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 workspace user roles.
Administrative roles in workspaces
The Workspace Owner role is only available at the workspace-level. Organization admin roles are available at the organization-level but can perform some functions at the workspace-level. View the tables below to learn more about what each administrative role can do at the workspace-level.
| Workspace Owner | Org User Admin | Org Workspace Admin | Org Security Admin | Comment 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 | * |
*Viewing all workspace comments doesn't include XBRL comments
Workspace Support Users are designated for Workiva staff, such as a Customer Success Manager or Product Success Manager. 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, users may receive emails from 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 adding a role with a higher level of access will give you more abilities.
Note: To avoid conflicts between abilities, we advise only assigning one role out of the Editor, Viewer, and Limited Starter roles to any given user in a single workspace.
Although these roles determine what members can do in the workspace and the experiences they'll have access to, members will also need the right permissions to access items within an experience. View the tables below to learn more about 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 |
Certifications in Processes
| Editor | Viewer | Limited Starter | Workspace Member | |
| Add certification actions to processes | ||||
| Sign certifications | ||||
| Approve certifications |
Feature-specific roles
In addition to the roles above, there are roles that provide access to specific features or experiences in a workspace. View the table below to learn more.
| Features or experiences | Related roles |
| Files & folders |
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. Data Sharing Managers can connect two sheets in different workspaces so they can exchange data. |
| Tasks |
Task Admins can view and manage all tasks, no matter who created it. |
| Section 16 |
Section 16 Access role can access, create, edit, manage, or review forms in Workiva. Section 16 Filer role can file forms. |
| Filing |
Filing role can test and live file documents as well as access, edit, and generate XBRL on documents. |
| XBRL |
XBRL Manager / XBRL role can access, edit, and generate XBRL on documents. This role can also submit test filings but can't live file. |
| Sustainability | Sustainability role can curate metrics for Environmental, Social, Governance (ESG) or sustainability reporting in Sustainability Program, and browse and bookmark disclosures in Sustainability Explorer or the Sustainability panel. |
| Chains |
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. Chain Builder role is used to access the Chains product itself. Abilities within Chains are thereafter based on the member's user group and permission level, as set by the Chain Security Admin. |
| GRC | GRC roles are available based on each GRC solutions. For more details, see What are GRC roles? |
Legacy roles
Click below to see roles if your organization is not on the current solution-based licensing model.