If you are having trouble accessing files, editing content, or managing permissions in Workiva, this article answers common questions and explains how permissions work across workspaces, folders, and files. Use this guide to troubleshoot common access issues and understand how to correctly assign permissions.
Access and visibility issues
Why don’t I have access to a file even though I have the correct role?
Having a workspace role such as Viewer, Editor, or Limited Starter doesn't automatically grant access to all files in that workspace. Permissions in Workiva are applied at multiple levels, including folders and individual files.
This means you can have the correct role but still be unable to access a file if it has not been explicitly shared with you or if you do not have access to the folder where the file is located.
To resolve this:
- Search for the file using the search bar in the Files tab to confirm whether you can locate it directly.
- If the file is expected to be accessed through a folder, ask a Workspace Owner to verify that you have access to the folder and any parent folders. Missing folder access can prevent the file from appearing in the folder tree.
- Confirm with a Workspace Owner or a user with Owner permissions that you have been granted access to the file.
- If needed, have them update your permissions and save the changes.
After permissions are updated, refresh your browser to ensure the changes take effect.
For more details, see Understanding permissions and Set folder permissions.
Why does someone have access to a file but not a linked file?
Permissions in Workiva do not automatically carry over between linked files, such as spreadsheets connected to a document.
This means a user can have access to one file but be unable to interact with linked data in another file.
To resolve this:
- Open the Link Properties panel and generate the document links report.
- Open each linked file and review its permissions.
- Grant the user appropriate access. Owner or Editor permissions allow the user to edit the linked content.
Why aren’t new users showing up when I try to add them?
After adding a new user to a workspace, there may be a short delay before they appear in permission settings. This is expected behavior while the system updates.
If a user does not appear right away:
- Wait a few minutes for the workspace to sync.
- Refresh your browser.
- Log out of Workiva and log back in.
- Try adding the user again in the permissions settings.
If the issue persists, confirm that the user was successfully added to the workspace.
See Add users to a workspace for more information.
Editing and permissions conflicts
Why can’t I edit the file even though I have Editor or Owner permission to it?
Workspace roles and permissions determine what a user can do in Workiva, and access is applied at multiple levels, including folders, individual files, and sections within a file. Even if you have Editor or Owner permission, restrictions in one of these areas can prevent you from editing.
To resolve this:
-
Ask a Workspace Owner to review the roles assigned to your account. View Find members and admins to locate a Workspace Owner.
Note: Assigning multiple workspace roles can create conflicting access. It is recommended to assign only one of the following roles per user: Editor, Viewer, or Limited Starter.
- If the file is located in a folder, ensure you have access to that folder and any parent folders. Missing folder access can impact your ability to locate and work with the file. You may still be able to access the file through search or recent files. For more details, see Set folder permissions.
- Review the file’s advanced permissions:
- Check whether you have Editor or Owner access assigned directly or through a group.
- If you have an individual permission assigned, it overrides group permissions.
- If you are part of multiple groups, the highest permission level is applied.
- Confirm that you have at least Editor access to the sections you need to update.
- If any permissions are updated, save the changes and refresh your browser to ensure the updates take effect.
To learn more, see Advanced permissions and Understanding permissions.
Why can’t I edit a file even though I’m an Owner?
If you are unable to edit a file despite being listed as an owner, the issue is typically related to file-level or advanced permissions.
In Workiva, access is controlled separately at the workspace, file, and section levels. It is possible to be a workspace owner but still have limited access within a specific file.
Common causes include:
- You have Viewer access at the file level.
- Advanced permissions are restricting editing.
- You don't have the required workspace role (Editor) to make changes.
To fix this:
- Open the file and check your permission level.
- Review Advanced Permissions to ensure you have Editor or Owner access.
- If needed, ask a file owner to update your permissions.
Once updated, refresh the file to apply the changes. If still encountering issues, confirm that you have the Editor workspace role, which is required for editing.
Learn more in Understanding permissions and Advanced permissions.
Why can’t I make changes to a specific section?
In addition to file-level permissions, sections can have their own access settings. This allows teams to control who can edit specific parts of a file.
If you can view a file but cannot edit a section, it is likely due to section-level restrictions.
To resolve this:
- Check whether the section is restricted using Advanced Permissions.
- Confirm your access level for that specific section.
- Ask the file owner or section owner to grant you Editor or Owner access.
After permissions are updated, you should be able to make changes immediately.
For more information, see Advanced permissions.
Why can’t a user approve or reject track changes?
Approving or rejecting track changes requires specific permissions at both the file and section level.
Typically:
- Users must have Owner access to the file and relevant sections to approve or reject changes.
- Editors can reject tracked changes.
- Editors may be able to approve changes depending on file settings.
To resolve this:
- Confirm the user’s permissions in the file through Advanced Permissions.
- Review section-level permissions.
- Update permissions as needed.
Note: File owners manage track changes for all sections, while section owners manage only the sections they own. When track changes are enabled for the entire file, section owners can't override those settings.
Learn more in Track changes and Advanced permissions.
Managing and reviewing permissions
How do I give someone access to a file or folder?
Access is granted at both the workspace and file or folder level, so you may need to complete both steps.
To grant access:
- Add the user to the workspace if they are not already added.
- Right-click the file or folder and select Permissions.
- Select the user and assign a role such as Viewer, Editor, or Owner.
- Save your changes.
Keep in mind that folder permissions may not automatically apply to existing files, so you may need to update both.
For step-by-step guidance, see Set folder permissions and Update file permissions.
How can I view who has access to a file or folder?
You can review permissions directly from the file or folder.
- Right-click the file or folder.
- Select Permissions.
- Review the permission grid, which includes Owner, Editor, Viewer, and No Access.
For broader visibility, Workspace Owners can export a permissions report. This feature may be limited to certain workspaces and requires Workspace Owner access.
Things to know
- Workspace roles and file or folder permissions are managed separately.
- Advanced permissions can override standard access.
- Permissions may need to be updated at multiple levels, including workspace, folder, file, and section.
- Some changes, such as adding new users, may take a few minutes to appear.