Workspace Roles

Roles and Available Actions

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. Assign a role to provide the access needed. Within a Wdesk organization, there are roles both at the organization-level and workspace-level.

To learn more about assigning roles, see Managing Members and Roles

Administrative Roles

The Workspace Admin role is only available at the workspace-level. The Organization Admin roles are available at the organization-level but can perform some functions at the workspace-level. Read the table below to see more of what each administrative role can do.

Workspace Admin Organization User Admin Organization Security Admin
Invite Members to Workspaces
Manage Workspace Members
Add & Manage Groups
Manage Workspace Files
Move Files between Workspaces
Update Workspace Settings
View Workspace Activities
Add & Manage Users

Workspace Support Users are designated for Workiva staff, such as a CSM or PSM. They have the same access as Professional / Editor and XBRL. For additional access, you can assign the Workspace Admin role if needed.

Non-administrative Roles

The following roles are available at the workspace-level. Read the tables below to see more of what each role can do.

Files & Documents

Editor / Professional* Standard* Viewer / Starter* Limited Starter Workspace Member
View Documents
Review Documents
Approve Documents
Comment on Documents
Create Documents
Edit Documents
View Document History
Create Links
View Binders
Add Supporting Documents
Can be a Workspace Admin

* Indicates a role is for organizations using classic license models.

Data Collections

Editor / Professional* Standard* Viewer / Starter* Limited Starter Workspace Member
Respond to Data Collections
Create Data Collections

Certifications

Editor / Professional* Standard Viewer / Starter Limited Starter Workspace Member
Sign Certifications
Approve Certifications
Can be Certifier Admin

Feature Specific Roles

In addition to the roles above, there are roles to provide access to specific features in a workspace. See below for details about feature specific roles.

  • 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 access 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.