Workspace Setup

The workspace is the top-level container for all Report Forge blueprints, editions, outputs, and users in your organisation. Complete the workspace setup before inviting contributors — a small amount of structure prevents duplicate blueprints, unclear ownership, and inconsistent exports.

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Before you start

Gather the following decisions before beginning setup:

Decision	Why it matters
Blueprint naming convention	Prevents duplicate blueprints and makes editions searchable.
Project / portfolio structure	Determines how blueprints are scoped and editions are grouped.
Role assignments	Controls who can create blueprints, who reviews, and who can only view.
Reporting cadence	Informs edition due date configuration and notification settings.
Export format standards	Ensures consistent PDF/Excel outputs across all reports.

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Setup sequence

Follow this sequence to configure a workspace from scratch:

1. Configure workspace settings

1. Navigate to Admin → Workspace settings.
2. Set the Workspace name (typically your organisation or programme name).
3. Upload the Organisation logo — used in report headers and cover pages.
4. Set the Default timezone — affects all date/time displays and scheduling.
5. Set the Default date format (DD/MM/YYYY, MM/DD/YYYY, or ISO 8601).
6. Set the Default currency — used in currency field defaults.
7. Save.

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2. Create projects or portfolios

Blueprints and editions are associated with a project or portfolio:

1. Navigate to Admin → Projects.
2. Click + New Project.
3. Enter:
   • Project name (use the agreed naming convention, e.g. PROJ-001 - Harbour Bridge Upgrade).
   • Project code (short unique identifier used in edition names).
   • Client (optional — shown on report outputs).
   • Start date and End date.
   • Status: Active, Tender, Closed.
4. Assign a Project manager (this user receives admin-level access to the project's blueprints).
5. Save.

Repeat for each project or portfolio that will use Report Forge.

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3. Invite users and assign roles

1. Navigate to Admin → Team.
2. Click + Invite user.
3. Enter the user's email address.
4. Assign a role:
   • Viewer — read-only access to published outputs.
   • Contributor — can fill in edition sections they are assigned to.
   • Reviewer — can review and comment on editions.
   • Report Owner — full blueprint and edition management for their assigned blueprints.
   • Admin — full workspace access including user management and org settings.
5. Click Send invite.

The invited user receives an email with a link to accept the invitation and create their account.

Invite report owners first

Report owners are responsible for creating and managing blueprints. Invite them and ask them to test the workspace before contributor invitations go out.

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4. Define the naming convention

Document and communicate the naming convention to all report owners before they create blueprints. A recommended convention:

Element	Format	Example
Blueprint name	[Project Code] [Report Type]	PROJ-001 Monthly Progress
Edition name	[Blueprint name] [Period]	PROJ-001 Monthly Progress April 2025
Output name	[Edition name] [Format]	PROJ-001 Monthly Progress April 2025 - FINAL.pdf

Publish the naming convention in your workspace description or a pinned team note.

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5. Create a pilot blueprint and test edition

Before onboarding all contributors:

1. Create one blueprint using the agreed naming convention.
2. Add 2–3 sections with representative fields.
3. Create a test edition.
4. Assign a test contributor (one of the report owners acting as a contributor).
5. Complete the full cycle: data entry → review → approve → export.
6. Identify any field configuration or layout issues.
7. Fix before publishing the blueprint for live use.

This pilot run catches structural issues before contributors are waiting on a working blueprint.

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6. Configure notification settings

1. Navigate to Admin → Notifications.
2. Configure when automated emails are sent:
   • Edition created — notify assigned contributors.
   • Due date approaching — send a reminder N days before the edition due date.
   • Section submitted — notify the reviewer.
   • Changes requested — notify the contributor.
   • Edition approved — notify the report owner.
3. Set the default reminder lead time (e.g. 2 days before the due date).
4. Save.

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7. Add contributors after the pilot

Once the pilot confirms the blueprint and process works:

1. Invite the full contributor group via Admin → Team.
2. Assign contributors to sections in the blueprint's Contributor assignments panel.
3. Create the first live edition.
4. Use Notify contributors to send the first data entry request.

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Ongoing admin tasks

Task	Frequency	Where
Review active blueprints	Quarterly	Admin → Blueprints
Archive stale blueprints	As needed	Blueprint Library
Add or remove users	As needed	Admin → Team
Update project status	When project closes	Admin → Projects
Review audit log	Monthly	Admin → Audit log
Check notification delivery	If contributors report missing emails	Admin → Notifications

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Related

• Role Permissions Matrix
• Blueprint Library
• Blueprint Best Practices
• Edition Best Practices
• Notification Management — workspace and per-project notification settings
• Project Management — creating and managing projects