Team Workspace

Brightidea's Team Workspace allows innovation teams to bring structure to the journey from an idea to a deliverable. Team Workspace enables you to build a Business Model for your projects and provides an area where teams can collaborate together to support the ongoing development of a business model for your projects.


Table of Contents:

Team Workspace

Team Workspace is automatically enabled for the following Brightidea Apps: Incubate. However, Admins can enable it in any Initiative under Site Setup > Ideas > Team Workspace:


Once a Project is submitted into the Pipeline, a "Create Team Workspace" button will appear on the top-right of the View Submission page. Once the Team Workspace is created, this button will then appear as "Go to Team Workspace".


Header Section

At the top of the workspace, the header section will display the following information, pulled from the related submission:

  • Submission Title and Code 
  • Submission Image
  • Submission Status
  • "Go to Submission" button on the right
  • Riskiest Assumption: The riskiest assumption from the business model, so that team members can keep it in mind as they work on the project.

All Projects are set to 'Private' by default, it's currently not possible to select any other privacy settings. This means that only Team Members and Admins can view and update the project.



Team Workspace members have a 'Milestones' area which allows them to view/manage significant stages and goals for the project.

To create a milestone, select the 'Milestone' tab, then 'Add Milestone'. Workspace milestones can be marked as complete, have a due date set, and deleted if needed.



To-dos allow the Workspace member to delegate tasks and keep the project completion in the right direction. In each Workspace, owners and/or Admins can add a set of To-dos right within Pipeline. 

To create a new To-do, select the "Add To-do" button under the "To-dos" tab. Once a To-do is added, a due date can be set, and it can be assigned to one of the team members, marked as complete, or deleted if needed.

To-dos can also be filtered by Status, Assignee, or Due Date by simply clicking on the Filter tab in the top-right corner.


Project Files

This tab allows the team workspace members to view/manage files associated with the given Project. Files can either be uploaded directly to the Project area or integrated with a shared Box folder.

  • More on this below under the 'Settings' area.

Business Model

Team members can fill out information for the business model so that they can create a summary of the business model for the selected project.

    • The team workspace 'Business Model' has a form builder where all fields that can be edited Site Setup > Ideas > Business Model:


Select "Launch Business Model Form Builder" to access each business model form question title/question default text and each can be edited with a different label if needed:


In the Team Workspace "Business Model" tab, the team members can input information for the following questions to complete the Business Model:

  • Value Proposition
  • Customer Segment(s)
  • Channels
  • Customer Relationships
  • Revenue Streams
  • Key Partners
  • Key Activities
  • Key Resources
  • Cost Structure


Once the business model information is inputted, a Business Model Canvas in PDF format can be generated by selecting the export icon on top.


Riskiest Assumption

The 'Riskiest Assumptions' area in team workspace allow members to add the Risks for the team's project and stay aligned on what the most important focuses are.

Risks can be clicked on to show further detail and commented on. Clicking on a Risk will bring up a screen that shows Risk Title, Creation Date, Risk Status, Related Area and a thread of comments from Team Workspace members.

Risks also support four different statuses: Not Started, In Progress, Validated and Invalidated. Risks can also be linked to a 'Related Area' or deleted.


 Business Impact

Please review this article for more information on recording and viewing the Business Impact.


The Settings tab allow the leader to set the file management option to either upload file directly to the Team Workspace or utilize a shared Box folder.

  • Select 'Upload Files to Project' if you want the team member to upload files to the 'Project Files' tab.
  • Select Integrate with Box and input a shared Box URL to load a shared folder from Box.

Project Owner and Team

When any User has access to a Team Workspace, they can add or remove team members as needed (this includes End-Users and Admins). Select the "Workspace Team" section on the left hand side of the page. In order to do this, simply choose "+Add / Edit"


Here, the team workspace leader can add users by searching by user name or screen name. Once found, the users can be added to the right hand side.

Leaders can be switched by selecting the "key" icon for another User. Users can be removed by selecting the "trash can" icon. 



Email Notifications Management

With the 2021 Fall Release, email notifications can now be managed for Team Workspaces. Administrators and moderators can enable and disable email notifications from Site Setup > Ideas > Team Workspace > Email Notifications.


Email notifications can be disabled for specific types of actions or events (e.g. only disable notifications related to Milestones), or disabled entirely.

Please note that in-app notifications will also still be sent, regardless of email notification setting.

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  • Avatar
    Samuel Pi

    is there any notification mechanism for this team workspace. Such as, notification to team member when an milestone is completed or alerts when task is done or due, something like that.

  • Avatar
    Brightidea Support

    Hi Samuel,

    Emails do go out to team members when a task is completed, assigned or milestone is completed. However, the emails are not configurable.

    Brightidea Support

  • Avatar
    Brightidea Support

    Hi Samuel,

    Note, there is no configuration for any emails templates in Team Wrokspace, they are all hard-coded at this time.

    Brightidea Support

  • Avatar
    Luca Volterrani

    Dear support,

    is there a way to set-up API that gets the data from the Task or Milestone panel and create a Gantt chart on another custom page? Do you have any past experience/best practice on that?

    Tasks and milestones are not connected so far am I right?
    We would like to develop some PM tool that builds some basic graph (Gantt chart) on the data from Brightidea team workspace.

    Pleas could you suggest something?

  • Avatar
    Brightidea Support

    Hi Luca,

    Right now, that is not possible because our API does not support any Team WorkSpace functionality.

    Please let me know if you have any other questions.

    Brightidea Support

  • Avatar
    Colleaga Admin


    Is there any way when I edit the canvas, I could change the name of the blocks, and add/remove blocks?

    Thank you.

  • Avatar

    Hi Roc,
    If the Business Model is enabled for your Team Workspace, you can go to Site Setup > Ideas > Business Model to edit the names of each section. However, you wont be able to add/remove any blocks

  • Avatar
    Damian Dugdale

    Is there a way to see all the tasks I have as a team member instead of having to remember what ideas I'm in?

  • Avatar


    Is there a way to download all the information regarding the workspaces?.


  • Avatar
    Lisa Schwab

    Hi. I have lost the ability to launch the Business Model canvas form builder. I am in Site Setup > Ideas > Team Workspace and then down to the tabs> Business Model Canvas. It is grayed out now where I used to be able to launch the form builder. I need to edit ours because we have a unique canvas. I can't figure out how else to edit that.

  • Avatar
    Sarah Harring

    I am also in the situation. May I please obtain some guidance.