With workspaces, you can organize your content into separate environments, ensuring that only the right people have access to specific content. This is especially useful when you have multiple teams working on different projects. In this article, we’ll walk you through setting up your workspaces and managing members.
⚠️ The number of workspaces you can create depends on your plan. If you’re interested in additional workspaces or want to upgrade your plan, contact us here.
In this article
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Why use workspaces?
Workspaces allow you to divide your content into separate environments. Each workspaces (think department, brand, or regional office) has its own environment where members can collaborate on projects. Users can only access projects in workspaces they are members of, ensuring content stays protected.
By setting up separate workspaces for each team, you can empower anyone to create content with the right brand governance and permissions:
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Separate environments — limit user access to only content that is relevant for them.
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Greater level of security — determine user access with roles and permissions.
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Ensure brand consistency — keep content on-brand with shared media and templates.
There are many ways you can structure your workspaces to support the content creation process. Below are two examples:
Example 1: Workspaces by Department
A consulting firm creates separate workspaces for Marketing, Sales, and Legal. The members of each team can only access their own workspace. This ensures that someone from the Sales team cannot edit content from the Marketing team, for example.
Example 2: Workspaces by Region
A global company creates workspaces for each regional office in New York, London, and Singapore. A Sales Enablement Manager has admin rights in the main workspace in order to create templates for all regions. Sales Reps in each region are editors in their respective workspace where they can adapt the template to make the regional specific.
How do workspaces work?
You can navigate between workspaces by clicking the dropdown on the left panel. From each workspace, you can manage projects, brand kits, templates, etc. Users will only see workspaces they’re members of.
The main workspace is shown at the top of the list. Users in the main workspace have access to all workspaces and their content. Only admins of the main workspace can create new workspaces.
Creating a workspace
You can create a new workspace via the Admin Console.
⚠️ The number of workspaces you can create depends on your plan. If you’re interested in additional workspaces or want to upgrade your plan, contact us here.
Click Account in the top right corner. You’ll be automatically taken to the Workspaces overview.
To create a new workspace, click + Start new workspace
Fill out the Workspace name and the department that will use it. Click Create. Your workspace is now created!
Add and manage workspace members
Managing users across workspaces
Users can belong to multiple workspaces. The actions they can perform is determined by their user role. Once you add a user to a workspace, they become a member of that workspace.
For example, let’s say you have separate workspaces for each department: Sales, Marketing, and Legal. Someone like a Sales Enablement Manager would be a member of both the Sales and Marketing workspaces:
- In the Sales workspace, they need to work on content to ensure sales reps have the right playbooks, training materials, and proposals.
- In the Marketing workspace, they can collaborate with the marketing team on success stories and one-pagers.
View members of your workspace
To see all members of a specific workspace, select the workspace from the dropdown list on the left panel and click Members. Here, you'll see an overview of all members, including their role, seat type, and status.
💡 Use the search bar to quickly check if a user has access to the workspace
Add or remove members from your workspace
To manage a user’s membership to a workspace, you will need to edit the user.
Click Account in the top right corner, then click Users.
Click the cogwheel icon ⚙️ next to the user.
Under Workspaces, add or remove the user from the relevant workspaces. Once you’ve made your changes, click Save.
💡 If you add an existing user to a workspace, they will receive an email informing them that an admin has added them to a new workspace.
Control your brand assets
Shared media library
You organize your images, videos, and documents in the Media Library. As an admin or designer in the main workspace, you can share specific folders across all workspaces. This ensures that all workspaces can create on-brand content while saving time
📖 Learn more in our article All about the Shared media library.
Shared templates
You can save pages, overlays, and blocks as templates to reuse them in your Foleon Docs. As an admin or designer in the main workspace, you can share specific templates across all workspaces.
If you use a shared template, you'll ensure your Foleon Docs are on-brand with approved content. It also enables you to work more independently, with less review time from your brand owner.
📖 Learn more in our article All about Shared templates.
Move Docs between workspaces
At the moment, it's not possible to move a Foleon Doc from one workspace to another. However, we do have a duplicate feature that allows you to achieve the same goal.
We've summarized the rules of this feature below:
- If you're a member of the main workspace:
- You can duplicate a Doc within the main workspace
- You can duplicate a Doc from the main workspace to a regular workspace
- You can duplicate a Doc within a regular workspace
- You can duplicate a Doc from one regular workspace to another
- If you're a member of a regular workspace (not in the main workspace):
- You can duplicate a Doc within the regular workspace you're a member of
- You can duplicate a Doc from one regular workspace to another workspace you're a member of. You can't duplicate to workspaces you're not a part of — including the main workspace.
🎉 Global Content Modules are coming soon! Update headers, footers, and other repeated sections across your Docs in one place with modules.