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Managing Workspaces

Administrators manage workspaces from the same Workspaces grid that everyone uses in the Document Explorer. There is no separate "workspace admin" console — creating and editing workspaces happens right on this page, and the actions you can take depend on your permissions and your role in each workspace.

Workspaces management grid

Honest note: DocLock does not have a dedicated administration screen for workspaces. The All Workspaces grid is the management surface — you create new workspaces and edit existing ones directly from the cards. The day-to-day member, settings, and deletion controls live inside each workspace.

How to open this screen​

From the left navigation, open Document Explorer → Workspaces. The application route is /documents/workspaces.

  • Access required: permission to view documents (DOCUMENTS.VIEW).

What you see on this screen​

  • A New Workspace button in the top-right for creating a workspace.
  • A summary strip with totals: number of workspaces, total documents across them, the largest team's member count, and how many workspaces are shared company-wide (public).
  • A grid of workspace cards, each showing the workspace's icon, name, description, tags, document and member counts, and last activity. Public (company-wide) workspaces show a green Public badge and are read-only for most users.

Creating a workspace​

  1. Click New Workspace in the top-right.
  2. In the dialog, fill in:
    • Short Name (required) — a brief label, e.g. HR.
    • Full Name (required) — the complete name, e.g. Human Resources.
    • Description (optional) — what kind of documents will live here.
    • Tags (optional) — type a tag and press Enter (or click +) to add it; click the × on a chip to remove it.
    • Icon — choose an icon to represent the workspace.
    • Color — choose a colour used for the card icon and header bar.
  3. A preview banner at the top of the dialog updates as you type so you can see the result.
  4. Click Create Workspace.

Create workspace dialog

Note: Both Short Name and Full Name are required. If either is empty, the field is highlighted and the workspace is not created until you fill it in.

Editing a workspace​

  1. Hover over the workspace card you want to change.
  2. Click the pencil (Edit) button in the card's top-right corner.
  3. The dialog opens pre-filled with the workspace's current details.
  4. Update the name, description, tags, icon, or colour, then click Save Changes.

The card updates immediately and a confirmation message appears.

Managing members, settings, and deletion​

These deeper administration tasks are handled inside each workspace rather than from the grid:

  • Open a workspace by clicking its card.
  • In the workspace header, role-gated buttons let you Invite members, open Settings (the Members panel), Edit the workspace, or Delete it.
  • Whether each button appears depends on your workspace role — for example, only an Owner can delete a workspace, while a Manager can manage members but not delete the workspace.

See Workspace Roles for what each role allows, and the Inside a Workspace guide for the in-workspace member controls.

Tips​

  • Use a consistent Short Name convention (like a department code) so workspaces are easy to scan.
  • Add clear tags so teammates can recognise a workspace's purpose at a glance.
  • Reserve Public / Global Resources workspaces for company-wide content; they're read-only for most users.

Troubleshooting​

ProblemWhat to check
The page or menu item isn't visibleYou may not have the DOCUMENTS.VIEW permission.
The Create Workspace button does nothingMake sure both Short Name and Full Name are filled in.
I can't see an Edit or Delete button on a workspaceThose actions depend on your workspace role — you may not have permission for them.
I'm looking for a separate workspace admin screenThere isn't one — workspaces are created and edited from this grid, and managed from inside each workspace.