Skip to main content

What a Workspace Contains

A Workspace has its own root folder and operational resources. Authentication, security policy, branding, billing, and other site-wide configuration remain shared across Workspaces.

Workspace Root Folder

The Workspace Root folder restricts users created in a Custom Workspace to one section of your site and prevents them from accessing anything outside of the Workspace Root folder path. When a Workspace user connects, they see the Workspace Root folder as the top level of the site. This restriction applies regardless of how the users connect, whether through the Web App, API, Desktop App, Mobile App, FTP, SFTP, WebDAV, or CLI.

Workspace Administrators have full administrative access to all folders within the Workspace Root. They assign folder permissions only to their Workspace's own users, Groups, and Partners, and only within its root folder. Users and Groups created in a Custom Workspace can hold folder permissions only within that Workspace's root, even when a Site Administrator assigns them.

Site Administrators can also grant folder permissions within a Custom Workspace to Default Workspace users and Groups. Only Site Administrators can assign or remove these cross-workspace permissions.

Default Workspace users granted access directly or through a Default Workspace Group keep their Default Workspace accounts, Group memberships, and resources. To access the Custom Workspace's folders, they switch into that Workspace after signing in. Default Workspace users and Groups can hold folder permissions in more than one Custom Workspace.

Scoped Resources

The Workspace Administrator or Site Administrator can create and configure the following resources within a Workspace on a self-service basis. Each resource belongs to its Workspace, with the Event Channel sharing options noted below.

CategoryResources
FilesFolders, files, folder settings, and folder permissions
SharingShare Links, Inboxes, Share Groups, Custom Forms, and Public Hosting
User AccountsUsers, Groups, and Partners
EncryptionSFTP/SSH keys and SFTP/SSH Key Lifecycle Rules; GPG Key Manager, GPG Encryption, GPG Decryption, GPG Recryption, and GPG Key Lifecycle Rules
AutomationsAutomations and Expectations
ServicesAS2 identities and AS2 trading partners
IntegrationsRemote servers, remote server mounts, and syncs
NotificationsEmail notifications, Webhooks, Amazon SNS, Google Pub/Sub, Slack, and Microsoft Teams Notifications
Event ChannelsChannels, Targets, and Subscriptions, with supported cross-workspace delivery through Default Workspace subscriptions or targets set to Apply to All Workspaces
Data GovernanceStorage regions; retention policies (file expiration, archive removed files); data restrictions (file extension limits, file name length limits, file name regex limits, folder locks, watermark previews); organization rules (rename uploaded files, organize files, create user folders, metadata categories); and restores (files, folders, and users)

Email notifications follow the Workspace boundary so each team's activity can be reported through its own notifications. A notification on the Default Workspace's site root covers activity only in the Default Workspace, even when it is recursive. Activity in a Custom Workspace requires an email notification configured within that Workspace, on its root folder or a folder within it.

Site-Level Resources

Storage and bandwidth usage, site-wide security settings, SSO, logging and audit trails, SIEM, billing, and branding are managed at the site level and are not configurable within individual Workspaces.

Custom Domains are created and managed by Site Administrators. Each domain has a Workspace assignment and an optional sharing choice that determine which Remote Servers can select its outbound addresses.

Workspace Administrators can select eligible domains assigned to their Workspace or shared from the Default Workspace when configuring Remote Servers. They cannot open the Custom Domains settings page or create, edit, delete, or allocate addresses for a domain.

Schedules and Holiday Calendars are a different case. Both are created at the site level, and both are then available to scheduled work inside every Workspace on the site. A Workspace Administrator can point an Automation or Sync at either one but cannot create or change them. Ask a Site Administrator to create the Schedule or Holiday Calendar you need.