Workspace Roles

Understanding Workspace Roles

Roles allow you to control what features a member has access to in a workspace. Assign roles to set what members can do in a workspace. Only workspace and organization admins can assign roles to members in a workspace.

Permissions, on the other hand, determine the level of access to documents or data. To set the overall access needed in a workspace, assign a role to provide access to features and then set permissions for documents or data.

NOTE: There are also roles at the organizational level for those that manage all workspaces and people in your organization. See Organization Roles for more details.

Types of Workspace Roles

Every member of a workspace has a role, each with its own level of access to features. Based on the solution set for a workspace, you’ll have access to different roles. Read below to see more of what each role can do.

General

  • Limited Starters have view-only access to assigned binders and reviews. They can also sign certifications.

  • Starters can review, comment, and approve documents. They can also sign or approve certifications, and can also contribute classic support documents via portal or data via classic data collections.

  • Standards can create and edit documents, create links, and view the history of documents. They can be a certification user, account administrator, and workspace admin.

  • Professionals can create and edit documents, create links, and view the history of documents. They can be a certification user, account administrator, and workspace admin. They can also manage controls management, certifications, classic supporting documents, and classic data collections.

  • Viewers can review, comment, and approve documents. They can also sign or approve certifications.

  • Editors can create and edit documents, create links, and view the history of documents. They can also be a Certifier User and Workspace Admin.

  • Workspace Admins can update workspace settings, manage workspace members and groups, manage workspace content, view activities log for the workspace, and move files between workspaces.

  • Workspace Support Users are designated for Workiva staff, such as a CSM or PSM. They have the same access as a Workspace Admin, as well as Professional / Editor and XBRL. They can be invited to a workspace by a workspace admin.

Feature Specific

  • Filing role can file documents as well as access, edit, and generate XBRL on documents.

  • XBRL role can access, edit, and generate XBRL on documents.

  • Section 16 Filers can file section 16 forms. To acccess Section 16, an Editor role is needed.

  • Certifier Creators can create templates, processes, & letters but can only manage ones they created.

  • Certifier Admins can manage all things in Certifications no matter who created it.

There are additional roles available for SOX & Internal Audit. For more details, see Overview of Database Roles.