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 Manage member 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.
|Org User Admin
|Org Workspace Admin
|Org Security Admin
|Add members to workspaces
|Manage member roles
|Remove members from workspaces
|Add & manage groups
|Manage workspace files
|Move files between workspaces
|Manage workspace settings
|View workspace activities
|View all workspace comments
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.
Note: Viewing all workspace comments doesn't include XBRL comments.
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
|View workspace details and memberships
|View All Files
Files & documents
|View document reviews
|Create document reviews
|Comment on reviews
|View binder reviews
|View comments in files
|View documents, spreadsheets, and presentations
|Create documents, spreadsheets, and presentations
|Delete documents, spreadsheets, and presentations
|Save files as Workiva templates
|View supporting documents
|Create supporting documents
|Move files between folders
|Restore files from trash
Data & automations
|View a process
|Create a process
Certifications in Processes
|Add certification actions to processes
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.
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.
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 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.
Click below to see roles if your organization is not on the current solution-based licensing model.