Workiva Support Center

Workspace Owners and Org Workspace Admins can assign and update roles, as well as set default roles. Roles available in a workspace are based on the solution set. For a list of roles, see Workspace roles.

 

Update roles for a user

To update a user's role:

1. In the top right, click your workspace name and select Members.
   
2. Next to the user you’d like to update, double-click the workspace roles field, or select the edit icon.
   
3. Select one or more roles and press Enter, or click the check icon.
4. Click Apply Changes to finish.
   

Update roles for multiple users

When you have multiple users to update, you can assign or remove roles in bulk to save time. It's best to select the users whom you want to assign the same role to or remove the same role from.

To update multiple user roles at the same time:

1. In the top right, click your workspace name and select Members.
   
2. Select the members you'd like to update, click Edit in the toolbar, and choose Roles.
   
3. Check to assign a role or uncheck to remove a role. A dash in a checkbox indicates that only some of the selected users already have this role. Roles that are grayed out can't be assigned.
   
4. Click Apply to finish.

Enable or disable roles

Any role that is enabled is assignable to a user. You can also disable roles to prevent them from being assigned by going to the Roles tab under Workspace Settings, selecting the roles you want to disable, and clicking Disable. If you disable a role that’s already assigned, the user will no longer have that role until it's enabled again.

Note: You can't disable any role that is set as a default role.

Set default roles

When you add new users to a workspace, they are automatically assigned certain roles by default. You can set these default roles yourself if you want to assign roles of your choosing to newly added users.

To set default roles:

1. In the top right, click your workspace name and select Settings to open the Workspace Settings.
   
2. On the Roles tab, select Set default roles in the toolbar.
   

3. Double-click the input field, or click the edit icon.
   

   Note: You can select Reset to Workspace Defaults if you want to reset back to the original default roles.

4. Select one or more roles and press Enter, or click the check icon.
5. Click Save to finish.

If you need to remove any default roles, select the X for each role in the list and click Save.