A workspace houses topics going through the same workflow — the stages that a topic goes through from start until finish. They're great for:
- Separating the work of different teams, to keep clutter to a minimum for everyone.
- Separating work that moves through different workflows. For instance, a marketing team might have one workspace for ad campaigns and another one for website content. Even though the same people work on both, those two kinds of work have different life cycles so it’s useful to track their progress separately.
To create a new workspace, just hover over “Workspaces” in the sidebar and click the “+” button. You'll be prompted to provide a name. We recommend keeping it short (~30 characters or less). You can also create a workspace from the Admin Settings | Workspaces section.
When you create a workspace, it'll be prepopulated with a default sequence of stages. To edit a workspace's stages, just click the workspace's name.
Learn more about editing a workspace's stages:
To rename an existing workspace, just visit the workspace and click its name. We recommend keeping workspace names short (~30 characters or less).
By default, everyone in your organization can read and write topics in all workspaces. That makes it easy for teammates to collaborate without unnecessary friction.
You can restrict a user by making them a Guest. That limits their access to only some of your organization's workspaces. It's useful for, say, a contractor, intern, or other temporary teammate.
To manage which workspaces a Guest user can access, visit Admin Settings | Workspaces, hover over the workspace's ellipsis menu, then choose Manage guests. You can add existing Guest users in your organization to the workspace or invite new ones by email address. They won't be able to view or edit any workspaces except those you explicitly grant them access to.
The Admin Settings section is only visible to team members with the Admin role.
Learn more about user roles:
To archive a workspace that your team no longer needs, just click the workspace's name and click the button to archive it. You can also archive and unarchive workspaces from the Admin Settings | Workspaces section.
Archived workspaces no longer appear in the navigation bar, and their topics no longer appear in search. However, you can still view an archived workspace and its topics if you visit them via a direct link.