Workspaces refine the ability to control who can see and do what in the system and can advantageously be combined with existing features for managing access and permissions through profile rights, departments, and groups.
Linking Users to a Company, Unit, or Stakeholder
When adding a new person through the menu via Employees » New Person, it is mandatory to select the Workspace to which the individual will belong.
If you already have existing users, you can transfer them from one workspace to another, such as Company, Unit, or Stakeholder. This can be accomplished in one of two ways:
- Select the Employees menu and choose the user you wish to move. Click on Change. In the Workspace field, you will have the option to change the individual's affiliation.
- Select the Administrator menu and navigate to Settings. Then, choose the Workspace that the user will belong to. Click on Users in the left column and press the Add More Users button. ⚠️ Please note that since a user can only belong to one Company, Unit, or Stakeholder, they will be automatically transferred to the selected workspace.
Please note: If you are utilizing our integration with Microsoft Entra ID (formerly Azure AD), new users will automatically be linked to your default workspace upon creation. You can later change the user's Workspace if needed.
Managing Users through Workspaces
Please note that since access and permissions can be managed based on Workspace affiliation, it is important to consider the user's access settings when transferring individuals from one Company, Unit, or Stakeholder to another.
Workspaces in Documents enable:
- Management of the Company's logo, corporate information, and customization of headers and footers in text and layout documents is based on the user's Workspace affiliation or automatically retrieved from a specific Workspace.
- Easily manage access rights and read receipts for content at the category level based on users' Workspace affiliation.
When creating new Companies, Units and Stakeholders, it is essential to review all permissions associated with your categories under Documents » Navigate. This ensures that documents can be viewed and edited by the appropriate users. Keep in mind that underlying categories inherit the settings of their main categories unless specific adjustments are made.
Workspaces in Cases enable:
- Manage user access based on their specific Workspace through profile permissions.
- If you choose to manage access through Cases in which the user's Workspace is involved in, it means that access to those cases will remain tied to the Workspace the user belonged to at the time they were registered or selected in a person field.
- In other words, if a user changes their Workspace, the cases they were involved in will remain associated with the original Workspace at the time the case was created and will not transfer with the user to the new Workspace.
- Cases in which the user's Workspace is involved in do not take group affiliations into account within the case form.
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Last updated: 10 February, 2025