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 that are administrators of the current workspace can manage the users within the workspace and invite new users to collaborate in the workspace. To get started with managing users, use the Manage workspace permissions action button.

Adding users

Administrators can invite other users to access their workspace. This is done by clicking the Add action button.

Users can be invited with either "Admin" or "User" permissions. Admin users can invite other users, change workspace settings, and delete the workspace. User users can only view the workspace and use the general xpna functionality.

The Invite User dialog allows administrators to add a user to this workspace. If the user is already a member of the subscription, such as having access to other xpna workspaces within the subscription, this dialog will grant them access to the current workspace. Administrators can also invite new users by entering their email address, first name, and last name to send out an invitation to join the xpna subscription and access the current workspace.

When a user is invited, the following will happen:

• A new invitation email will be sent out to the designated user with details of the workspace and the user that invited them.
• The user count of the subscription will not be updated until the user accepts the invitation.

Note:

Depending on the subscription's allocation of users, inviting a user to a workspace could cause an increase in the user count that would require an additional user subscription to be added to the current subscription. If this occurs, the administrator will be notified of this when inviting a user, and the subscription will be automatically updated.

Refer to the pricing for information on the cost of additional users.

Removing users

Note:

Once a user is associated with a workspace, they cannot be dissociated, only disabled.

Administrators can disable other users (except themselves) from a workspace by turning off their Enabled flag.

Disabling a user will result in the following:

• The user will lose access to the current workspace.
• If the user is not associated with any other workspaces within the current subscription:
  • The user will be flagged as disabled across the entire subscription.
  • The user count for the subscription will be immediately reduced.

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.