Note: Workiva recently updated access granted to a workspace member by default. Learn more about that update here. The workspace role overviews shown below have been updated accordingly. Please note that Workspace Members will retain the ability to view documents, spreadsheets, and presentations for a temporary period.
Roles and available actions
Every member of a workspace has a role, each with its own level of access to features. Based on the solution set for a workspace, you’ll have access to different roles. Assign a role to provide the access needed to features. Within an organization, there are roles both at the organization-level and workspace-level.
To learn more about assigning roles, see Change a member's role.
Administrative roles
The Workspace Owner role is only available at the workspace-level. Org Admin roles are available at the organization-level but can perform some functions at the workspace-level. Read the tables below to see more of what each administrative role can do at the workspace-level. To learn more about Org Admin roles and what they can do at the organization-level, see Organization roles.
Workspace level
Workspace Owner | Org User Admin | Org Workspace Admin | Org Security Admin | |
Add members to workspaces | ||||
Update workspace member roles | ||||
Remove members from workspaces | ||||
Add & manage groups | ||||
Manage workspace files | ||||
Move files between workspaces | ||||
Manage workspace settings | ||||
View workspace activities |
Workspace Support Users are designated for Workiva staff, such as a CSM or PSM. They have the same access as Professional / Editor and XBRL. For additional access, you can assign the Workspace Owner role if needed. Based on the role assigned, people may receive emails from time to time with updates or important information.
Non-administrative roles
Note: If your organization is not on the current solution-based licensing model, there are different non-administrative roles. View Legacy Roles below for details.
Workspace roles are available at the workspace-level and are additive, meaning that adding a role with a higher level of access will give you more abilities.
Although these roles determine what members can do in the workspace, members will also need the right permissions to access specific resources. Learn more about the difference between roles and permissions.
See the tables below for what each role can do.
Workspace & home
Editor | Viewer | Limited Starter | Workspace Member | |
View workspace details and memberships | ||||
View All Files |
Files & documents
Editor | Viewer | Limited Starter | Workspace Member | |
View folders | ||||
Create folders | ||||
View document reviews | ||||
Create document reviews | ||||
Comment on reviews | ||||
View binders | ||||
View binder reviews | ||||
View comments in files | ||||
View documents, spreadsheets, and presentations | ||||
Create documents, spreadsheets, and presentations | ||||
Delete documents, spreadsheets, and presentations | ||||
Import files | ||||
Export files | ||||
Save files as Workiva templates | ||||
View supporting documents | ||||
Create supporting documents | ||||
Edit permissions | ||||
Move files between folders | ||||
Rename files | ||||
Restore files from trash | ||||
Translate text |
Data & automations
Editor | Viewer | Limited Starter | Workspace Member | |
View Wdata | ||||
Edit Wdata | ||||
View a process | ||||
Create a process |
Classic Certifications
Editor | Viewer | Limited Starter | Workspace Member | |
Sign certifications | ||||
Approve certifications |
There are also two additional roles for those that create and manage certifications:
-
Certifier Creators can create templates, processes, & letters but can only manage ones they created.
-
Certifier Admins can manage all things in Classic Certifications no matter who created it.
Note: Workspace Owners can view and manage all certifications and have the same access as a Certifier Admin.
Section 16
You will need the Section 16 Access role to access, create, edit, manage or review forms in Workiva. To file forms, you will need the Section 16 Filer role.
Feature specific roles
In addition to the roles above, there are roles to provide access to specific features in a workspace. See below for details about feature specific roles.
-
Content Managers can manage all files and folders in a Workspace, make copies, and create and manage groups. However, they do not have access to manage users, update Workspace settings, or move files between Workspaces.
-
Copy Managers can copy files and folders, as well as transition classic files.
-
Task Admins can view and manage all tasks, no matter who created it.
-
The Filing role can test and live file documents as well as access, edit, and generate XBRL on documents.
-
The XBRL Manager / XBRL role can access, edit, and generate XBRL on documents. This role can also submit test filings but cannot live file.
- The ESG role can curate metrics for Environmental, Social, Governance (ESG) reporting in ESG Program, and browse and bookmark disclosures in ESG Explorer or the ESG panel.
- The Chain Security Admin role can access the permissions page in Chains. From the permissions page, the Chain Security Admin can set levels of access for each user group in the workspace.
- The Chain Builder role can access the Chains product itself, but has no other abilities. Abilities within Chains are thereafter based on the member's user group and permission level, as set by the Chain Security Admin.
- The Cross Workspace Data Sharing Manager role can connect two sheets in different workspaces so they can exchange data.
There are additional roles available for SOX & Internal Audit. For more details, see Overview of database roles.
Legacy roles
Click below to see roles if your organization is not on the current solution-based licensing model.