Spaces (administration)

This tab lists every space on the instance, including private and archived ones: who created it (the Owner column), how many pages it has, how much its attachments take, whether it is public, and when it was made. It shows facts about spaces, never what is in them. Being an administrator does not let you read a private space.

To open it, choose Admin, Spaces (Admin is in the top bar; in a narrower window it is under More, and on a phone in the ☰ menu).

You will come here for two things: publishing a space so people can read it without an account, and getting into a private space that nobody is left to manage.

Publishing a space to the internet

A published space can be read by anyone who has the address, with no account: a public handbook, say, or help pages for your customers. First, Allow public spaces has to be on, in Settings or on the Security tab. Until it is, Publish is grayed out.

Step 1: Choose Publish

In the space’s row.

Step 2: Read what becomes visible, and confirm

Tesria says exactly how many pages and attachments anyone will be able to read. Restricted pages stay hidden, and comments stay private unless you allow them. Choose Publish the space, and enter your password if asked.

Once a space is public, a comments box appears beside it: tick it to let public readers see its comments. Withdraw stops public reading; anonymous readers lose access within a minute. Publishing and withdrawing each alert every administrator. See Public reading for what readers see.

Getting into a private space nobody can manage

Say a team kept its space private, and the people who managed it have left. Nobody can change its permissions any more, and as an administrator you cannot see inside it either. Get access is the way in.

Step 1: Choose Get access

In the space’s row.

Step 2: Confirm

Choose Give me access. You are added to the space as its administrator, so you can read it and change its permissions. It is recorded in the audit log.

Step 3: Remove yourself when you are done

Once the space has new people to manage it, take yourself out of its Permissions. The access you were given is an ordinary entry there, like anyone else’s.

A space that is open to everyone signed in already lets you in, and Get access leaves it exactly as it is.

Archiving and deleting

These are in each space’s own settings, not here. See Archiving and deleting a space.