Frequently Asked Questions

How to Get Started

Managing Your Account

Managing Your Files/Folders

Sharing Files/Folders

Storage

Security

Workspace 1.0 to 2.0 Upgrade FAQs

Disabled Access to Workspace 2.0 FAQs

How to Get Started

What is the URL for the service?

Using a web browser, go to https://files.workspace.ubc.ca.

What is the login and password information?

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.

As an internal user, what do I need to be able to access Workspace 2.0?

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

Note: At this point, students are not eligible to use Workspace 2.0 unless they have active employee status with UBC.

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

I am a Teaching Assistant or Research Assistant and I do not have a ubc.ca email address, how can I get one?

If you have an employee status with UBC, you are eligible for a ubc.ca email address, follow the steps to request an account:

  1. Contact your IT Help Desk to submit a request for a ubc.ca 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.ca 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.ca email box frequently, we recommend setting up email forwarding so that any emails from Workspace 2.0 are directed to your primary email address.

As an External User, what is my login?

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

Where can I go to download the Desktop sync client for Workspace 2.0?

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.

Please note that the Mac OS X requires the Mono framework to install and run the content locker client. You will be prompted to install the Mono framework during the application installation.

External users can only use the web browser interface.

Where can I go to download the mobile app for Workspace 2.0?

You can download the Airwatch Secure Content Locker app at the Apple iTunes Store, Google Play Store, and Windows Phone 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.

What are the system requirements for Workspace 2.0?

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:

  • Mac OS X 10.7 (Lion) and later
  • Microsoft Windows Vista and later;
  • iOS 6 and later
  • Android OS 3.0 and later

Is this service compatible with VPN (Virtual Private Network)?

Yes, this service is compatible with VPN.

If I'm off campus, do I need VPN to log in?

No, you will not need VPN to log in.

What are the benefits of using Workspace 2.0 compared to other cloud file sharing solutions such as Dropbox®, iCloud, or Google Drive?

Workspace 2.0 is the first of its kind in Canada for a cloud storage solution that's tailored towards higher education. In addition to features such as file synchronization, 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.

 

Who can receive a Workspace 2.0 account?

All staff and faculty are eligible for a Workspace 2.0 account. In order to access the service, an Enterprise Active Directory (EAD) account is required.  For instructions on how to sign up for an EAD account, visit this page.

Managing Your Account

How do I upgrade to the latest app for my mobile or desktop?

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 you PC or MAC, 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 Screen and then click on the Content Locker Sync link to download the application.

What do I do if I forgot my password?

To reset your EAD password, please reset the password for the associated CWL account through the My Account page .

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

If you are using an External account, click on Forgot Password at https://files.workspace.ubc.ca.

How do I change the email address attached to my EAD to my account?

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

Managing Your Files/Folders

How do I sync files with my computer?

Please see the UBC Workspace 2.0 User Guide

Why are certain files not uploading or synching?

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.

What do I do when my Desktop client is not syncing?

  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

What is the file size limit to uploading a document?

The maximum file size that can be uploaded is 2GB.

How do I create folders in Workspace 2.0?

Please see the UBC Workspace 2.0 User Guide

How do I upload documents?

Please see the UBC Workspace 2.0 User Guide

My files are missing. How do I restore deleted files?

Please see the UBC Workspace 2.0 User Guide

How long is the history of my content kept for?

Your Workspace 2.0 account history will be kept for 30 days.

What kinds of files are viewable on my mobile device?

Most documents are viewable on Workspace 2.0.  If a file cannot be previewed, you can  download the file to your computer and use a native application to view the file.

Sharing Files/Folders

How do I share files?

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 would then have to provide the link details to your intended recipient.

How do I share folders?

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.

How do I stop sharing folders?

Please see the UBC Workspace 2.0 User Guide

Who can I share files/folders with?

You can share files with anyone who has an email address. People without an EAD account can edit the documents that you share with them directly (if you have granted them permission), but they are unable to re-share the document with anyone else.

How do people without a Workspace 2.0 account (external users) access the files that I share with them?

Anyone that you have shared files with will receive a notification email. By clicking on the link in the email, they will be redirected to Workspace 2.0 to create an account. 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.

Is it possible for External users to also use Workspace 2.0 to share files with someone else?

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

How do I accept an invitation to a shared folder?

Please see the UBC Workspace 2.0 User Guide

Storage

How much storage space does Workspace 2.0 provide?

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

How do I increase the storage quota of my account and how much does it cost?

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

How will the increase in storage be billed?

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.

Is the quota in my storage space affected when I join a shared folder?

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

How secure are my files when they are being transferred?

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

How do I know if my data is secure?

Your data is stored on UBC central storage service on premise 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.

Can I encrypt content in Workspace 2.0?

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.

Feedback

How do I request a new feature for Workspace 2.0?

To submit a request for additional functionality, please contact the IT Service Centre.