Managing Spaces in your cases

In this guide we will look at the concept of Spaces within a case. MODRON Spaces organises conversations into what we call Spaces.
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Written by Nathan Polito
Last updated June 6th August 2020

Requirements You will need your own MODRON Spaces account. If you don’t already have your own account, we invite you to try the platform totally free.



Step 1. Locate the Spaces section within Caseview

First you need to have a case created. If you need help with how to create your case check out this guide.

Once your case has been created, you then need to enter Caseview by clicking on the case name in the main navigation, as seen in the screen shot below.

Caseview is a high-level view of a case.
From within Caseview you will see the Spaces section of your case.
Step 2. Understanding the Spaces concept within your cases

Each Space is a virtual room that enables the participants who have access to communicate and collaborate and provides an ordered stream of everything that has taken place in the Space.

By default, each case starts with a Everybody Space that every participant in the case has access to. Although, you would also typically have a Space that was private to the Operations Team and each other individual Team in the case. A member of the Operations Team can create Spaces and invite whoever they feel is relevant.

For example, you may choose to create a Space for just the parties lawyers to converse. A Space may also be created just for the Operations Team for case notes, and within that Space all the integrated tools can be leveraged such as typing a text note, recording a video note, recording an audio note, uploading any relevant files and scheduling reminders and events.

There is no limit on the number of Spaces you can have in a case and for what purpose and you can add and remove participants from a Space at any time. Besides members of the Operations Team, other participants will only see those Spaces you have given specific access to. Any other Space will be completely invisible and inaccessible to them.

You can also have concurrent video calls going on in any/all of your Spaces and are able to seamlessly move between them and facilitate moving other participants between those calls as required. We look at leveraging Space Calls in your case in this blog post here.

Step 3. Adding a Space to your case

To add a Space you can click on the Create button in the Spaces section of Caseview as seen below.

Create button in the Spaces section of Caseview.

When you click the Create button the Create a space for this case screen will appear.

Create a space for this case screen.

From this screen you can create a new Space by entering the following information:

  • Label: Give the Space a name;
  • Description: Describe why the Space exists;
  • Users: Decide who will have access to the Space;

There is also a check box to determine if Only the operations team can start calls in this space. If you check this box, other participants will not be able to initiate Space calls in the Space, but they will still be able to join new calls and be invited to join calls. With the box unchecked, any participant who has access to the Space will be able to initiate Space Calls.

When you are ready you can click the Submit button to create your new Space.

Your new Space will be created when you click Submit.
Step 4. Editing an existing Space within your case

From the Spaces section of the Caseview you can edit an existing Space by clicking the edit button next to a Space name.

When you click the edit button the Manage Space screen will appear.
Manage Space screen.

From here you can edit the Space Label and Space Description.

There is also a check box to determine if Only the operations team can start calls in this space. If you check this box, other participants will not be able to initiate Space calls in the Space, but they will still be able to join new calls and be invited to join calls. With the box unchecked, any participant who has access to the Space will be able to initiate Space Calls.

You can also add or remove users from the Space. When you add or remove a user you will be adding or removing access to the Space for that user.

When you are finished you can click the Submit button to save the changes.

Step 5. Deleting an existing Space within your case

From the Spaces section of the Caseview you can delete an existing Space by clicking the edit button next to a Space name.

When you click the edit button the Manage Space screen will appear.
From here you can delete the Space by clicking the Delete Space button as seen above.
Conclusion

If you have followed the steps, you will have created a new Space, edited an existing Space and deleted a Space from your case.

“There is no limit on the number of Spaces you can have in your case. Have a think about the potential use cases in your own dispute resolution processes.”

If you don’t already have your own MODRON Spaces account, sign up for a free trial and see how easy it is to setup your own Spaces, your way.

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