What is a Workspace?

Think of Workspaces as your teams’ navigation hub – a place where you can easily find, share, and collaborate on any document. Workspace stores files securely and find what you need instantly, keep workflows, documents, spreadsheets, presentations, and more all in one place. For example, you might create a Workspace dedicated to a specific team or a common area of interest. Your organization may have a Workspace for the product team where product-related documents are kept, and another Workspace for the Marketing team where marketing-related documents are kept. Workspaces always belong to a Branch where it was created but you can add users belonging to different Branches of your organization to a Workspace for better collaboration.

You can create a restricted or discoverable Workspace.

Types of Workspaces

Organization: Any licensed user at your organization can view this Workspace, but only Workspace admins, and users assigned to the Workspace can edit documents and records. This is the default setting for the Workspaces.

Private: To join a Private Workspace, a user, user Role or department in an organization must be invited or added to the Workspace by an existing Workspace member. Perfect if you wish to keep your documents and workflows restricted to a limited audience.

Public: Public Workspaces are visible to external audiences, but only licensed users assigned to the Workspace can make changes. Public Workspaces are useful when you want to share documents or records with external users or let them watch the progress of a workflow process. Anyone with a shared link can view Public Workspaces.

Favorites

You can also add specific documents, records or workflows to your Favorites from Workspaces you have access to – a simple but effective way to group and filter what appears in your Workspace view. Simply click on the star that appears on the listing of Workspaces, documents, records or workflows. Each of these categories will have its own Favorites section but these favorite items will also appear under the My Favorites section where all your favorites will be grouped together. Settings Super Admins and Workspace Admins can update Workspace details by selecting Edit Workspace details(gear icon) at the top of the Workspace.

From here, you can upload or change your Workspace logo by selecting the current logo;

• select your Workspace type from the drop-down;
• choose a short name for your Workspace, or the name that appears in the Workspace URL;
• include an external website URL; and update SEO details 

Delete a Workspace

Click on the Gear icon of the Workspace that you want to delete. At the top, next to the space name, click Down arrow Drop down arrow and then Delete this Workspace and then Delete.

IMPORTANT: You can only delete a Workspace if you have the Super Admin, Branch Admin or Workspace Admin role.

When you delete a Workspace,

• all documents, records, workflows, messages and tasks that are created in that Workspace will be deleted
• any documents, records and workflows added from another Workspace will not be deleted. Instead, only the permissions will be removed
• the Audit log belonging to this Workspace will not be deleted
• once a Workspace is deleted, you can’t recover it

Here is how an Organization in FileEazy is architected.