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Workspace Accesses

Workspace Members

People who are added to a workspace can access the workspace from their list of workspaces and have Basic access for the workspace. This includes people added individually, people added because they are assigned to an associated Buyer Desk, and people assigned to a role that is added to the workspace. Basic access to a workspace means they can create discussions for the workspace, be included in workspace-scope routes, and be added as attendees for Web meetings. With Basic access, they don't have access to any folders by default but a Workspace Lead can give them access on a folder-by-folder basis.

The only people who can access a workspace and its content are the workspace members. There are three types of workspace members: Persons, Buyer Desk Persons, and Roles.

Person Members

When a Workspace Lead adds a person individually to a workspace, the member type is Person. Any person in the workspace owner's company or in a collaborating company can be added individually. Unlike people who have access to a workspace because of a role assignment, person members can participate fully in the workspace: they can be assigned individually to routes, added as meeting attendees, assigned as a workspace owner or Workspace Lead, etc.

Buyer Desk Person Members

Another way to add persons to a workspace is for the workspace owner to associate a Buyer Desk with the workspace. All buyers in the Buyer Desk are added as members of the workspace. The system automatically updates the membership list as buyers are added and removed from the Buyer Desk. (Buyers are added and removed from a Buyer Desk from within Sourcing Central.)

There is one important difference between Person members and Buyer Desk Persons. People added individually can be removed individually, as long as the person is not the workspace owner or a member of a route. People added because they belong to the associated Buyer Desk cannot be removed individually from the workspace except by removing the person from the Buyer Desk. The workspace owner can remove all Buyer Desk Persons by removing the workspace's association with the Buyer Desk. If a Buyer Desk Person is removed from the Buyer Desk or the Buyer Desk is disconnected from the workspace and the person is the workspace owner or a member of a route, the system changes the person's member type to Person and does not remove the person from the workspace.

If a person is added individually to a workspace and also is a member of the associated Buyer Desk, the system treats the person as a Buyer Desk person.

Role Members

When a Workspace Lead adds a role to a workspace, all people assigned to the role in the workspace creator's company have access to the workspace. As people are assigned and unassigned to the role, they gain and lose access to the workspace. Role members can't participate as fully in the workspace as those assigned individually:

• Route creators can add a role to a route and assign the role to a task. Any person in the workspace creator's company who is assigned to the role can accept the task and that person becomes the task assignee. The route creator cannot assign a role member to the task specifically.
• Roles cannot be assigned to meetings.
• Roles cannot be given Workspace Lead, Create Route, or Create Folder access.

If you need a person in the role to participate in any of these features, you should add the person to the workspace individually.

Workspace Owner

When a person creates a workspace, that person becomes the owner. The owner can reassign ownership to someone else. The workspace owner has privileges no other user can perform, such as the ability to edit the workspace properties, reassign ownership, associate and disassociate a Buyer Desk, archive and reactivate the workspace, and push subscriptions for the workspace.

Workspace Leads

Workspace Leads can add and remove people from the workspace and assign accesses for workspace components. They can add and remove folders and subfolders, and have access to all routes, even those they don't belong to. Workspace owners are automatically assigned Workspace Lead access. Roles cannot be assigned Workspace Lead access.

Create Route Access

Members with Create Route access can create workspace-scope routes and folder-scope routes for folders they have Read access to. Roles cannot be assigned Create Route access.

Workspace-Wide Default Access for Folders and Content

Workspace Leads can assign default accesses for all folders and content in the workspace. A member's default access defines the minimum access the member has for every folder, subfolder, and content item in the workspace, but has no affect on access to other workspace components, such as routes, meetings, and discussions. Members can be given a higher access to individual folders and documents but they cannot be given less access than their default access. For example, if a member's default access is Read, the person will have Read access to every folder, subfolder, and content item in the workspace and this access cannot be removed (except by changing the default access). If there is one folder that the person should not have at least Read access to, the person's default access must be Basic.

Each default access is summarized below. For information on folder and content accesses, see Understanding Folder and Subfolder Access.

Basic--For every top-level folder in the workspace, the member has an inherited access of None. A Workspace Lead can give the person a higher access on a folder-by-folder basis and these added accesses will transfer as inherited accesses for the folder's content and subfolders. As with all default accesses, Basic access only affects the member's access for folders. Members with Basic access can participate in all other workspace activities, such as creating discussions for the workspace, participating in workspace-scope routes, and attending Web meetings, etc.

Read--For every top-level folder in the workspace, the member has an inherited access of Read and this access cannot be removed except by changing the default access. A Workspace Lead can give the person a higher access on a folder-by-folder basis and these added accesses will transfer as inherited accesses for the folder's content and subfolders.

Read Write, Add, Remove, Add Remove--For every top-level folder in the workspace, the member has an inherited access that is the same as the workspace default access (Read Write, Add, Remove, Add Remove). This access cannot be lowered except by changing the default access. A Workspace Lead can give the person a higher access on a folder-by-folder basis and these added accesses will transfer as inherited accesses for the folder's content and subfolders. Workspace Leads can then give the person a higher access per subfolder and content (documents only).