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What is the best role for someone helping to add/remove users and put in user groups in a Workspace?

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We have a user that is helping administratively with access for our workspace. This includes adding and removing users from the workspace and adding/removing users from user groups within the workspace. There is no need for this user to have access to any content, workspace settings, etc. What is the best role for them?

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Comentários

9 comentários

Data Votos
  • Alice Helmke

    https://support.workiva.com/hc/en-us/articles/360036002431-Workspace-roles
    based on that article, it looks like you'll need to give them Workspace Owner or Org Workspace Admin. Both probably give the person more access than you would prefer, however. 

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  • Isabel Messore
     
    Alice Helmke is correct!
     
    Your best option here is likely the Org Workspace Admin (Organization Role). 
     
    This is the most purpose-built role for this scenario. It allows the user to:
    - Manage all workspaces, workspace settings, members, roles, and groups
    - Add/remove users from the workspace and user groups
    - View all workspace activity
     
    The Org Workspace Admin is essentially designed to handle access management without requiring the user to be a Workspace Owner or have content-level permissions.
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  • Julie Hilsher

    Isabel, does Org Workspace Admin simply give the user the permission to complete those items at the specific Workspace or at the Org level? The name is confusion because it includes both 'Org' and 'Workspace'. If it just provides those permissions at the Workspace, then that would be a good fit. 

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  • Julie Hilsher

    If it is just the workspace, can you consider changing the name to simply 'Workspace Admin'?

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  • Isabel Messore

    Hi Julie Hilsher, 

    Great question!

    Org Workspace Admin is an Organization-level role — not a workspace-level role. The "Workspace" in the name refers to what it manages (workspaces), not where it applies.
     
    It grants the ability to manage all workspaces across the entire org, not just one specific workspace, without needing to be a member of each one. It does not automatically grant access to workspace content. If the goal is to give a user admin capabilities scoped to only one specific workspace (not org-wide), the Org Workspace Admin role may be broader than needed, since it applies to all workspaces in the org.
     
    For workspace-specific user/group management without org-wide access, Workspace Owner (at the workspace level) would be the more scoped option. They can also add/remove users and manage group membership. However, this role comes with additional workspace-level permissions (like accessing workspace settings).
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  • Julie Hilsher

    Thank you for the clarification Isabel. I'm almost certain there used to be a Workspace Admin role that only provided that access at the workspace level. There really needs to be this role! We have 10+ workspaces and only need someone to manage users/access for one. Giving the Workspace Admin is WAY too much access, and given them the Workspace Owner access gives them access to all content and other things that are also not appropriate.

    I'm requesting that you add a Workspace Admin role. Please mark this as an open ticket or let me know what else I need to do to formally request the change go into the pipeline.Thank you!

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  • Pat Flanakin
    • Editado

    Julie Hilsher :  a question if you don't mind.

    I don't follow what you're saying above.  Here is what I'm reading that seems contradictory:

     - "there used to be a Workspace Admin role that only provided that access at the workspace level" - sounds like this is what you want, unless I'm mistaken

    - "given them the Workspace Owner access gives them access to all content and other things that are also not appropriate" - sounds like this contradicts the above former Workspace Admin role

    So overall, would you mind explaining what exactly, from an admin perspective, you want the workspace admin to do and not be able to do?

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  • Julie Hilsher

    A Workspace Admin should be able to do the following only at the specific workspace where the role applies:

    • Add members to that workspace
    • Manage member roles in that workspace
    • Remove members from that workspace
    • Add and manage user groups in that workspace
    • View workspace activities for that workspace
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  • Isabel Messore

    Hi Julie Hilsher, 

    I will put in a request for this.

    In the meantime, you could create a custom role using these specific abilities:
    - Administer Workspace Memberships (add/remove members)
    - Administer Workspace Roles (manage member roles)
    - Administer a Workspace (manage groups + view activities)

    However, custom role creation requires some trial and error and can only be managed by workspace support users.
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