Assign access across the workspace

We know that each organization is unique in how granular they need permissions to be when sharing information across multiple teams in a single workspace. In this lesson, we'll discuss how to enforce access to data across the workspace and ensure the right people have access to all the things they need to work effectively.

When a person is added to a workspace, they are assigned a workspace role (manager, contributor, or viewer). This role defines what they can do throughout the workspace.

From there, they can be assigned different levels of access to further restrict or expand their visibility to specific content in the workspace. The four permission levels in the workspace are:

• Full access - Can edit content and manage who has access.

• Can edit - Can edit content.

• Can view - Cannot edit content but can view and/or comment.

• No access - Cannot edit or view content.

View a full breakdown of these access levels →

We recommend starting to assign access at the folder-level. Managers and contributors with Full access to a folder can control who has access to the folder and its contents using the Share settings.

For large workspaces, we recommend that you set your folders as View only. This means that unless explicitly added to the folder, user groups and individuals will not be able to create and edit projects in the folder.

Learn more about folders and assigning access →

By assigning access at the folder level, any new project created within a folder will automatically inherit the same access controls set at the folder level by default.

Managers and contributors with Full access to a project can detach the project from the inherited folder access controls within the project's Share settings.

You may want to do this to:

• Restrict a project from a user or group who have access to the folder it is housed within or;

• Expand who has project access to a user or group who does not have access to the folder.

Managers and contributors with Full access to a board of workspace tags, group of workspace fields, or templates can prevent others from making changes to these.

Similar to folders, for large workspaces we recommend that you start with setting your workspace tag boards, field groups, and template as View only and assigning Full or Edit access to key user groups. This means that unless explicitly invited, other user groups and individuals can use these in their projects, but cannot make changes to the original templates.

You can learn more assigning access to each item in your workspace below:

• Workspace tags

• Workspace field

• Workspace project templates