Workspace Administrators

A Workspace Administrator has full administrative control within their assigned Workspace. They manage users, groups, partners, folders, automations, remote servers, syncs, notifications, security keys, and data governance settings, all within the boundary of their Workspace.

How Workspace Administrators Compare to Other Admin Roles

The Workspace Administrator role fills a gap between existing administrative roles.

The Site Administrator can manage everything on the site. Too broad for a team, department, or project lead.

The Folder Admin can manage a single folder's settings and permissions. Too narrow for someone who needs to manage users, partners, and integrations.

The Group Admin can create users within their group but cannot manage them after creation.

The Partner Admin can manage users within their Partner organization but cannot manage folders, automations, or integrations.

The Workspace Administrator provides full operational control over a complete set of resources, scoped to a single Workspace.

What Workspace Administrators Can Manage

Workspace Administrators manage all resources within their Workspace on a self-service basis. They do not need to involve the Site Administrator for day-to-day operations.

User Management

Creating individual users, bulk creating users through CSV import, resetting passwords, disabling and re-enabling accounts, offboarding users, setting access expiration dates, configuring protocol privileges, managing IP whitelists, and creating user lifecycle rules to automatically disable or delete inactive accounts.

Group Management

Creating groups, updating group memberships, and assigning Group Admins within the Workspace.

Partner Management

Onboarding and offboarding Partners, creating and managing partner users, designating Partner Admins, and configuring Partner Admin settings to control what Partner Admins can do within their Partner organization.

Folder and File Management

Creating folder structures, assigning and managing folder permissions for users, groups, and partners, designating Folder Admins for specific folders, applying folder settings including watermark previews, folder locks, and file organization rules (rename on upload, organize files), and configuring data governance policies including storage regions, retention policies (file expiration, archive/remove), and file restrictions (extension limits, name length limits, name regex limits).

Automations and Integrations

Creating and managing automations, remote servers, remote server mounts, and syncs. Workspace Administrators can configure these only on folders within their Workspace. They cannot create automations, syncs, or mounts on folders outside their current Workspace.

Sharing and Collaboration

Creating and managing share links, configuring share link permissions and expiration, creating inboxes for receiving files from external parties, setting up share groups, creating custom forms, and configuring public hosting for Workspace folders.

Security Keys

Creating and managing SFTP/SSH keys and GPG keys for Workspace users, revoking keys, and applying key lifecycle rules to automatically expire or rotate keys.

AS2

Creating and managing AS2 identities, configuring AS2 trading partners, and managing AS2 certificates for Workspace-level B2B file exchanges.

Notifications

Creating and managing email notifications, webhooks, Amazon SNS notifications, Google Pub/Sub notifications, Slack notifications, and Microsoft Teams notifications for events within the Workspace.

What Workspace Administrators Cannot Manage

Workspace Administrators do not have access to anything outside their Workspace. The following remain under the exclusive control of Site Administrators:

• Site-wide security and protocol settings, including FTP, SFTP, and WebDAV configuration, ciphers, host keys, certificates, and 2FA requirements.
• Authentication, including SSO provider integrations and site-wide authentication configuration.
• Monitoring and logging, including SIEM integrations, site-level logs, and usage reporting.
• Billing and site administration, including billing, Workspace creation, child site creation, and clickwraps.
• Site customization and infrastructure, including custom domains, site branding, custom SMTP, and all other site-level customization.
• Recovery and integrity, including restoring deleted files, folders, or users, and checksum and file integrity settings.

Workspace Administrators coordinate with the Site Administrator when they need changes to anything above. Common examples:

• Troubleshooting failures that require access to site-level logs
• Updating 2FA requirements
• Configuring SSO
• Setting up SIEM integrations
• Adjusting protocol settings
• Restoring deleted files or users
• Creating new Workspaces

Delegating Administration Within a Workspace

Workspace Administrators can further delegate administration within their Workspace by assigning existing admin roles to Workspace users:

• Folder Admins can manage folder settings and permissions for specific folders within the Workspace.
• Group Admins manage users within their assigned group inside the Workspace, drawing on whichever user-management capabilities the Site Administrator has enabled site-wide (create, edit, enable/disable, delete, set and reset passwords, and exempt from User Lifecycle Rules).
• Partner Admins can manage users within their Partner organization inside the Workspace.

This allows the Workspace Administrator to distribute onboarding, offboarding, and day-to-day management responsibilities across their team without giving every user full Workspace administration.