--- title: "Managing Workspace Users and Permissions" slug: "managing-workspace-users-and-permissions" tags: ["Workspace", "User and Permissions"] updated: 2024-06-26T18:27:52Z published: 2024-06-27T17:26:41Z canonical: "docs.revealdata.com/managing-workspace-users-and-permissions" --- > ## Documentation Index > Fetch the complete documentation index at: https://docs.revealdata.com/llms.txt > Use this file to discover all available pages before exploring further. # Managing Workspace Users and Permissions #### wi**In this article you will learn how to:** - Understand Workspace Member Permissions - Add Onna Users to an Existing Workspace - Share a Workspace Externally - View and Change Workspace Member Permissions - Remove Users from a Workspace As of November 7, 2022 the 'Contributor' workspace permission will be deprecated. Existing workspace members assigned the 'Contributor' permission will now have 'Edit' permissions. ## **Understanding Workspace Member Permissions** You can customize the workspace-specific permissions for users based on what access level you want to grant them. Permissions determine what tasks users can or cannot do on a workspace. Please note that permissions assigned at the workspace level are inherited by the sources and resources within that workspace. For example, if a workspace member has 'Manager' permissions for the workspace they will also have 'Manager' permissions for the sources and resources in that workspace. The available permissions are: | **Permission** | **Capabilities** | | --- | --- | | **Manage** | - Add workspace members - Delete workspace members - Update member permissions - Add sources - Edit sources - Delete sources - Rename the workspace - Delete the workspace - Manage custom fields (add, edit, and delete) - Edit tags - Edit comments - Export from the workspace | | **Edit** | - Add sources - Edit existing sources - Delete sources from the workspace (only the ones they created) - Edit tags - Edit comments - Edit custom fields - Export from the workspace | | **View** | - View files in sources that are shared in the workspace - Export from the workspace | ## **Adding Onna Users to an Existing Workspace** Once a workspace is created, workspace users with "Manager" permissions, have the option to invite Onna users or external members to that workspace. ### **Step 1** Head to the Workspace and click on the ellipsis at the top right-hand corner. From the pop-up menu click on the share icon. ![](https://cdn.us.document360.io/3e21d801-ca9f-4c51-93db-9cbd32741f3d/Images/Documentation/managing-workspace-users-and-permissions-image-gqlr35wd.png) ### **Step 2** Next, a Workspace user modal will open where you can invite current users or user groups in your Onna account by: a. Adding the name of the user or group. b. Adjusting their Permissions c. Including a message to the new user. (optional) ![](https://cdn.us.document360.io/3e21d801-ca9f-4c51-93db-9cbd32741f3d/Images/Documentation/managing-workspace-users-and-permissions-image-2vjcsf75.png) ## **Sharing a Workspace Externally** You may also share an Onna workspace with someone outside of your organization if your admin has enabled the external sharing setting for your site. **Note:** If your Onna admin has 'Enforce to use SAML login' enabled, externally sharing will not be an option as the external person will not be able to bypass SSO. ### **Step 1** After opening the share modal (as above), the first step to share externally is to toggle External sharing to 'Yes'. ![](https://cdn.us.document360.io/3e21d801-ca9f-4c51-93db-9cbd32741f3d/Images/Documentation/managing-workspace-users-and-permissions-image-vqe87fcq.png) ### **Step 2** You may then invite people who are not users in your Onna account (i.e. external counsel, third-party reviewers, etc.) to collaborate on the workspace by entering their email address. Then, complete the rest of the information and share. Note: External users will be granted the role of ***guest*** in Onna. ![](https://cdn.us.document360.io/3e21d801-ca9f-4c51-93db-9cbd32741f3d/Images/Documentation/managing-workspace-users-and-permissions-image-aud319gh.png) ## **Viewing and Changing Workspace Member Permissions** To ensure that all users have the appropriate permissions you may want to view permissions and at time update workspace member permissions. To do so, follow the steps below: ### **Step 1** Navigate to the 'Share workspace' modal again. Once there, select 'Manage members' in the bottom left corner of the modal. ![](https://cdn.us.document360.io/3e21d801-ca9f-4c51-93db-9cbd32741f3d/Images/Documentation/managing-workspace-users-and-permissions-image-3nrv8zki.png) ### **Step 2** From here you will see a list of your workspace members. a. Next to each member you will see their current permissions and an arrow indicating a drop down menu. To change user permissions, click on that arrow. b. From the dropdown menu that appears, select the new level of permission you want to assign to a user. c. Click the blue 'Done' button in the bottom right hand corner of the modal. ![](https://cdn.us.document360.io/3e21d801-ca9f-4c51-93db-9cbd32741f3d/Images/Documentation/managing-workspace-users-and-permissions-image-jxxialok.png) ## **Removing Users from a Workspace** For privacy or security reasons you may want to delete a user from a workspace. To do so, follow the steps below: ### **Step 1** Navigate to the 'Share workspace' modal again. Once there, select 'Manage members' in the bottom left corner of the modal. ![](https://cdn.us.document360.io/3e21d801-ca9f-4c51-93db-9cbd32741f3d/Images/Documentation/managing-workspace-users-and-permissions-image-bbx1bt76.png) ### **Step 2** From here you will see a list of your workspace members. a. Next to each member you will see their current permissions and an arrow indicating a drop down menu. To remove a member, click on that arrow. b. From the dropdown menu that appears, select 'Remove' c. Click the blue 'Done' button in the bottom right hand corner of the modal. ![](https://cdn.us.document360.io/3e21d801-ca9f-4c51-93db-9cbd32741f3d/Images/Documentation/managing-workspace-users-and-permissions-image-o2xk14xm.png)