What is eSpace?

eSpace is a new service that will provide collaboration tools to facilitate communication between individuals and groups of individuals who have a common project, interest or aim.

Who is eSpace for?

NHS healthcare professionals working on information and technology-related projects and associated change

Features of eSpace are:

• An easy interchange of news/opinion/comment on topics directly relevant to the day-to-day activities of the busy healthcare professional

• Will provide a vehicle for publishing up-to-date practice, opinion, and information, relating to technology driven change in healthcare, including clinical practice, opinion and information

• Single point of access to sources of information, groups and forums

• Support for existing Communities of Practice

How do I join a Community?

To ensure all Community content is secure and private to join a Community you will need to:

register with eSpace by completing the short online form

then go to the main Communities tab and click the request access button to join the eSpace Community. Access will be granted by the next working day and email will be sent to you

you can now look at the available Communities on the Communities tab to decide which you want to join

click the request access button for the individual Communities you would like to join. A Community coordinator will then provide you with access to their Community once they have verified your request against their Community membership criteria.

I cannot open a document which I have been sent the link to. I am told 'Access Denied -Request Access'

eSpace users can only see documents that belong to Communities which they have been given access to. If you do not have access click the 'Request Access' link and the Coordinator for that Community will grant you with once they have verified your request against their Community membership criteria. Then you will be able to review the document in question.

I am not receiving any emails from eSpace even though I have requested content digest updates

Ensure that your email address is correct in 'my profile'. If you still have problems use the contact us link at the top of any page, or email us at nhscfh.espace@nhs.net.

Home page amendments required – updated communities not shown

Updating the site home page is a manual process, and may be delayed by other priorities. Generally however we aim to carry out the updates with two working days.

Broken links in email notifications or pages on eSpace

If you have selected a link and an error message appears. Please ensure that you have access to the community that the link is associated with. If you do have access to this community but cannot access a specific item then please use the contact us link (at the top of every eSpace page) to report this problem to the eSpace Central team informing them of the full URL that you are trying to access and any associated error message.

How do I request the creation of a new Community?

If you have established that you would like a new community and all the existing communities don’t meet your requirements. Then, you should, in the first instance, contact the eSpace central team using the contact us link on eSpace or via nhscfh.espace@nhs.net.

I am unable to register onto eSpace, how can I register?

If you still have a valid login, but have simply forgotten your password, you can request a new one. Simply-
Go to the eSpace home page and select "Log In"
Select the Request new password link
Enter your previous username (login name) or current email address. You will be mailed a new temporary password, to your currently registered email address.

Once you have logged-in with this password you can reset it to something memorable in the "my profile" area.
If this form says your mail address is not recognised, it means your account is no longer active. In this case you will need to re-create your login account, again using the "Register Now" link.

I haven’t used eSpace for a while and I’ve forgotten my login details

If you still have a valid login, but have simply forgotten your details, you can request the details be sent to your stored email address. Note this will reset your password as part of the process. Simply-
Go to the eSpace home page and select "Log In"
Select the Request new password link
Enter your previous username (login name) or current email address. You will be mailed a new temporary password, to your currently registered email address.

Once you have logged-in with this password you can reset it to something memorable in the "my profile" area.
If this form says your mail address is not recognised, it means your account is no longer active. In this case you will need to re-create your login account, return to eSpace and use the "Register Now" link.

I need a new password, how do I get one?

If you are logged-in to eSpace-
Select the My Profile link at the top of most eSpace pages
Select the Change password link in the sidebar
The change password page will open in a new window. Enter “”your current password once more, and new password as requested.
Return to eSpace. You can now log in with your new password.

If you are not logged-in to eSpace-
Go to the eSpace home page and select "Register Now"
Select Start Registration
Select the Administer your Web ID account link
Enter your current username and password
Select the Change Password tab at the top of the page
Enter your current password once more, and new password as requested.
Return to eSpace. You can now log in with your new password.

I haven’t been accepted to a community, why is this?

Your subscription request could have been denied because the communities intended audience is for a specific skill set / experience. You may not have the appropriate background, or you may simply not have provided sufficient information in your request for the Coordinator to make this judgement.

Please note the message sent when denying access is an automatically-generated system default, we are working on having a more user friendly response.

I no longer require eSpace, as I’m leaving my job, how can I get my username removed from eSpace?

When you know what date you no longer require eSpace please use the contact us link (at the top of every eSpace page) or email the eSpace Central team on nhscfh.espace@nhs.net informing them of your request to have your account removed. You will then receive an email from us confirming your account has been removed.

I have tried to upload a zip file containing an exe file, it won’t accept this. Why not?

The system includes a "white list" of allowed file types, to try to avoid dangerous files (malware) being uploaded. However zip files should be ok. The current file limit is for uploading to eSpace is10mb.
We will need to check this, meanwhile could you send the eSpace team an example file, if it's not too large, and a screenshot of the error. Also-

Where (which Community) were you trying to upload this to?

Were you creating a "Document" content type for this, or adding the file as an attachment to a different type (say an Event)?

I want to change my email alerts, how do I do this?

You can change your email preference to appropriate intervals, you can do this by:
Clicking on the My profile link in the black header
Clicking on the 'Notifications' tab
Clicking on the 'send intervals' dropdown list
Here you can choose how often you receive email alerts from eSpace (hourly, daily, weekly, monthly or never). You will then need to select what alerts you require (updates and or comments)

I do not have a NHS or .gov email address, can you please tell me what information I would need to provide to be able to join an eSpace community?

You will need to give information such as your reasons for applying to access the community you want to access, your role and links with the NHS. This information is required as part of NHS CFH audit procedure. We appreciate your cooperation and interest in the community, and we will consider your request for access pending your response.

Can we change the brief community description?

Yes, the Community Coordinator can change the description of the community they are responsible for. You can do this in you community by clicking on the edit tab above the Community introduction and the Community description is the second box down.

How can I upload documents?

Only Community Coordinators can add documents into the Community document space. However community members can add documents as attachments to a new forum Topic.

For Communities that need to post a large number of documents we recommend creating a forum where documents can be posted by members for review and transfer to the Community folders by the Coordinator(s).

How can I reduce the size of the picture to fit your restriction of 10 MB?

Many Microsoft Windows users may have the Microsoft Office Picture Manager application on their machine (You may need help from your local ICT team or other IT expert to help find it). This application can resize one or a whole group of images.
Alternatively there are now several free web-based image editing tools including //www.drpic.com.

I cannot register my email address what is happening?

Are you entering a simple user name (e.g. "john.smith") in the username field, not an email address. Special characters in email addresses are not valid in usernames.

If you try again and still have problems, can you contact the eSpace team nhscfh.espace@nhs.net and tell them the precise error message, preferably copied and pasted from the screen, and which field on the page is causing the error (this will be highlighted in red). A screenshot of the error would provide this info.

I have found eSpace to be very useful, how could I contribute to promoting it to my colleagues?

We have devised an email footer which we are recommending that Community Coordinators attach as a footer on their emails. This footer could also be used by anyone else wishing to promote eSpace.

CONNECT DISCOVER SHARE eSpace today at
http://www.espace.connectingforhealth.nhs.uk/

eSpace is a community based online collaboration tool dedicated to improving healthcare and wellness by sharing knowledge and experiences of technology enabled change. Network and liaise with colleagues facing similar challenges, share information and learn from experiences of others whilst keeping knowledge of your own professional area current.