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Managing Workspaces

Site Administrators create Workspaces and designate one or more Workspace Administrators to run them. Workspace Administrators then handle all day-to-day operations within their Workspace on a self-service basis: creating and managing users, groups, and partners; configuring automations, syncs, and remote server mounts; applying folder settings; and managing data governance. See Workspace Administrators for the full list of what they can and cannot manage.

In addition to users created directly in a Custom Workspace by its Workspace Administrator, Site Administrators can give Default Workspace users cross-workspace access to one or more Custom Workspaces. This lets a Default Workspace user switch into a Custom Workspace without being reassigned to it.

Cross-Workspace Access for Default Workspace Users

Only Site Administrators can assign cross-workspace access. It applies only to Default Workspace users. A user who was created directly in a Custom Workspace cannot be given cross-workspace access to another Workspace.

To assign access, a Site Administrator opens the Workspace's permission settings and adds the user. When a user has cross-workspace access, a Workspace switcher appears in the Web App, Mobile App, and CLI. The user can switch into any Workspace they have access to and switch back to the Default Workspace at any time.

All standard folder permission levels are available when assigning a Default Workspace user to a Custom Workspace. A user can also be granted Workspace Administrator access, which gives them full administrative control over the entire Workspace rather than access to a specific folder. A user can have different access levels across different Workspaces.

Cross-Workspace Access for Groups

Site Administrators can assign cross-workspace access to a Group in addition to individual users. When a Group is given access to a Custom Workspace, all members of that Group can switch into that Workspace with the assigned permission level.

On sites that manage access through group membership, assigning cross-workspace access to a Group avoids the need to assign individual users one by one.

Moving a User to the Default Workspace

Site Administrators can move a user out of a Custom Workspace and into the Default Workspace from the user's details page. Select Move to Default Workspace from the More menu on the user details page.

This option appears only when viewing a user who is currently in a Custom Workspace, and moves in one direction only: from a Custom Workspace into the Default Workspace. Moving a user from the Default Workspace into a Custom Workspace is not supported through the Web App or the API.

When a user is moved, their folder permissions and group memberships within the Custom Workspace are not transferred to the Default Workspace. Set them up again in the Default Workspace if needed.

Moving Workspace Administrators and Partner users to the Default Workspace is not supported. To move a Workspace Administrator, remove their Workspace Administrator role first. To move a Partner user, unlink them from their Partner organization first. Moving a user to the Default Workspace is also not supported on sites that do not allow local user creation (SSO provisioning-only sites), because the move performs a local user update.

Moving Files Between Workspaces

When using the Web App, files can be copied or moved between Workspaces. The Web App's Copy/Move source and destination pickers include a Workspaces tab alongside the standard folder tree.

Site Administrators see all Workspaces when operating from the Default Workspace. Users with cross-workspace access see only the Workspaces they have been given access to, and can only select Workspaces where they have write permission as a destination.

Cross-workspace copy and move is only available when operating from the Default Workspace. It is not available when switched into a Custom Workspace. Copy behaviors (folder settings that apply automatically when a folder is copied) are not supported when the destination is a Workspace, consistent with the restriction for Remote Server and Child Site destinations.

Workspace source and destination selection is also available in Automation and Sync configurations. Site Administrators see all Workspaces. Users with cross-workspace access see only the Workspaces they have been given access to, and can only select Workspaces where they have write permission as a destination.