A workspace in Conductor contains all of the activities and data related to a build project. The owner of a workspace is the RingCentral user that creates the workspace. Each workspace represents the work scoped by a single Quote/SoW.  There can be multiple workspaces having the same UID but each must have a unique Salesforce Quote ID (aka sales agreement number).

  • Only RingCentral employees can create new workspaces.
  • Salesforce Quote ID’s are used as unique identifiers across all workspaces in Conductor.

Creating a New Workspace

To create a new workspace, click on the New Workspace button on the main page of Conductor and provide the following information (required fields are denoted by *):

  • UID*
  • Quote ID* Select the desired Quote ID (aka sales agreement number). This field is automatically populated from the Salesforce API with all available Quote ID’s for the given UID.
  • Workspace Title* is also automatically populated via the account name in Salesforce.
  • Due provide a projected or estimated due date for the workspace completion.

Click Next to proceed to the Service Plan tab of the new workspace. The Service Plan tab requires you to confirm the following information before continuing:

  • Brand Retrieved from the Salesforce API.
  • Edition Retrieved from the Salesforce API.
  • DL’s Retrieved from the Salesforce API. This is the total number of DL’s that the workspace that are available to provision for the account.
  • Feature Add-ons Retrieved from the RingCentral Connect platform API.

If the number of DL's showing on the Service Plan tab is not correct, then the Account Executive or Sales Desk must add the additional DL's to SalesForce for the account. Once the additional DL's (in the form of unassigned extensions) have been added to SalesForce, you can click the Refresh icon towards the bottom of the modal window and the additional DL's will become available to use in Conductor.

Click Next to proceed to the Settings tab of the new workspace. The Settings tab allows you to specify the following configuration options for the workspace:

  • HIPAA Compliance Only available for accounts having a brand of RingCentral (not RingCentral UK, RingCentral EU, RingCentral AU, etc.) and an edition of “Standard” or higher. Currently this is for informational purposes only, it has no further impact on the workspace.
  • Single Sign-On Available to all account brands having an edition of “Standard” or higher. Hides the password field when creating extensions, only a PIN will be required.
  • Active Directory Integration Available to all account brands having an edition of “Premium” or higher. Currently this is for informational purposes only, it has no further impact on the workspace.
  • Cost Centers Available to all account brands and editions. Enables the cost center field in the sites module allowing you to specify a cost center for a site. Currently this is for informational purposes only, it does not get synced to the account on the RC platform due to lack of RingCentral Connect API coverage.

Click Done to create the new workspace. Workspaces cannot be deleted once they have been created without support intervention.

Common Errors When Creating Workspaces

Error: Parameter '[name]' value is already used by another team.

  • This error means that the Glip teams for the workspace already exist because a workspace has already been created against the same Quote ID. To resolve this issue, simply join the existing workspace.

Workspace Statuses

Workspaces have three separate status indicators. Notifications are automatically pushed to the activity feed when any due date or status is set or modified.

  1. The first status indicators are the status lights representing the completion of each section contained in a workspace (sites, numbers, users and devices). The state of these lights are controlled from within each section by clicking on the status dropdown underneath the navigation breadcrumbs. There are four possible states:
  • Not Started
  • Started
  • Needs Info
  • Completed

2. The second status indicator is the carrier dipping status icon. Numbers are carrier dipped using a combination of the RingCentral Lergerator and Neustar API’s. There are four possible states:

  • Empty: No numbers have been added to the workspace yet.
  • Dipping: This temporary state is only seen while numbers are in the process of being carrier dipped.
  • Success: All numbers in the workspace have been successfully carrier dipped and categorized.
  • Error: An error was encountered while attempting to carrier dip one or more numbers. Port packages cannot be created as long as an error is present.

3. The third workspace status indicator is the synchronization status icon. It has five possible states:

  • Not Ready to Sync: The workspace is not ready to sync yet (minimum required data has not been provided).
  • Syncing: This temporary state is only seen while the workspace is in the process of synchronizing.
  • Sync Successful: The synchronization of the data to the account on the RingCentral platform has completed successfully.
  • Sync Error: The synchronization of the data to the account on the RingCentral platform has encountered an error. The specific error message returned from the platform API’s can be seen by hovering over the sync error icon.
  • Ready to Sync: This item was previously synced successfully, but interim changes have been made to the contents of the workspace. This is Conductor letting you know that the item needs to be synced again as changes have been made since it was last synced.

Syncing Workspaces

You can sync the entire workspace to the RingCentral platform by using the Sync button (alternatively, sites and their contents may also be synced individually inside of the sites section). Syncing a workspace takes the data in Conductor and configures the account on the RC platform to match it. A workspace is not eligible to be synced to the RingCentral platform until it contains at least one site that has a site profile status of completed.

To sync a workspace or multiple workspaces to the platform, check the box next to those workspaces in the workspace datable and click the Sync button.

After a workspace has been synced, you can review the state of the account by using Service Web or Admin Web to see the changes that have been made to the account by Conductor.

Locking Workspaces

Locking a workspace makes its contents non-editable. Workspaces can only be locked or unlocked by the owner of the workspace.

Workspace Permissions

A user can be either the owner of a workspace or a member of a workspace. This is displayed in the “Relation” column of the workspaces table. The owner of the workspace is the user that created the workspace. Only the owner of a workspace can invite new customer (external) users to join the workspace.

Customer users do not have the permissions to create workspaces. Workspaces can only be created by RingCentral employee users.

Access to workspaces is controlled by the activity feed.

Joining Existing Workspaces

Instead of creating workspaces you may also join existing workspaces. The easiest way to join an existing workspace is to use the search bar located in the application header. Type in the name, UID, or quote number of the workspace and click the Join button next to the desired workspace.

You can also simply request an invite from another member or the owner of the existing workspace.

Alternatively, if you do not know the identity of the owner or any of the other members of the workspace, you can join an existing workspace by clicking the New Workspace button and entering the UID of the account. Select the correct Quote ID and you will be presented with a system message stating that a workspace for the selected Quote ID already exists and Conductor will ask you if you would like to send a join request to the owner of the workspace. Once the owner of the workspace approves your request you will be able to access that workspace in Conductor.

Inviting Users to Workspaces

You can invite new users to join the workspace through the activity feed.

If the user being invited is a customer user, then steps must be taken before they can login and use Conductor successfully:

  • The user must first have valid RingCentral credentials (they must be a user on a RingCentral account).
  • The user must log into Jupiter at least once using their RingCentral credentials before logging into Conductor.

Leaving a Workspace

You may leave a workspace by removing yourself from the activity feed for that workspace. To leave a workspace, hover over your name in the panel to the right of the activity feed messages and a “Leave” button will appear.

Removing a Member from a Workspace

If you are the owner of a workspace, you can remove any member from the workspace by hovering over their name in the panel to the right of the activity feed messages and a “Remove” button will appear. If you are not the owner of the workspace, you will only have the option to remove the members that you invited.

Exporting Workspace Data

Workspace data can be exported to spreadsheet format by clicking on the Export icon above the workspaces datatable.