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.

  • Roles provide access to features, such as Filing or XBRL.

  • Permissions provide access to documents and data, such as a specific document or section.

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 or approve 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 Professional / Editor and XBRL. For additional access, you can assign the Workspace Admin role if needed.

  • Workspace Members can sign certifications.

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 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.