Every member of a workspace has a role, which determines their level of access to features. Workspace Owners can assign members the roles that provide the access they need.
Note: The access to Wdata features listed here is in addition to each role's access elsewhere in the Workiva platform.
Administrative roles have access to a workspace's files, chains, and settings. The following roles should be assigned to any members who will manage a workspace:
- Workspace Owner, for members at your organization
- Workspace Support, for Workiva staff—such as your Customer Success Manager—to assist with the workspace
Note: Unlike with other files in the Workiva Platform, a member with an administrative role is an Owner of all Wdata items in the workspace, regardless of their permissions on those items.
|Workspace Owner||Workspace Support|
|Access all tables, queries, and views in the workspace|
|Be a Viewer, Editor, or Owner on tables, queries, and views|
|Create new tables, queries, and views|
|Access and create chains in Chain Builder|
|Track usage and manage settings in Configuration|
Org security admin
From Configuration, workspace owners or support members can only view which chain connectors are enabled. To enable an administrative user to manage which connectors are available for use in chains, also assign them the Org Security Admin role.
To limit a workspace member's access to files—but not settings—in Wdata, assign a non-administrative role.
- To enable read-only access, assign a Viewer, Starter, or Limited Starter role.
- To enable read/write access, assign an Editor, Professional, or Standard role.
|Viewer, Starter, or Limited Starter||Editor, Professional, or Standard|
|Be a Viewer on tables, queries, and views|
|Be an Editor or Owner on tables, queries, and views|
|Create tables, queries, and views|
Cross Workspace Data Sharing Manager
By default, only Workspace Owners have the ability to create cross-workspace connections, but this ability can be granted to other members with the Cross Workspace Data Sharing Manager role.
When sharing sheets across workspaces, we recommend limiting the share to data that is limited in size and scope -- such as when prepping targeted reports or in support of an upcoming reporting cycle. For large transfers of data within an organization, tables or queries are the preferred choice.
For workspace owners, two roles are required to access and manage chains:
- Workspace Owner + Editor
To allow other members of the workspace to manage chains, you must:
- Assign the Chain Builder role
- Place them in a user group
- Assign appropriate permissions to that user group
For information on setting up permission-based access, see our article on Chains permissions and roles.