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Managing CafeX

Integrating CafeX


Using CafeX Collaborate App

Managing Workspace Assets

Modified on Mon, 18 Sep 2023 at 06:59 AM

Workspaces can contain assets specific to the context in which the App is using the Workspace. For example, a customer tracking application could store a customer's invoices in the workspace associated with that customer. Assets can be files, links, folders or integrations to 3rd party asset management solutions.

Important: Assets shared in a workspace are made available to everyone in the workspace, whether they have access to the underlying asset management solution. Never share assets in unknown workspaces.


Types of Asset

Several types of asset can be added to a workspace:

  • Files - Files can be uploaded from the local file system into the workspace. These will be stored on the CafeX Platform or the tenant configured storage. 
  • Links - Links can be added to a workspace allowing sharing of web accessible content with members of the workspace.
  • Folders - Folders can be created and managed to organise the assets in the workspace.
  • 3rd Party Assets - Assets can be added to the workspace from 3rd party solutions including One Drive, Google Drive, Box, Dropbox, Microsoft Teams and Slack. 

Adding Assets

To add an assets select the Assets tab at the top of the workspace. Click Add asset and select the type of asset to be added.

Adding a File

To add a file click the Add asset button and select Add file. Select a file in the file choose that appears and it will be uploaded into the workspace as an asset available to your App and users.

To add a link click the Add asset button and select Add link. Enter a link in the dialog that appears and click Add to create a link as an assets in the workspace.

Adding a Folder

To add a folder click the Add asset button and select Add folder. Enter a name in the dialog that appears and click Add to create a folder.

When inside a folder in the asset view the links at the top of the page provide navigation to parent folders. 

Adding a 3rd Party Asset

To add a third party asset a account must be added to access the remote solution. Start by clicking the Add asset button and selecting the 3rd party application to be used.

If no account is configured for that platform a dialog will be displayed as shown below. Click Add Account to configure the access to the 3rd party system. You will be prompted to login to the solution and CafeX will record a token for access. Note that this token is not your username, password or credentials but a independent that allows token on your behalf.

Important: CafeX only allows users of the workspace to have access to the individual assets or folder you share from your 3rd party account. 

Once configured a dialog is displayed to allow selection of the assets in the 3rd party solution that should be added as assets to the workspace.

The Account drop down in the top right is used to select from multiple accounts for the 3rd party solution if configured. This drop down also includes the Add Account option. Click this option to add another account for the 3rd party solution.

The accounts configured for 3rd party solutions are tracked as part of a user profile. The 3rd party accounts can be revoked at any time by navigating to user profile settings. 

Under the Your application accounts section each account can be disconnected or removed altogether. 

Important: Disconnecting or removing an application account will prevent other users from accessing the 3rd party assets that have been configured using that account.

Semantic Tags

Assets in CafeX can have semantic tags attached. These tags aid the CafeX global search in finding relevant content across workspace assets. CafeX can generate semantic tags from the content of the assets, however it is useful in some cases to manually provide additional tags or categories to further enhance the platform's understanding of the assets. 

Semantic tags represent meaning or intention based on a category. The category represent the type of property and the tags are values associated with that category. For example, a series of books maybe each have categories of people, places and items. Within each category the book will cover specific types of the category. Taking the example of a category of people we may have tags such as children, workers and business people. An asset may relate to more than one tag in a category. 

To add a semantic tag to an asset select the tag icon button next to the assets name. A dialog will be presented in which tags can be added.

Tags can only be added as part of a category. To add a category enter it's name in the dialog and click Add. This will add the category which will appear in the top of the dialog. To add the tags themselves, click on a category and enter the tag names.

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