Manage team member access in a Workspace

Short summary

Manage who can access a Workspace and what they can do in it. Workspace access also applies to the Documents inside that Workspace.

When to use this feature

Use this when you need to:

• give team members access to a Workspace
• change a team member’s access level
• remove access from a Workspace
• reassign Workspace ownership

Step-by-step instructions

1. In the Business Portal, go to Menu → Workspaces.

1. Find the Workspace you want to manage.

1. Open the Workspace 3-dot menu and click "Team members with access".

!Screenshot: Open People & access

1. In the "People & access" dialog, use "Add people" to add a team member, or use the role dropdown next to an existing team member.

1. Select the access level you want to assign. The change applies to that Workspace and its Documents.

▶ Watch video: Manage workspace access

1. Close the dialog when you are done.

Notes & limitations

• All Workspaces are private.
• Each Workspace has one owner.
• A team member can have a different access level in different Workspaces.
• Workspace access applies to all Documents in that Workspace.
• Document access can give a team member higher access than their Workspace access.
• Workspace access cannot reduce access already granted on a Document.
• Team members without Workspace access cannot view the Workspace unless they have access to at least one Document in it.
• If a team member can access only specific Documents in a Workspace, the Workspace appears in a limited way and the Workspace 3-dot menu is hidden.
• Access sharing limits apply:

  - up to 50 active users per Workspace

  - up to 25 active users per Document

• If a team member becomes inactive, their Workspace and Document access is removed.
• Pending invitations older than 16 days are removed automatically.

Troubleshooting

Why can’t I see the Workspace?

You need access to the Workspace or at least one Document inside it.

Why can’t I edit the Workspace?

If you only have access to specific Documents, the Workspace appears in a limited view and the Workspace 3-dot menu is hidden.

Why does someone have more access on a Document than in the Workspace?

Document access can increase access for a specific Document.

Why was a team member removed from access?

This can happen if the team member became inactive, or if their pending invitation was older than 16 days.

Why can’t I add more people?

You may have reached the Workspace limit of 50 active users.