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If we delegate to Workiva, does it mean we only need one account administrator and one technical administrator?

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Based on my understanding, every filer is required to have at least two account administrators and two technical administrators. Currently, we only have one individual who is authorized to file (i.e., has filing permissions in Workiva) and prefer to keep it that way. If we delegate to Workiva, would it be sufficient if that individual is the account administrator and technical administrator when we enroll?

Thank you in advance for your help.

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  • Mike Davis

    Hi Kim!

    Great question. Happy to help answer here.

    When enrolling in EDGAR Next, there are specific requirements for account administrators and technical administrators. Here goes...

    A minimum of 2 account administrators is required, with a max of 20 allowed. They are responsible for managing users and their roles, performing the annual account confirmation, and initiating and approving delegations.

    Technical Administrators are similar in that a minium of 2 are required, but there's no specified limit. They are mostly responsible for creating and managing Filer API Tokens.

    If you choose to delegate to Workiva, you can simplify your administrator requirements. You still need at least 2 account administrators, but you do not need any technical administrators and instead Workiva will manage the Filer API Tokens on your behalf.

    Key Points for Delegation

    1. Single Administrator: While you prefer having only one individual with filing permissions, EDGAR Next requires a minimum of two account administrators for security and continuity reasons.

    2. Simplified Setup: By delegating to Workiva, you avoid the need for technical administrators and Filer API Token management.

    3. Flexibility: The same individual can serve as both an account administrator and a user with filing permissions.

    4. Recommendation: Consider designating a second account administrator as a backup, even if they don't actively file. This could be another employee in your finance or legal department.

    5. User Management: You can still limit actual filing permissions within Workiva to a single individual, even with multiple EDGAR Next administrators.

    Important Note: While delegation simplifies the process, you cannot have just one person serve as both account administrators. EDGAR Next explicitly requires at least two individuals for this role to ensure account access continuity.

    Hope this helps some. Let me know if you need any further clarification or have additional questions. Cheers!

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  • Kim Nguyen

    Thanks, Mike! That's very helpful. I have just one follow-up question. As you noted here, if we delegate, we do not need any technical administrators. However, I believe in this article https://support.workiva.com/hc/en-us/articles/35934540658580-Enroll-in-EDGAR-Next (Delegate a business entity, point #2, last screenshot), we're required to input a Filer API Token for this delegation process, which can only be generated by a technical administrator. Could you please provide some clarifications? Thanks so much!

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  • Mike Davis

    No problem, Kim. Apologies for the confusion here. 

    Using the method to delegate to Workiva DOES require a Filer API token, which would mean you DO need a Technical Admin to generate that. BUT if you delegate to Workiva's CIKs from the Filer Management dashboard directly, you DO NOT need the Filer token (or Technical Admin roles). Hope that helps a bit. Let me know if you have any follow-ups for me.

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  • Kim Nguyen

    That makes sense to me! Thanks again and have a great day!

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  • Valerie Crandall

    Mike Davis follow up question. We delegate to Workiva, but have been getting expiration notices from EDGAR about our Filer API Token so we have created a new one and inactivated the old one.. my question is - since this token is just used to delegate to Workiva and we did that a year ago, do we need to update the new Filer API Token somewhere for that delegation? or was that just a one and done type thing?

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  • Mike Davis

    Hi Valerie!

    Happy to help. The good news is since you're delegating to Workiva, you do NOT need to update the new Filer API Token with Workiva.

    Here's why:
    • - Delegation is a relationship between your CIK and Workiva's CIKs on the EDGAR Next side — it is not tied to your specific Filer API token. That relationship remains in place regardless of whether you create or rotate your own token.
    • - When you use File with Workiva, Workiva uses their own Filer and User tokens — so your Filer API Token is essentially bypassed in that workflow.
    • - Keeping your new token updated in Workiva Workspace Settings is recommended as a backup, but it is not required if you're filing exclusively via Workiva's tokens.
    Regarding the expiration notices:
    The SEC's notification system continues sending expiration emails for the old token even after you've generated a new one — there's no action in Workiva that "marks" the old token as renewed on the SEC's side. To stop those emails, you can delete the old token from your EDGAR Next Dashboard. If the emails persist, reach out to the SEC directly:

    Let me know if you need any further assistance. 

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