Assign access to content 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 guide, we'll discuss how to enforce access to content across the workspace and ensure people have access to all the things they need and none of the things they don’t.

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 →

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, users and groups will not be able to create and edit projects in the folder.

Learn more about folders and assigning access →

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

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 workspace tag board can prevent others from making changes to this.

For large workspaces, we recommend that you set your workspace tag boards as View only. This means that unless explicitly invited to the board, users and groups can link the tag board to a project, but cannot add or remove tags from this board.

Learn more about workspace tag boards and assigning access →

Managers and contributors with Full access to a workspace field group can prevent others from making changes to this by restricting its access.

For large workspaces, we recommend that you set your workspace tag boards as View only. This means that unless explicitly invited to the board, users and groups can link the field group to a project, but cannot add or remove fields from this group.

Learn more about workspace field groups and assigning access →

Managers and contributors with Full access to a project template can prevent others from making changes to this.

For large workspaces, we recommend that you set your project templates as View only. This means that unless explicitly invited to the template, users and groups can still use the template to create a new project, but cannot edit the original template.

Learn more about project templates and assigning access →