Security settings

Workspace admins can configure certain security settings in their workspace to control what actions their users can take in the Security settings.

If you’re on an Enterprise plan, admins can disable the ability to create web links for highlights and insights across the entire workspace.

• To do this, navigate to ⚙️ Settings → Security and under Security, toggle on Prevent users from creating web links.

In addition, if you have the HIPAA add-on, the ability to create web links will be disabled by default for all projects in the workspace.

By default, all users have the ability to invite new users to join their workspace. They can invite new users into a workspace role that is below or equal to their own role. Workspace admins on Business and Enterprise plans can prevent users from being able to invite new users.

• To do this, navigate to ⚙️ Settings → Security and next to Who can invite new users to the workspace, select Admins only.

If users have been granted the ability to invite new users, workspace admins can prevent them from distributing paid seats.

• To do this, navigate to ⚙️ Settings → Security and next to Who can invite users as contributors or managers, select Admins only.

• By selecting this option, users will only be able to invite new users as free viewers.

Select where AI models process data to help teams align with data residency, compliance, and governance requirements. This setting does not affect AI transcription, which has a separate region setting.

To do this, go to ⚙️ Settings → Security and select AI settings. From here, you can select:

• Default – uses your workspace’s default region for AI processing.

  • US workspaces default to the US.

  • EU workspaces default to the EU.

  • AU workspaces default to the US unless manually changed to Australia.

• United States – all AI processing occurs in the US.

• Europe – all AI processing occurs in the EU.

• Australia – all AI processing occurs in Australia.

Configure which user roles can access the Contacts database in your workspace. Options include:

• Anyone - all users in your workspace will have access to view the Contacts database.

• Managers and Contributors - only Managers and Contributors will be able to view the Contacts database.

• Managers only - only Managers can view the Contacts database.

• No one - no users will be able to view or edit the Contacts database or access Contact fields within notes.

Workspace admins can force log out all users by pressing Log out all users.

Enterprise workspaces can set a shorter session age to log out users earlier than the default 90 day period, requiring users to log in to their account again.