> ## Documentation Index
> Fetch the complete documentation index at: https://docs.lighton.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Workspaces - Managing Document Access

> Step-by-step guide to creating Custom Workspaces, adding and removing members, updating workspace details, view and upload document, and managing workspace lifecycle in the Admin Panel.

A workspace is a designated area or environment designed to facilitate productivity, collaboration, and focus. Its purpose is to provide the necessary tools, resources, and conditions for individuals or teams to efficiently complete tasks and achieve their goals.

<Warning>
  Workspace configuration directly impacts data security and compliance. Carefully review access permissions before creating or modifying workspaces to prevent unauthorized document exposure.
</Warning>

## Prerequisites

To manage workspaces, you must have an admin access and one of the following roles:

* **Super Admin** (Admin) - Full access to all workspaces and settings
* **Sys Admin** - System-level administration capabilities
* **Account Manager** - Account-level administration capabilities
* **Company Admin** - Company-level administration

### **Workspace Roles and Permissions**

In Paradigm, workspace members are assigned one of three roles: **Viewer**, **Editor**, or **Owner**. These roles define what actions a user can perform within the workspace and on its documents.

| **Role**   | **Permissions at Workspace Level**                               | **Permissions on Documents**   |
| ---------- | ---------------------------------------------------------------- | ------------------------------ |
| **Owner**  | - Update members\<br>- Remove members\<br>- Delete the workspace | - Upload, delete, read, update |
| **Editor** | No specific permissions at workspace level                       | - Upload, delete, read, update |
| **Viewer** | No specific permissions at workspace level                       | - Read only                    |

> **\_⚠️ Important Exception: \_***The Document Manager role grants the ability to upload and delete documents in any workspace, regardless of the user’s workspace role (Viewer, Editor, or Owner). This is a global permission that overrides workspace-level document access restrictions.*

### What You Can Do in the Admin Panel

### **Core workspace operations**:

* ✅ Create new  workspaces with full configuration
* ✅ Update workspace properties (name, description, company)
* ✅ Manage workspace members (add/remove users and teams)
* ✅ View complete workspace details and metadata
* ✅ Delete workspaces (with proper warnings)

### **Unique capabilities**:

* ✅ **Direct team management** - Add both individual users AND teams as workspace members (not possible via API v2)
* ✅ **Complete visibility** - See all workspaces in the company (based on your role)
* ✅ **Advanced configuration** - Access to all workspace settings and properties

### Common Journeys

### Create a workspace

* **Step 1: Go to the workspace creation page**
  1. Log in with an Admin, Sys Admin, Account Manager or Company Admin account
  2. Navigate to **Workspaces** in the menu
  3. Click on "+ Add" in the menu to display the workspace creation form
* **Step 2: Create a workspace**
  1. Fill in the **Name** field (mandatory)
     * Choose a descriptive and unique name
     * Example: "Project Phoenix - Documentation
     * Avoid ambiguous acronyms
  2. Fill in the **Description** field (optional)
     * Describe purpose and content
     * Example: "Technical documentation and specifications for Project Phoenix".
     * Facilitates search and understanding
  3. Fill in the **Company** field (mandatory)
     * Select the associated company
     * Pre-filled if you are Company Admin
  4. Click on "Save" to finish and return to the workspace list page or "Save and continue editing" to add members
* **Step 3: Add members to a workspace (Custom and Private workspace only)**
  1. Go to the **Team** section
  2. Click on the "+ Add another Workspace Member" button
  3. Select users or teams to add
     1. Search for the user or team to add in the drop-down list
     2. Select the user or team
     3. Assign a role: **Viewer**, **Editor**, or **Owner**
  4. Click on "Save" to finish and return to the workspace list page

<Tip>
  Members are managed at Team level, not Workspace level. To add/remove members, edit the associated Team.
</Tip>

### Update a workspace

* **Step 1: Go to the workspace editing page**
  1. Log in with an Admin, Sys Admin, Account Manager or Company Admin account
  2. Navigate to **Workspaces** in the menu
  3. Click on\*\*"Workspaces\*\*" in the menu to display the workspace table
* **Step 2: Update a workspace**
  1. Select the workspace to update
  2. (option) Modify name and/or description
* **Step 3: Update members to a workspace (Custom and Private workspace only)**
  1. Add workspace members
     1. Go to the **Workspace Members** section
     2. Click on the "+ Add another Workspace Member" button to add
     3. Select users or teams and assign roles (Viewer, Editor, Owner)
  2. Remove workspace members
     1. Go to the **Workspace Members** section
     2. Click on "x" to the right of a workspace member to delete it
  3. Click on "Save" to finish and return to the workspace list page

### Delete a workspace

* **Important considerations**

  ⚠️ **CAUTION**: Deleting a workspace is IRREVERSIBLE and also deletes :

  * The associated collection
  * All contained documents
  * All generated embeddings
* **Step 1: Go to the workspace editing page**
  1. Log in with an Admin, Sys Admin, Account Manager or Company Admin account
  2. Navigate to **Workspaces** in the menu
  3. Click on\*\*"Workspaces\*\*" in the menu to display the workspace table
* **Step 2: Delete a workspace**
  1. Select the workspace to be deleted
  2. Click on "Delete workspace" at bottom right of form
  3. Click "Yes, I'm sure" to confirm deletion

***