Frequently Asked Questions

Getting Started | Managing Your Account | Managing Your Files/Folders | Sharing Files/Folders | Storage | Security | Workspace Access Disabled (Leaving UBC)


Getting Started

Please enter the Group ID: UBC. Login using your Enterprise Active Directory (EAD) credentials. For most users, this is the same as your CWL login details. For more information on EAD accounts, visit the Enterprise Active Directory page.

The Workspace 2.0 Service is available to UBC staff and faculty with an EAD account, an active employee status, and a UBC email address.
Workspace access is automatically provisioned once you have these three criteria.

Note:Students are not eligible to use Workspace 2.0 unless they are also an active UBC employee.

Teaching Assistants and Research Assistants with active UBC employee status are eligible to access Workspace 2.0 if they have a UBC email address.

If you are an active UBC employee, you are eligible for a UBC email address:

  1. Contact your IT Help Desk to submit a request for a UBC email.
  2. Once you receive your email address, go to the HRMS and sign in with your Campus Wide Login (CWL)
  3. Update your UBC Business Email with your new UBC email (under HR-Employees "My Personal Summary")
  4. Go to the My Account Page and link your CWL with your employee ID
  5. Allow for 24 hours to pass
  6. Log back into the My Account Page and reset your CWL password to finish the process

If you do not plan on checking your UBC email box frequently, we recommend setting up email forwarding so that any emails from Workspace 2.0 are directed to your primary email address.

External users login with the email address that was used to share files with them.

To install the Desktop Sync Client, go to https://files.workspace.ubc.ca with your browser and log in with your credentials. Select the My Content Screen and then click the Content Locker Sync link on the bottom left.

Select your computer's operating system from the drop down menu and click Download. Once the file has been downloaded, proceed with the installation of the program as usual. Please see the Getting Started Guide for details.

External users can only use the web browser interface.

You can download the VMware Content Locker app at the Apple iTunes Store, and Google Play Store. Once installed, enter the following information:

Server Address: https://files.workspace.ubc.ca/DeviceServices
Group ID: UBC

Use your CWL credentials to log in.

The following Web browsers may be used to access Workspace 2.0 at https://files.workspace.ubc.ca

  • Google Chrome (latest)
  • Mozilla Firefox (latest)
  • Internet Explorer 9 or later
  • Safari (latest)

Clients are available for the following systems:

  • macOS / Mac OS X 10.9 and later
  • Microsoft Windows 7.0 and later;
  • iOS 9.0 and later
  • Android OS 4.1 and later

Yes, this service is compatible with VPN.

No, you do not need VPN to access Workspace 2.0.

Workspace 2.0 is hosted at UBC and meets UBC Policy and BC legislative requirements. As we often deal with private and confidential information at UBC, it's important to consider a solution that provides the upmost security on information assets

All active UBC employees (staff and faculty) are eligible for and automatically provisioned with an Workspace 2.0 account (once their CWL/EAD accounts are setup).
In addition, Faculty Emeriti are eligible for accounts on request. Please contact the IT Service Centre

If you are not an active UBC employee, you may have access through an external Workspace account, created when a UBC employee shares with you. Otherwise, you are not eligible for a Workspace account.

Managing Your Account

To upgrade to the latest Airwatch Secure Content Locker app on your mobile device, follow the same process you use to update other mobile apps.

To upgrade to the latest desktop client on your computer (Microsoft Windows or macOS), download the updated version from the Workspace 2.0 Web Browser Self Service Portal at https://files.workspace.ubc.ca. Once you have logged in, select My Content and then click on the Content Locker Sync link to download the application.

To reset your CWL password, go to the My Account page .

If you have forgotten your CWL password, you can request to change your password.

If you are using an External account, click on Trouble Logging In at https://files.workspace.ubc.ca.

Please contact the IT Service Centre to have your email address changed.

Managing Your Files/Folders

Filenames containing some special characters (ie.\/:*?"<>|) will not upload to Workspace 2.0. The filename will need to be changed before the file can be uploaded.

Also see the Known Issues Section

  1. Ensure you have a network connection
  2. Please exit the Desktop client and restart it.
  3. Ensure that you are using the latest version of the Desktop Client
See the Known Issues Section

The maximum file size that can be uploaded is 8GB.

Common document types are viewable using the mobile app. If a file cannot be previewed, you can download the file to your computer and use a native application.

Sharing Files/Folders

Files can also be shared via folders. You must first create a folder, and then upload your files into the folder to share it with someone else.

Please note: If you are sharing a file with someone internal to UBC, you can choose to use "auto-complete" (Workspace 2.0 will populate a list of UBC users automatically when you start typing a name) or you can manually enter the email address. If you choose to manually enter the email address, please make sure the email address is their primary UBC email address. Otherwise, they will be treated as an external user.

You can also share an individual file as a Link. Once the link is created, you then provide the link details to your recipient.

Please see the UBC Workspace 2.0 User Guide

Please note: If you are sharing a folder with someone internal to UBC, you can choose to use "auto-complete" (Workspace 2.0 will populate a list of UBC users automatically when you start typing a name) or you can manually enter their email address. If you choose to manually enter their email address, please make sure the email address is their primary UBC email address. Otherwise, they will be treated as an external user.

You can share files with anyone who has an email address. External users can access the documents that you share with them (if you have granted them permission), but they are unable to re-share the document with anyone else.

Anyone that you have shared files with will receive a notification email. Please note that External users can only access Workspace 2.0 via a web browser. They are not able to access the service using a mobile device or desktop client.

No, only EAD based Workspace 2.0 accounts can share files. External users may only view and edit files shared with them (depending on permissions granted).

Storage

All active UBC employees (staff and faculty) receive 20GB of storage space at no cost. If you require more space, please contact the IT Service Centre.

To increase your storage quota, please contact the IT Service Centre. Additional storage will be billed at $0.12 per GB per year

Storage in excess of 20GB will be billed quarterly to the speedchart you provided to the IT Service Centre when you have requested for an increase in storage.

No, your quota is only affect by the content you place in your own Workspace 2.0 account.

Security

The security of your information is important to us. We encrypt the transmission of the information using secure socket layer technology (SSL).

Your data is stored on premises at UBC. Only you and the individuals you share your data with will have access to your data. UBC IT does not have access to your data.

Content stored in Workspace 2.0 can be encrypted using a third party encryption tool. However, if you lose the encryption key, you will not be able to decrypt your data.

Access Disabled / Leaving UBC

Once your employee status is no longer active, you will lose access to Workspace 2.0

All active UBC employees (staff and faculty) are eligible for and automatically provisioned with an Workspace 2.0 account (once their CWL/EAD accounts are setup).
In addition, Faculty Emeriti are eligible for accounts on request. Please contact the IT Service Centre

Before your access is disabled (ie - before your active employee status ends), arrange for any further access to the files.

If you need the files, please download and/or save your files to an alternate location.

If you have shared folders with other people and their access needs to continue, then, within Workspace, you can transfer ownership to an active UBC employee.
Ensure they have co-owner permission to the folder, then in the sharing dialogue box click on the 'Transfer Ownership' button.
Otherwise, transfer using an alternate method

Subsequent to your Workspace access ending, any files and folders belonging to your Workspace account will be deleted.

External users are normally people who are not UBC employees. If you share to an email address not attached to an active employee EAD / CWL account, an External account will be created - even if it is a UBC email address.
External users will receive a notification email when a Workspace user shares a file with them. Please note that external users can only access Workspace via a web browser.
External users do not have the capability to share files with other users. They can only view and edit files shared with them (depending on the permissions granted to them by the internal Workspace user).