by screen readers as buttons.

• When a screen reader is processing the INBOX tile on the home page, it reads this back as Button,
Inbox.

• When a screen reader is processing the Open command on the primary toolbar, it reads this back as
Button, Open.

• Thumbnail icons for objects, your profile picture, and indicators are seen by screen readers as images.

• When a screen reader is processing a thumbnail image of a hard drive assembly, it reads this back
as Image, hard drive assembly.

• When a screen reader is processing a release status indicator icon that shows an approved release
on November 15th, 2020, it reads this back as Image, Approved, 15-Nov-2020.

Active Workspace Fundamentals, Active Workspace 6.1 7-5

7-6 Active Workspace Fundamentals, Active Workspace 6.1

Record a problem in a log file to share with your admin

If you're having issues with Active Workspace, use this feature to record the problem in a log file to share
with an administrator or someone else who can help you find a solution.

For example, if you're having performance issues:

1. Click the icon on the home page and choose the Logging command.

The system displays the Logging panel.

2. Choose Performance for the Type of log.

3. Set the Journal Level value.

4. Set the Journal Type value.

Active Workspace Fundamentals, Active Workspace 6.1 8-1

5. Set the Modules for performances you want to record. You can choose more than one.

6. Click Start.

The system begins recording the problem in a log file for your administrator.

Note:
Because this feature creates a lot of data, be careful not to over use it.

The ability to record problems in a log file enables you to:

• React more quickly, based on your observations.

• Capture the log while in the Active Workspace client.

• Avoid production server downtime for setting variables or collecting logs.

• Avoid impacting other logged-in users.

This is an optional feature you or your administrator can activate by setting two preferences:

Record a problem in a log file to share with your admin

• Turning on the TC_reactive_logging_notification_list preference notifies the administrator

regarding the log ZIP file you want the administrator to review.

• Turning on the TC_reactive_logging_file_download preference displays a pop-up message to the

administrator with a link to download the file in Active Workspace.

Note:
If you want your administrator involved, make sure these preferences are set. Otherwise, only you
will receive the log file location and machine information.

Viewing audit logs

Using audit logs

Note:
Your administrator must enable the Audit Logs page for Active Workspace. Also, you must have
administrative privileges or you must be granted privileges to view audit logs.

8-2 Active Workspace Fundamentals, Active Workspace 6.1

System administrators use Audit Manager to create audit logs. Audit logs track what information has
changed and who has changed the information.

In Active Workspace, you can view the following audit logs:

• Audit - General Report

• Audit - General Sponsored Authentication Report

• Audit - File Access Read-Write Report

• Audit - File Access Report

• Audit - File Access Sponsored Authentication Report

• Audit - Security Report

• Audit - Schedule Report

• Audit - Organization Report

• Audit - Digital Signature Report

• Audit - License Change Report

• Audit - License Export Report

• Audit - License Export Sponsored Authentication Report

• Audit - License Change Sponsored Authentication Report

• Audit - Organization Sponsored Authentication Report

• Audit - Structure Sponsored Authentication Report

• Audit - Workflow Detailed Report

• Audit - Workflow Summary Report

• Audit - Workflow Attachment Report

• Audit - Workflow Signoff Report

You can view audit logs using the Audit Logs tab in Active Workspace.

Active Workspace Fundamentals, Active Workspace 6.1 8-3

Audit project events and view assigned or removed data

You can audit Project events by activating the following out-of-the-box audit definitions.

• TC_Project:Fnd0Assign_Data_To_Project

• TC_Project:Fnd0Remove_Data_From_Project

You can view assigned or removed data from a project event in the Security section of the Audit logs
tab in the Project Summary page.

You must configure the Summary stylesheet for a specified workspace object to enable the out-of-the-
box Security Audit Logs tab in the Active Workspace client, so the audit logs can be viewed.

For example, for showing the ItemRev summary, customize the Audit Logs display and configure the
Summary stylesheet for the inject type dataset.

8-4 Active Workspace Fundamentals, Active Workspace 6.1

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