Create and authorize document workspaces

Create a documents workspace/folder

To create a new workspace, navigate to Master Data > Workspaces > Create.

Create a new workspace

In which:

Workspace settings
  • Name: Choose a name for this workspace.

  • Tags: Add tags to categorize this documents workspace.

  • Parent Workspace: Select the parent workspace of this workspace (if applicable).

  • Document Unique Name: If enabled, documents in this workspace cannot have duplicated name.

Configure actions for a workspace

To add an action for documents in a workspace, navigate to the Actions tab, press Add a line and select an action from the available list or create a new one.

Select actions for a workspace

You can add one or various different actions for your workspace. For example: Ask to Review, Mark as Deprecated, etc.

Set up access rights

In the Access Right tab, you can set up the access rights and upload documents to a workspace according to certain criteria.

Tab phân quyền

By Teams

From here, you can decide the write and read rights of this workspace for one or multiple teams at the same time.

Set up access rights for teams in a workspace

In which:

  • Writable Teams: Members of these teams can read, upload and edit their own documents.

  • Readable Teams: Members of these teams can only read documents.

  • Teams Own Document Only: Members of these teams can read, upload and edit their own documents.

Note

To create a new team, navigate to Master Data > Teams > Create. From here, you need to choose a name and select a leader for this new team and press Save.

By Users

In this section, you can configure the edit and read rights for documents in this workspace for one or multiple individuals at the same time.

Set up access rights for each user

In which:

  • Writable Users: Users can read, upload and edit their own documents.

  • Readable Users: Users can only read documents in this workspace.

  • Users Own Document Only: Users can only read, upload and edit their own documents. Cannot view documents uploaded by other users.

By Groups

You can set up edit or read rights for documents in a workspace for one or multiple users who have certain access rights groups.

Set up access rights for groups
  • Writable Groups: Users who have these groups of rights can read, upload and edit documents in this workspace.

  • Readable Groups: Users who have these groups of rights can only read documents in this workspace.

  • Groups Own Document Only: Users who have these groups of rights can read, upload and edit their own documents in this workspace.

You can navigate to the documents list of the newly created workspace by pressing the Documents button on the top right corner of this workspace view.

Access the documents list of a workspace