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HMRC internal manual

Shared Workspace Business Manual

HMRC Global Community Administrator: Review Request for a New Room

The Global Community Administrator (GCA) is responsible for reviewing requests for all new Rooms. Only the GCA can approve a request for a new Room.

When an HMRC Member makes a request for a new Room, an online request is sent to the GCA Inbox for review SW04420.


It is essential that the GCA checks each request to avoid compromising the integrity of Shared Workspace. The GCA must be satisfied that there is a valid business need to create a new Room.

If there are any doubts the request will be rejected.




The following checks must be carried out as a minimum:


The GCA must visually check each entry and consider


  1. The Customer Organisation

If the request is for a Customer Room SW06150, the Customer Organisation details must be checked.

If it is a new Customer Organisation, they must review the request for a new Organisation SW04450.

They must also check that the Organisation does not already exist within Shared Workspace under a differing name.

  1. The Requestor

By selecting the envelope icon alongside the ‘requestor’ name, check that their email address is in line with the Business Unit for which they are requesting a Room. If any doubts they must not approve the request.

  1. Room name

Ensure that the room name chosen complies with the naming convention which is of the format ‘Deployment Ref: Room Name’ - Example; ’CEP0030179: TAA: New Penalties Mailbox’. The GSC will ensure the room naming convention is adhered to when each new room is created.

  1. Number of users

Check this is in line with the original business case and is within the service specifications.

  1. Number of Rooms

Check this is in line with the original business case and is within the service specifications.

  1. Room Purpose SW06110

The requested room is appropriate for Shared Workspace and its intended use has been approved by the original business case.

  1. Sensitive Content

If this is flagged, consider the purpose of the Room to decide if it is appropriate for shared workspace.

  1. Room Template

Check the chosen Room template is appropriate for the Room purpose.


Approving a request

Where a request is approved, the service will:

  • create the room requested
  • assign the nominated HMRC Business Authorising Officers to the room and send them an invite to the room SW05420

Rejecting a request

Where a request cannot be approved, the SW Team must reject the request and make an appropriate note of their reason in the required field when prompted.


The service sends an email to the HMRC Member who made the request to notify them of the rejection and the reason.