Introduction to Projects

With Projects, you can put your wiki members into groups so they can work independently.

Each Project on your wiki is made up of a unique set of teams of members, pages, files, and settings. There’s no limit to the number of teams within a Project, or to the number of pages within a team, but here are a few things to keep in mind as you get started:
  • Only members of the wiki can be members of a team on that wiki.
  • Every team should have at least one member.
  • Every team starts out with one page, called "home." You and your members can create more pages as the teamwork continues.
  • An individual user can only be a member of one team, maximum, within any given Project (although not all wiki members must be assigned to a team for every project on your wiki).

Check out our introductory blog post for an overview of Projects.

You can also schedule Project-specific Events.

Creating a new project

Take a video tour of new projects for wikis.
Only wiki organizers can create new projects and assign teams.
  1. Go to Projects in the action menu.
  2. Give your project a Name. Like page names, project names must be unique. If you expect that you’ll be creating several similar projects, consider adding numbers to your project name. For example, the August biology unit might be biology-08.
  3. Decide how your teams will be defined:
    • Name the teams now and add members later
    • Upload a spreadsheet with usernames and team names
    • Randomly assign members to teams of a set size
    • Use an existing project as a template
    No matter how you assign teams, you will be able to rearrange them later, if you wish. You can even rearrange team memberships when the project is active.
  4. Set default team permissions for this project. You will be able to adjust individual team permissions later:
    • Public to wiki: All wiki members can view and edit pages
    • Protected to wiki: All wiki members can view pages, but only members of this team can edit pages
    • Private: Only members of this team can view and edit pages
    • Custom: Define custom permissions
    Note: Custom team permissions overrule wiki permissions. For example, if your wiki is set to private, but your custom team settings include "Everyone can view pages," even people without membership to your private wiki will have access to pages on that team. Custom team permissions do not overrule Private Label site settings.
  5. Click Create.
  6. If desired, rearrange your teams and customize team permissions. As organizer, you and any other organizers on your wiki will be considered team leaders of all teams. You will not appear on the member list for any individual team, but you will have access to all teams and team pages.

Adding members to a team

If you chose to define your own teams while you were creating a project, you will need to add members to your teams manually. Just follow the steps above to create your new project. Once you've clicked the Create button, you can drag and drop members from the list into the teams you would like.

To assign multiple members at once, check the boxes next to their names, then drag them into the correct team. To move members between teams, just drag their names into the appropriate team field. To delete a member from a team, click the x next to their name.

You can also rearrange team members in an existing project:
  1. Go to Projects in the action menu.
  2. Find the project associated with the team whose permissions you would like to change. Click on the correct project name in the list.
  3. Drag and drop members from the list into the teams you would like. To assign multiple members at once, check the boxes next to their names, then drag them into the correct team. To move members between teams, just drag their names into the appropriate team field. To delete a member from a team, click the x next to their name.

Manage team

Once you’re on a team page, the Manage Wiki link in the action menu will change into a Manage Team link. From here, you can see the team members and manage your team.
  • Pages will give you a list of links to all the pages in the team, along with their tags and history. Wiki organizers will also be able to Lock, Unlock, or Delete pages, as well as manage page Tags in bulk.
  • Files will let you see all the files in the team, along with their tags, history, and size. Wiki organizers will also be able to Delete files and manage file Tags in bulk.
  • Tags lets you manage the tags associated with pages and files in this team.
  • Templates lets you create and manage page templates for the team.
  • Recycle Bin is accessible only to wiki organizers, and lets you restore any pages deleted from the team in the last 30 days.
  • Notification lets you set up your monitoring for this team.
  • Web Folders gives you the information you need to manage team pages and files through WebDAV.

Team permissions

Take a video tour of team permissions.
When you create a project, you will set default permissions for all the teams on that project. But as time goes on, these needs may change. Maybe one team is ready to publish their work earlier than others, or maybe different teams have project components that need to be released in a particular order. Whatever the reason, you can change them at any time:
  1. Go to Projects in the action menu.
  2. Find the project associated with the team whose permissions you would like to change. Click on the correct project name in the list.
  3. Click on the permissions link for the team you would like to modify.
  4. Change the permissions as you need:
    • Public to wiki: All wiki members can view and edit pages
    • Protected to wiki: All wiki members can view pages, but only members of this team can edit pages
    • Private: Only members of this team can view and edit pages
    • Custom: Define custom permissions
    Note: Custom team permissions overrule wiki permissions. For example, if your wiki is set to private, but your custom team settings include "Everyone can view pages," even people without membership to your private wiki will have access to pages on that team. Custom team permissions do not overrule Private Label site settings.
  5. Click Update.

Navigating projects

Take a video tour of project navigation.
If you are logged in as an organizer, you will see the Projects icon in your action menu, whether you currently have any projects or not. You will only see projects listed under that icon when you are currently viewing a page within that team.

Non-organizer members of your wiki will only see the Projects icon after they have been added to a team in a project. From then on, they will always see a list of all their assigned teams under the Projects icon in the action menu. Clicking on any of these links will take them to the home page for that team.

Finding teams and team pages

  1. Go to Projects in the action menu.
  2. Find the project you’re looking for on the list. Under that project name, click on the link for the team you’re interested in. This will take you to the home page for that team, and the team name will appear with a highlight under Projects in your action menu..
  3. Click Manage Team in the action menu.
  4. Under Content, click Pages.
  5. Go to the page you want.

Linking to another page in the same team

This works just like linking to another page in the same wiki normally does:
  1. Highlight the text or image that you would like to make into a link.
  2. Select the Link icon from the editor toolbar.
  3. If there already is a page in your wiki named with the highlighted text, you will see the green check-mark in the Page Name field. If this is not the case, start typing the name of the page you would like to link to into to the Page Name field. You can either type the full name or choose it from the dropdown.
  4. Click the Add Link button.
  5. Save the wiki page.

Linking to a team page from the main area of the wiki

  1. Highlight the text or image that you would like to make into a link.
  2. Select the Link icon from the editor toolbar.
  3. Go to the Page Name field and select Enter a page name...
  4. Start typing in the page name, then select the correct page from the dropdown list. Team pages appear with the format project name / team name / page name, separated by slashes. It will look something like this: /geography unit/blue team/goals.
    Be sure to provide all three elements in the correct order, separated by slashes. Otherwise you might end up with a link to a page on the wrong team, or a link to a page that does not exist yet.
  5. Click the Add Link button.
  6. Save the wiki page.

Linking to a team page from another team page

  1. Highlight the text or image that you would like to make into a link.
  2. Select the Link icon from the editor toolbar.
  3. Go to the Page Name field and select Enter a page name...
  4. Start typing in the page name, then select the correct page from the dropdown list. Team pages appear with the format project name / team name / page name, separated by slashes. It will look something like this: /geography unit/blue team/goals.
    Be sure to provide all three elements in the correct order, separated by slashes. Otherwise you might end up with a link to a page on the wrong team, or a link to a page that does not exist yet.
  5. Click the Add Link button.
  6. Save the wiki page.

Linking to the wiki from a team page

  1. Highlight the text or image that you would like to make into a link.
  2. Select the Link icon from the editor toolbar.
  3. Go to the Page Name field and select Enter a page name...
  4. Start typing in the page name. From the list, select the option that gives a slash, followed by the page name. It will look something like this: /home.
    Be sure to include the slash, or you will be linking to a page within the same team.
  5. Click the Add Link button.
  6. Save the wiki page.

Linking to a team page from a completely separate wiki

  1. Highlight the text or image that you would like to make into a link.
  2. Select the Link icon from the editor toolbar.
  3. Go to the Wiki field and enter the name of the wiki you would like to link to.
  4. Go to the Page Name field and select Enter a page name...
  5. # Start typing in the page name, then select the correct page from the dropdown list. Team pages appear with the format project name / team name / page name, separated by slashes. It will look something like this: /geography unit/blue team/goals.
    Be sure to provide all three elements in the correct order, separated by slashes. Otherwise you might end up with a link to a page on the wrong team, or a link to a page that does not exist yet.
  6. Click the Add Link button.
  7. Save the wiki page.


Still have questions? Contact Wikispaces support.