Getting Started | Managing Your Account | Managing Your Files/Folders | Sharing Files/Folders | Storage | Security | Workspace Access Disabled (Leaving UBC)
Please note that Workspace 2.0 is expected to be decommissioned in the near future. It is being replaced by Microsoft OneDrive, which is now available to the UBC Community.
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.
External/Guest users login with the email address that was used to share files with them.
Full Workspace 2.0 Access is available to UBC staff and faculty with an EAD account, an active employee status, and a UBC email address.
Note:Students are only eligible to use Workspace 2.0 if 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 not an active UBC employee, you may have access through an external Workspace account, created when a UBC employee shares with you.
If you are an active UBC employee, you are eligible for a UBC email address:
- Contact your IT Help Desk to submit a request for a UBC email.
- Once you receive your email address, go to the HRMS and sign in with your Campus Wide Login (CWL)
- Update your UBC Business Email with your new UBC email (under HR-Employees "My Personal Summary")
- Go to the My Account Page and link your CWL with your employee ID
- Allow for 24 hours to pass
- 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.
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 10.12 (Sierra) or 10.13 (High Sierra)
The client is not compatible any other Apple Computer OS's
- Microsoft Windows 7.0 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).
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 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.
Please contact the IT Service Centre to have your email address changed.
Managing Your Files/Folders
Filenames containing some special characters (ie.\/:*?"<>|) may not sync with Workspace 2.0. The filename will need to be changed before the file can be uploaded.
Also see the Known Issues Section
- Ensure you have a network connection
- Please exit the Desktop client and restart it.
- Ensure that you are using the latest version of the Desktop Client
The maximum file size that can be uploaded is 8 GB.
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.
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).
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.
The security of your information is important to us. We encrypt the transmission of the information using standard Transport Layer Security (TLS) - defaulting to TLS 1.2.
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
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).