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HMRC internal manual

Shared Workspace Business Manual

Roles and Responsibilities: Shared Workspace Community Administrator


Each Business Unit within Shared Workspace belongs to a community. Authorised individuals on the Shared Workspace Team are able to view all information within that community by using the functionality of the Community Administrator.

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Community Administrator tasks


The Community Administrator Role is allocated by the S&ID Global Community Administrator when a team member needs to carry out any of the following:

  • Export and Import Rooms
  • Amend the name and/or Universal Resource Locator (URL) of a Facility or Room
  • View the membership of the Community
  • Run usage reports at Room, Facility and Community levels
  • Access any Room within the Community/Facility
  • View all areas of a Room, all items/objects within a Room, and the contents of the Recycle Bin
  • Restore items from the Recycle Bin (where a member of the Room)
  • Edit the properties of any Room within the Community
  • Convert a Room into a Template Room
  • Convert a database into Template database
  • Convert a stand alone database into an Enterprise database
  • Build or amend an Enterprise database


There must be a business need for the role to be allocated and once that need ceases the role is removed from the individual.

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Whenever a Community Administrator needs to access a Shared Workspace Room the BAO will be advised in advance, where possible.