Spaces, Folders and Access
Updated
Use spaces and folders to organize Workbench pages. Set visibility on a page or folder to control who can open it.
Create a Space or Folder
- Open Workbench.
- Click New space or New folder in the sidebar toolbar.
- Enter a name. For a folder, choose its location and visibility.
- Click Create.
A space holds pages and folders. A folder can sit inside a space or at the top level, but cannot contain another folder. Moving a folder to a different space moves its pages with it.
Space names are visible to everyone in the workspace. Spaces do not have their own private visibility setting.
Move or Rename a Page
- Open the page's menu in the sidebar.
- Choose Move to and select a space, folder or Unsorted.
- If the move changes access, read the warning and confirm only if the new access is what you want.
To rename a page, choose Edit from its menu, update the name, and click Save. Spaces have a Rename action; folders use Edit.
Unsorted contains pages without a space or folder. It appears when there are pages in it.
Set Page Visibility
- Open the page's sidebar menu and choose Edit.
- Set Visibility to Workspace or Private.
- Click Save.
Visibility
A page
Workspace
Everyone in the workspace can see this.
Private
Only the page owner can see this.
A folder
Workspace
Everyone in the workspace can see this.
Private
Only selected members can see this folder and everything inside it.
A workspace page inside a private folder follows the folder. A private page inside a private folder stays with its owner alone, because it needs both.
| Setting | Who Can Open the Page |
|---|---|
| Workspace, outside a private folder | Everyone in the workspace |
| Workspace, inside a private folder | Members of that folder |
| Private | The page owner, who must also be a member if it is in a private folder |
A private page has no member list. Another Manager or the organization owner cannot open it just because of their role.
Share Pages Through a Private Folder
- Open the folder's sidebar menu and choose Edit.
- Set Visibility to Private.
- Choose the workspace members who should have access.
- Click Save.
Making a folder private adds you to its member list. It must have at least one member, and you cannot remove yourself. Set a page inside it to Workspace if you want all folder members to read that page. A Private page remains restricted to its owner.
Changing a folder back to Workspace clears its private member list. Workspace pages inside it become available to the workspace.
Understand Post Visibility
Page access and post access are separate. A new draft created on a private page, or on a page inside a private folder, starts off the Content Board.
Still only yours
- The page in the sidebar
- Its notes and rough work
- The draft on the Content Board
The draft itself
Nobody else can open it
No date, no channel, not on the board. The draft is yours until one of those changes.
The page is private and the draft has nothing on it yet.
The post can become visible elsewhere in the workspace when you:
- Give the draft a planned publish date.
- Save a channel version of the post.
- Add the post to the Content Board.
A dated draft can also appear on the calendar. Workspace permissions still control what each person can do with the post.
Change Access During Editing
Changing a Doc's visibility, moving it between folders or changing private-folder membership causes affected document sessions to reconnect and check access. People who no longer have access cannot continue editing the Doc.
Making a content table private does not close post editors that people already have open from that table.
Delete a Page, Folder or Space
Open its sidebar menu, choose Delete, and read the confirmation. The Workbench has no page trash or restore control, so you cannot undo page deletion from the app.
Folders and spaces must be empty before you delete them. If one looks empty but cannot be deleted, it may contain an archived page or a private page you cannot see.
Managers and Editors can create and organize pages they can access. Other workspace roles can read accessible pages.
Questions
What is the difference between a space and a folder?
A space holds pages and folders. A folder holds pages and can sit inside a space or at the top level. Folders cannot contain other folders.
Do I have to file a page?
No. Choose Unsorted and move the page later from its sidebar menu.
Who can see a private page?
Only its owner. If the page is inside a private folder, the owner must also be a member of that folder.
How do private folders work?
Choose members in the folder's Edit dialog. Workspace pages inside it are available to those members. Private pages remain restricted to their owners.
Does private keep a draft off the Content Board?
A new draft created on a private page starts off the Content Board. You can add it later. Dating the draft or saving a channel version can also make it visible elsewhere in the workspace.
Is a private page a safe place for confidential work?
Private visibility restricts the page. Posts on it can become workspace-visible when dated, given a channel version or added to the Content Board. It does not hide posts already available elsewhere.
What happens if I remove somebody from a private folder?
Affected Doc sessions reconnect and check access. The removed member can no longer access the folder's pages through that membership.
Can I turn a private folder back into a workspace one?
Yes. Open Edit, change Visibility to Workspace, and save. The folder's private member list is cleared.
Can I undo deleting a page?
No. The app has no page trash or restore control.
Why will my empty folder not delete?
It must have no pages left, including archived pages and private pages you cannot see.
Who can create and organise pages?
Managers and Editors can create and organize accessible pages. Other workspace roles can read the pages they have access to.