Manage spaces

In ALM Octane, there are different spaces, or contexts, within which you can work, depending on your permissions. This topic discusses how to manage spaces.

About spaces

Spaces are the contexts in which an ALM Octane user can work, depending on permissions.

Spaces are containers for workspaces. For details on workspaces, see Manage workspaces.

On-premises: Site admins can create spaces.

Shared space admins manage spaces. The shared space admin can associate workspaces to a space, define users, and set API access. For details on the shared space admin's capabilities, see Shared space admin.

The shared space admin can create the following types of spaces: Isolated and shared.

Isolated spaces

The shared space admin can define users and API access.

Each workspace associated with an isolated space has its own set of data, which only workspace admins customize.

The icon indicates the space is isolated, and when displayed next to an entity, indicates that the entity is not shared across workspaces.

Shared spaces

The shared space admin can define users and API access.

Additionally, the shared space admin can customize data to be shared across workspaces. This includes releases, user-defined fields, forms, and so on.

The icon indicates the space is shared, and when displayed next to an entity, indicates that the entity is shared across workspaces.

Some entities can be customized both for shared spaces (affecting all associated workspaces) and also for individual workspaces. Only the workspace admin can customize entities for individual workspaces.

Shared spaces
Customizable for shared spaces only, affecting all associated workspaces Customizable for
all workspaces associated with a shared space, and also for individual workspaces
Customizable for individual workspaces only
  • List items, such as statuses, phases, and so on.

  • API access

  • Releases and milestones

  • Forms

  • Rules

  • Users

  • User-defined fields (UDFs)

  • Workflows

  • Teams

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View spaces for a site (on-premises)

Site admin permissions are required.

In Settings , select Site. See a list of spaces at the site, and select one to see its details. 

Icons indicate if the space is shared or isolated .

While looking at the details, you can also see the history of changes made to the space. For details, see View an item's history.

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Create a space (on-premises)

Site admin permissions are required.

  1. In Settings , select Site.

    To create a shared space, click .

    To create an isolated space, click .

  2. Name the space.

  3. If the database at your site is managed by database administrators, and ALM Octane is not authorized to create its own schemas, check Use existing schema. Enter the name of the existing space schema to use, and its password.

  4. Create workspaces and associate them with the space. For details, see Manage workspaces.

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Edit settings for a space

Modify and customize settings for a space.

Shared space admin permissions are required.

  1. In Settings , select Spaces and then select the space.

  2. Edit the space by adding users, and setting up API access.

    If the space is shared , you can also add releases, teams, UDFs, forms, workflow, and rules.

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Manage users

User management includes adding users, including existing users to workspaces, adding roles to users, and so on.

Site admin, shared space admin, or workspace admin permissions are required.

  1. In Settings , depending on your permissions, click Site or Spaces.

  2. Select the Users tab.

  3. Add or edit users, depending on your role:

    User management capability On-premises:
    Site admin
    Shared space admin
    Workspace admin
    Add users to the current context (site, space, or workspace). For details, see Assign roles.
    Add individual LDAP users to a space. For details, see Include LDAP users in ALM Octane (on-premises). On-premises:
    Add existing users from the space into the workspace. For details, see Include existing users into a workspace.
    Remove roles from a workspace user. For details, see Assign or remove roles.

    Choose the fields to display in the user list, sort the list, and export the list to Microsoft Excel.

    On-premises: Set user passwords.

    Assign additional roles to users. For details, see Assign or unassign roles to existing users.

    Assign the site admin role to other users. For details, see Assign the site admin role to existing users.
    Activate and deactivate users. For details, see Assign roles. On-premises: SaaS: SaaS:
    Delete users. For details, see Delete a user (on-premises). On-premises:

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Manage storage

Available workspace storage is set on the space level, and not per workspace. This means the amount of total available workspace storage is shared between the workspaces in the space.

On-premises: Site admins can set the maximum size for storage per space with the STORAGE_MAX_SIZE configuration parameter. For details, see the information about setting the maximum size for storage (STORAGE_MAX_SIZE) in the ALM Octane Installation Guide.

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Upgrade spaces (on-premises)

After upgrading from a previous ALM Octane version, check if any spaces must be upgraded. Upgrade these spaces using the instructions below.

Site admin permissions are required.

  1. In Settings , click Site and then click the Spaces tab.

  2. Select the space and click Upgrade.

    Upgrade is available only if the space needs to be upgraded.

    Click Refresh to see the updated status for the space.

  3. The workspace name is a unique identifier within a space. ALM Octane adds a numeric suffix (_1, _2, and so on) to any upgraded workspaces with the same name. If necessary, ALM Octane truncates the last characters from workspace names longer than 255 characters before adding the suffix.

    After upgrading, review the names of the workspaces. You can rename them if you want.

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See a space's background jobs

Background jobs include processes that run after upgrading a space, among other activities. A space is only fully upgraded after all background jobs have completed. Check periodically to see when an upgraded space is ready.

Site admin permissions are required.

  1. In Settings , click Site and then click the Spaces tab.

  2. Select the shared space and click Background Jobs.

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Next steps: