Working in Project Workspaces

A workspace is a project-shaped collaboration area that spans departments. Use one when a piece of work involves people from multiple departments and you want a focused place for the documents, conversation, and activity.

Creating a workspace

Navigate to Workspaces → Project Workspaces → New
Name the workspace (e.g., “Project Orion”, “FY26 Strategy Refresh”)
Add an optional description
Add initial members (autocomplete by name; departments allowed)
Click Create

You're now the workspace owner. Owners can manage members, archive the workspace, change settings.

What's in a workspace

Each workspace has:

Documents folder — the workspace's private file area (members only)
Activity feed — a chronological log of every action: uploads, comments, approvals
Posts — like an internal blog for project updates (members can post, comment)
Members — with per-member permissions
Linked documents — documents from elsewhere that have been linked here for visibility (without moving them)

Member management

Workspace permissions are independent of department permissions. A workspace member sees the workspace's content regardless of their normal department access.

Three workspace permission tiers:

Owner — manages members, can archive
Editor — can upload, edit, comment, post
Viewer — read-only

Add a department (e.g., “all of Marketing”) to grant blanket access to that department.

Activity feed

The activity feed shows:

Documents uploaded
Comments and @mentions
Posts published
Approvals requested / granted
Members added / removed
External shares created

Useful for catching up after a few days off.

Posts

Posts are like a focused team blog inside the workspace. Use them for:

Weekly project updates
Decision logs
Retrospective summaries
Announcement of milestones

Posts support markdown, comments, and reactions.

Archiving

When a project ends:

Settings → Archive workspace
The workspace becomes read-only
Members can still access; nobody can add new content
The workspace appears under Archived Workspaces for future reference

Archived workspaces retain everything (documents, comments, posts, activity feed). They're not deleted — just frozen.

Cross-workspace linking

A document can be linked to multiple workspaces (without being copied). Useful when a contract relevant to Project Orion is also relevant to Project Phoenix. Link from both; updates show in both activity feeds.

Permissions vs RBAC

Workspace permissions are additive to your normal tenant permissions. A workspace can grant you access to documents you wouldn't otherwise see. But it can't remove access — a document classified Restricted and uploaded to a workspace remains Restricted for users who don't have Restricted-level access.