All about eSpaces

eSpaces is an intuitive web platform for research collaboration and data sharing.

Researchers can easily create eSpaces – web-based sites – that allow content, files, and pages to be stored securely, with the flexibility of access via the web and mobile devices. The system also provides granular permissions, allowing a range of types of security. This makes eSpaces perfect for spanning a range of researcher needs:

  • Public-facing research portfolios
  • Project pages
  • Secure collaborative environments
  • ...anything in between.

Use eSpaces as an access point for data and file storage, to discuss and collaborate around content, and more. eSpaces provides simple methods of uploading files and annotating them with comments between users.

Working with eSpaces

Getting started

Make sure you have perused the documentation on Logging in and have authenticated to eSpaces. The following documentation covers the basics of configuring your eSpace - your self-contained web portal for your research or your research group’s collaboration. For all other information about content management and other eSpaces functionality, see Adding and editing content.

Creating an eSpace

  1. After logging in, the first thing to do is create your eSpace. Click on Create an eSpace on the top menu.
  2. Complete the information on the form, including the following:
Metadata Description
Space ID This is the unique name that identifies your space. It forms part of your eSpace URL, so ensure you use a meaningful ID that describes your eSpace and is easy for users to remember.
Space Title The textual title of an eSpace, displayed in web search results and in eSpace listings.
  1. Click on Create and wait a moment as your eSpace is created. Once finished, the page will reload and you’ll be able to get started!

Editing an eSpace

After logging in to eSpaces, and having created an eSpace, you can add some customisations. The following details highlight what changes can be made to an eSpace itself. For more information about managing other content, see Adding and editing content and Managing and publishing content.

  1. On the home page of your eSpace, click on the Edit tab.

    Edit an eSpace

    If your eSpace has a default page set as the display view, an information bar will be displayed that shows you are editing the view and not the eSpace itself (also called the container). Click on the go here link to proceed with these instructions.

  2. Complete the fields that you see to customise options and control the appearance of your site. Some fields add functionality to your eSpace, such as added analytics support.

    Metadata Description
    Title The text title of your eSpace. You specified this when you created the eSpace, but can modify it at any time.
    Summary Add text to describe the purpose of your eSpace.
    Custom Logo Click on Choose File to upload a logo. This replaces the default logo.
    Custom Logo Size Select a size for your custom logo. The logo will automatically be scaled according to your selection.
    Analytics Type If you wish to use Analytics, you can choose either Google Analytics Universal or Classic, depending on the required settings. See Analytics configuration for details.
    Analytics Identifier Your unique identifier supplied by the Analytics provider.
    Theme Select a theme to enable a different look and feel. This will change the overall appearance for all users using your Space.
  3. Click on Save to finalise the changes. You can return and modify any of these settings at any time.

Sharing an eSpace

eSpaces are made for sharing, either with colleagues at a local institution or across institutions within Australia. You can choose whether you’d like to collaborate with associates across your entire eSpace or just inside part of it. To do this:

  1. Ask your colleagues to log in to eSpaces at https://espaces.edu.au. You can send them the link to the documentation about Logging in to help them through the process.

    Note

    Because of the way that cross-instutional accounts work, your associates must log in first before you can share with them.

    Your colleagues will need to let you know they’ve completed this step so you know when to proceed.

  2. After each of your colleagues have logged in once, eSpaces will now know about their accounts. Once this has happened, you can continue following instructions for Granting access to your content.

  3. If you’d like to share with the same people later, you can search and share with them immediately as they are already known to eSpaces.

Deleting an eSpace

In case you decide that you no longer require your eSpace, ensure that you have a backup of any information that was previously stored there, and contact us with your request. We’ll confirm this request with any other administrators that are also part of your eSpace.

This process may take a little while to enact. Please also remember that if you have had any information publicly accessible that web search engines and other third parties likely have taken copies of the information since it was made available.

Analytics configuration

An eSpace provides the opportunity for visitor tracking, via integrated analytics configuration. This means that eSpace administrators can keep track of page activity, site views, visitor locations, and more, depending on the capabilities of the analytics provider.

At present, configuration for Google Analytics is available; support for other web analytical providers will be added in the near future.

Google Analytics

To add support for Google Analytics to an eSpace:

  1. Visit Google Analytics and follow the instructions in the Google Analytics help centre.

  2. Once you have created your account, and created a Google Analytics profile, the system will provide a Tracking ID:

    Google Analytics Tracking ID
  3. Copy this tracking ID onto your computer’s clipboard, or else write it down for reference.

  4. Access the eSpace to be configured, following the instructions in Editing an eSpace and configure the Analytics fields accordingly:

    Analytics Type

    should be selected as Google Analytics (Universal) for all new profiles.

    Analytics Identifier

    should be completed by either pasting in or manually enter the Tracking ID previously recorded above.

  5. Click Save at the bottom of the page. Statistics typically take 24 hours to begin appearing in your Google Analytics profile.

Other providers

If eSpaces does not support a web analytics provider that you require, please get in touch and our team will look at adding it as an option.

Finding an eSpace

This page displays all eSpaces that you have access to and is visible after logging in. Click onto the Find an eSpace link on the top navigation to see this listing.

Find an eSpace

Note

This page only displays eSpaces with top-level access. It is possible for collaborators to grant access to individual areas within a given eSpace, but not the home level. If this is the case, you will need to access the links you have been given directly.

Seeing my eSpaces

This page displays all eSpaces that you have created or else have been marked as a ‘creator’ on. After logging in, click on the My eSpaces link on the top navigation to see this listing.

My eSpaces