Workspace roles

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 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.

The following roles are available at the workspace-level. Read the tables below to see more of what each role can do. 

Files & documents

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 Certifications no matter who created it.

Section 16

You will need an Editor role in Section 16 to access, create, edit, manage or review forms in Workiva. 

There are also additional roles for those who file Section 16 forms:

• To file forms, you will need the Section 16 Filer role. 

• If you need to EDGARize an exhibit (usually a Power of Attorney form) to file with a Section 16 form, you will also need a Filing 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.

  Note: In Wdata, members with the Content Manager role and the Editor, Professional, or Standard role can also access Chain Builder.

• 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.

• Filing role can test and live file documents as well as access, edit, and generate XBRL on documents.

• XBRL Manager / XBRL role can access, edit, and generate XBRL on documents. This role can also submit test filings but cannot live file.

• ESG role can browse and bookmark disclosures for Environmental, Social, Governance (ESG) reporting in ESG Explorer or the ESG Bookmarks panel.

There are additional roles available for SOX & Internal Audit. For more details, see Overview of database roles.