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HMRC internal manual

Shared Workspace Business Manual

HMRC Global Community Administrator: Review Request for a Room Template

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

When an HMRC Business Authorising Officer (BAO) makes a request for a new Room Template, an online request is sent to the GCA Activity Inbox.

It is essential that the GCA checks each request to avoid compromising the IT administration of Shared Workspace. The GCA must be satisfied that there are no existing templates that can be used for the same purpose.


If there are any doubts they must reject the request.




The following checks must be carried out as a minimum:

The GCA must visually check each entry and consider:

  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 Template. If any doubts they must not approve the request.

  1. Room Template name

The Room specified as the template source meets the template purpose.

  1. Template Purpose

Ensure the information supplied clearly defines the purpose of the Room Template.

  1. Additional Design Requirements

By viewing the Room that is specified as the template source (in new window) to see whether it is indeed appropriate to meet the additional design requirements specified.

Approving a request

Where a request is approved, the service will:

  • create a copy of the room;
  • remove all data from the copy, including custom roles.

Rejecting a request

Where a request cannot be approved, the GCA 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 BAO to notify them of the rejection and the reason.