How do you manage shared Workspaces (not Views)?

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Posted on by Ang_Fitz

We've successfully created a new Workspace, added Tiles, Lists & Links. We've been able to Copy the Workspace to All Users via User Options > Personalization > Copy to users but when other users edit the Workspace it's updating the original Workspace.

We can't see how to Publish a Workspace via System administration > Setup > Personalization but it sounds like that's what is needed to lock the original Workspace and maintain the source/original Workspace - does anyone know how to do this - what are we missing?

I've googled for quite some time and can clearly see how to manage & publish "Views" but can't see how you are meant to manage "Workspaces" beyond creation & initial copying/sharing - guidance appreciated.

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André Arnaud de Cal... 301,035 Super User 2025 Season 2 on at

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Hi Ang,

Can you share a screenshot of the option 'User Options > Personalization > Copy to users'. I think this might be a customization. Can you verify that? When I open the User Options form, I don't have a 'Personalization' section on that form.

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Alireza Eshaghzadeh 14,679 Super User 2025 Season 2 on at

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Hi,

When you create a new view on a form. you can publish this view for a specific roles or legal entities.

Once it has been published,it will be accessible on System administration > Setup > Personalization:

You can create a view on a form and then import this view for another user or for a organization that have access to that form via System administration > Setup > Personalization > Import views.

You can also publish a user personal view or copy it for other user:

You can take backup of these view by exporting them and assigning security roles that not have access to this form to avoid override any published views for a organizations.

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Ang_Fitz 15 on at

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Thank you for your detailed response, we are happy with the way Views are working - it is Workspaces that we are experiencing difficulties with.

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Ang_Fitz 15 on at

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Thanks for your response, this is standard D365 as far as I understand. I'm going to try and add a printscreen.

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André Arnaud de Cal... 301,035 Super User 2025 Season 2 on at

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Hi Ang,

You are correct. I had to enable some new features. I tried to reproduce your issue, but were not able to reproduce it.

What exact version of Dynamics 365 F&O are you using? There was an issue in the past which got solved initially on 10.0.20 which might be related here: community.dynamics.com/.../tiles-in-custom-workspace-refresh-on-different-users

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Ang_Fitz 15 on at

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Hello Andre, thanks for the information - we're on 10.0.18 but we're about to test and move up to 22.

We are experiencing similar problems but i'm not running queries with Tiles and everything has been done through the front end - via personalisations.

I created a Workspace, added Tiles, Lists & Links and copied to all users. My colleague then made some adjustments, removed a tile added some extra Links and my Workspace is now missing most of my tiles and all of my Links along with 1 of my 2 Lists. I've added back the missing details but don't know how to proceed now - do i recopy to all users or will the same happen again which is why i thought i should be able to Publish/Lock the Workspace and then users can make their own Workspace from mine if they want to but they can't update the base one (mine).

Regards, Angelina

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André Arnaud de Cal... 301,035 Super User 2025 Season 2 on at

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Hi Angelina,

I think that initially only a reference to the new configured workspace was copied instead of also a copy of the workspace itself. That would explain your experiences. After the fix, it might create copies of the workspace, but probably only when you reset some user settings and copy from scratch again. This is a thought on what I read, but I haven't experienced this issue myself. I also don't have an older environment available to be able to check it.

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ahorrell 5 on at

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You are correct. The problem is that the current version of D365 does not support publishing personalised Workspaces, as it does support publishing views: Workspaces can only be copied to users. It appears that this does not create separate copies of the workspace for each user but just gives copied users access to the original workspace. The downside is that one user can change the original workspace for everyone else. I think you need to change the copied users' personalisation access to Restricted or even set Personalisation allowed = No.

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