Managing multiple projects: Workspaces

Workspace overview

Example of a Workspace view

A Workspace is a group of projects that you can view and manage together in one page. You can search across all the projects in a workspace, view project backlogs side by side, see your My Work panel across projects, and plan with the big picture in mind.

Workspaces can help provide transparency for product owners, managers, and developers who work on multiple projects in tandem. Each Tracker user creates their own unique Workspaces. You can have multiple Workspaces, and each Workspace can contain some or all of the projects you belong to.

Tracker stories (including release markers) and epics are unique to a particular project. Workspaces let you work with stories and epics in different projects on the same page, and make related stories and releases more visible.

Creating a Workspace

You can create as many Workspaces as you like, and there are no limits to how many projects a Workspace may contain. For optimal performance when you’re in a Workspace, it’s best to limit the number of projects to 30.

Here’s how to set up a Workspace:

  1. Select Create Workspace from the Projects dropdown at the top left of Tracker (or from the Dashboard).
    Workspace access from the dashboard and in the projects dropdown menu

  2. Enter a name for your Workspace and click Create Workspace.

  3. Follow the on-screen directions in the sidebar to add projects to your Workspace.

  4. Each project added to your Workspace will be separated in the sidebar, so you can choose the panels to display for each.

Managing your Workspace

Customizing

Each project has a project color to help you quickly differentiate between the backlogs in your Workspace. To set/edit project colors, click on the color box to the left of the project name while in the Add/Remove Projects list. The change applies only for your Workspace. Each user can select their own project colors.

The color boxes shown for each project

You can add, remove, and rearrange projects in your Workspace by clicking the Projects count icon on the left or the Workspace Settings icon on the right, in the sidebar, then choosing Add/Remove Projects.

The projects count icon and the Workspace settings icon

To remove a project from your Workspace, click the red X to the right of the project. To add a project, click Choose Project to Add and select a project to add from the menu.

The 'Choose project to add' option and the red x's for deleting projects from the Workspace

You can click the move project icon to drag/drop projects to change their position. The order in which your projects are positioned will also determine the order in which stories are returned in a Workspace search.

The 'Move project' icons in the projects list for adjusting the order of projects

Organizing projects

You can organize projects in a Workspace by product, by platform, or by channel. For example, if you have separate projects for iOS and Android development, you can group them together in a “Mobile” Workspace. If your DevOps team has chores spread across multiple projects, they can put those projects in a “DevOps” Workspace. If your design team is outpacing the delivery team, you can put both projects in a Workspace to see how completed design work stacks up against the development backlog, and adjust priorities to get design prototypes to customers before the concepts go stale. A project can live in more than one Workspace, so you can group projects in different ways to see how they impact each other.

Searching

You can perform searches across all of the projects contained in a Workspace. For instance, you could perform a search to show all the unstarted features that have the word “products” in the story title. You can also use the same label name in multiple projects, and search for that label across all projects in your Workspace.

Example of a Workspace search across multiple projects

Any search that can be performed in a single project can also be performed across multiple projects in a Workspace. Stories matching the search are grouped by the projects they belong to, and appear in the same project order as the sidebar. See Advanced search for more on how to refine a search in Tracker.

My Work

Every Workspace has a My Work link in the sidebar. It opens a panel that lists all of the stories you own or have requested, in each of the projects in your Workspace. You can choose to group stories By Project or By State. For instance, you might like to see all delivered stories regardless of project, so you could set the view to By State rather than update your search terms.

The option to group stories by project or state in a 'My Work' panel

In addition, you can easily see other members’ workloads by performing a My Work search using their name, initials, or username (e.g., mywork:<name, initials, or username>). For more information on how to refine a search in Tracker, see Advanced search.

Moving stories

In a Workspace, it’s easy to move stories between projects just by dragging and dropping between panels. You can also select multiple stories from one project and drag all of them to a different project.

For more…

Read more about managing multiple projects with Workspaces in these blog posts:

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