Workspace Management

Overview

An xpna workspace is a collection of data and metadata. Individual businesses will usually have a single workspace for all of their data containing information from multiple sources allowing for consolidated reporting. Accounting practices, bookkeepers and fractional CFOs will usually have a separate workspace for each of their clients, keeping the data and metadata separate.

Workspace selection

If a user has access to multiple workspaces, an option to change their current workspace shows at the top of the workspace management task pane. Selecting a different workspace from the list will cause xpna to load the user into that workspace.

Workbook locking

Users can choose to lock Excel workbooks for use with a specific workspace. This is done by clicking the "Set to current" button on the Workspace management section of the xpna task pane. Once a workbook is locked to a workspace, xpna functions will not fire unless the xpna and workbook workspaces match. This is useful for users who have access to multiple workspaces and want to ensure that they are only retrieving data from the correct workspace.

Managing users

Users can be added, invited, enabled, disabled, or deleted by administrators of the current workspace. The same user-management experience can be opened from xpna Web or the xpna Excel add-in task pane.

Workspace permissions are organised into Users and Security tabs. Users and invitations are managed on Users. Role-based security and security groups are managed on Security.

When role-based security is enabled, group membership counts are shown on Users. Selecting a count for a user without administrator access opens Security, filtered to that user's groups. Enabled workspace administrators have full data access; other enabled users need at least one security group to view data.

See Managing Workspace Users for access instructions and details of each user-management action.

See Role-based Security for enabling security and managing group access.

API keys

API keys can be used to access transaction data via OData for Excel tables and Power BI in a given workspace. Users can generate their own API keys and use them to authenticate requests to the xpna API.

To learn how to set up and use API keys, see the API keys help page.

Power BI

If a user is enabled for PowerBI access, this section will show allowing them do access the xpna Power BI templates. See Connecting Power BI to xpna for further information.