You can copy an individual file or folder in one workspace and move it to another. This leaves the original file intact, but creates a duplicate file in the destination workspace.
Which export/copy tool should I use?
Workiva offers a variety of ways to move, copy, and export your files. Here's how we recommend using each one:
Use Move when you need to copy files between workspaces and don't use Wdata.
Use Workiva exports if you need to move Workiva files that include Wdata connections.
Use Wdata exports when you need to move only Wdata objects (like queries or tables).
Requirements
- Only Workspace Owners with Viewer permissions can move files (including images)
- Files cannot be open during the copy
- If copying a document with XBRL, the originating workspace must have the XBRL namespace and calendar set up
- Only one file or folder can be copied at a time
Supported files
You can copy the following file types from one workspace to another.
Files & Folders
- Documents
- Spreadsheets
- Presentations
- Folders
Copy a file to another workspace
When copying a file or folder:
- Linked files are included in the move.
- You are marked as the file owner in the new workspace.
- Any tasks, track changes, and history are reset.
To copy a file to another workspace:
- Go to the Files tab.
- Find the desired file, click the dropdown menu on the right side, and select Move.
Alternatively, you can check the box next to the file and click Move in the toolbar.
- Click Copy to another Workspace.
- Review the files you selected and click Next.
- Select copy settings and the workspace where you want to copy your file to.
- If you choose to create a destination folder to hold your copies, enter the name of the new folder. If you don't create a destination folder, the files will go directly to the main directory in Files in the destination workspace.
- Click Copy to complete.
You'll get an email letting you know when the copy is complete. After you copy a file to another workspace, you can switch to that workspace to work with the file in its new location.
Copy permissions from the source workspace
When copying files or folders to another workspace within the same organization, Workspace Owners, Copy Managers, and Content Managers can choose Copy permissions from the source workspace to retain user permissions on the copied content.
When Copy permissions from the source workspace is selected:
- Users who exist in both the source and destination workspaces receive the same permission level on the copied content.
- Users who don't exist in the destination workspace aren't added to the workspace and don't receive permissions.
- Group permissions aren't copied.
If Copy permissions from the source workspace isn't selected, the user performing the copy becomes the Owner of the copied content in the destination workspace. Permissions can then be shared manually after the copy is complete.