Note: Workiva Generative AI is available for any customer who has signed the Workiva Generative AI Terms of Use. Once signed up and approved, Workiva Gen AI is enabled for the organization and for all existing and newly added workspaces and users within that organization by default. Org Admins can manage this enablement by restricting Workiva Gen AI to specific workspaces and users or disabling Workiva Gen AI for the entire organization as needed.
This article is for:
- Org Admins
When a customer signs up for Workiva Generative AI, Workiva Gen AI is enabled for the organization and for all existing and newly added workspaces and users within that organization by default. Org Admins can manage this enablement by restricting Workiva Gen AI to specific workspaces and users, or disabling Workiva Gen AI for the entire organization as needed.
Manage Workiva Generative AI enablement for the organization and its workspaces
To manage Workiva Generative AI enablement for the organization and its workspaces:
- In the top right, click the user icon and select Organization Admin from the Admin dropdown.
- Go to the Overview page.
- Click the Configuration tab and click Generative AI.
- Use the Enable Gen AI Module toggle to enable or disable Workiva Gen AI for the organization as needed.
- If you’d like to enable Workiva Gen AI for at least some workspaces in your organization, leave the Enable Gen AI Module toggle on. Then, you can choose the specific workspaces where you want to enable or disable Workiva Gen AI.
- If you’d like to disable Workiva Gen AI for the whole organization and all workspaces within that organization, turn the Enable Gen AI Module toggle off.
- If enabling Workiva Generative AI, select the AI Providers (Large Language Models) that you'd like to make available to users in the organization. To get better results, enable all providers so users can leverage their unique strengths for different tasks. Learn more about Workiva's licensed AI Providers.
Note: The AI Provider options may vary depending on your region. Stay tuned as we expand AI Provider availability!
- Click Save changes.
By default, all users in the workspaces where Workiva Gen AI is enabled will have access to Workiva Gen AI. If you’d like to more specifically manage which users have access to Workiva Gen AI, see Manage user access to Workiva Generative AI.
Manage user access to Workiva Generative AI
By default, the Generative AI User organization role, which gives users access to Generative AI, will be assigned to all users in the workspaces where Generative AI is enabled.
To instead limit and manage user access to Generative AI:
- In the top right, click the user icon and select Organization Admin from the Admin dropdown.
- Go to the Overview page.
- Click the Configuration tab and click Generative AI.
- Under the Choose User Access section, select Only users with the Generative AI User organization role.
- Click Save changes.
- Go to the People page, and assign the desired users the Generative AI User role using these steps.
Users with Workiva Gen AI access in the enabled workspaces will now be able to use Workiva Gen AI to help simplify their work and boost their productivity.
Frequently asked questions
Why are we implementing user-level access controls for Workiva Gen AI?
This addresses concerns from privacy-sensitive clients, particularly those with significant intellectual property, about potential data leaks when using Generative AI. It allows them to control AI access and ensure proper user training before deployment.
How does this impact existing Workiva Gen AI functionality?
This doesn't change existing Workiva Gen AI functionality or how it's currently enabled. It simply adds an additional layer of control if desired.
How long does it take for the setting change to surface to users in enabled workspaces?
Currently, Workiva Gen AI user access changes take about 5 minutes to take effect. We're looking into solutions to make this change instantaneous.
What happens when user-level access is enabled?
Only users with the Generative AI User organization role can access Workiva Gen AI features in the workspaces where it's enabled.
How do I assign the Generative AI User role?
Org User Admins can assign this role to individual users in the People tab in Organization Admin.
Can I assign the Generative AI User role to user groups?
No, the Generative AI User role can currently only be assigned to individual users.
What if a user has the Generative AI User role, but Workiva Gen AI isn't enabled in a specific workspace?
They won't be able to use Workiva Gen AI in that workspace, regardless of their role, because Workiva Gen AI hasn't been enabled for that workspace.
What happens if I turn off user-level access after it's been in use?
The Generative AI User role becomes inactive, and users will lose access. However, the role assignments are retained for easy reactivation if desired in the future.
What happens if Workiva Gen AI is disabled at the module-level after it's been in use?
They won't be able to use Workiva Gen AI in that organization any longer, and the Generative AI User role will no longer display in the People tab of Organization Admin. However, behind the scenes, the roles will still be saved so that if the Generative AI module is re-enabled, Org Admins won't need to re-apply previously approved users for Workiva Gen AI.