Workspaces in depth
A workspace groups everything for one document process (mailboxes, templates, categories, dashboard config, send templates, and team access), and you create, shape, and share it entirely through config, not code.
Switching workspaces changes everything you see: the inbox, the available templates, the columns, the filters. Two teams in one organization can run completely different processes through different workspaces (same engine, different config). For the underlying philosophy, see core concepts.
What a workspace owns
- Mailboxes: sidebar entries (Inbox, Archived, Trash, plus custom ones) that group cases.
- Templates linked to the workspace: templates are top-level siblings, not children. A template can be linked or stand alone. New templates auto-tag with your active workspace, scoping their columns, automations, and send-template effects to it.
- Categories: the file labels that route incoming files to templates and to collaborators.
- Dashboard shape: which template fields surface as columns, the subtitle field and category-chip display on each case row, and per-audience field visibility.
- Send templates: saved share presets per workspace (name + tokenized subject + body + per-category source rules).
Creating one
You need an Owner or Member role. Every account gets its first workspace free (auto-created); a Pro subscription is required to create additional workspaces and to edit settings or delete a workspace. Start by deciding the case identifier: the one field that uniquely names a unit of work (Invoice Number, Permit ID, Vendor Name). It drives categories, templates, and filters. Clicking + opens the Create New Workspace drawer.
It opens with default mailboxes (Inbox, Archived, Trash) and an empty case list. Field visibility and the danger zone unlock only after the workspace exists and has templates assigned.
To shape a real process, take vendor onboarding (each vendor sends a W-9, a COI, and an MSA): create the workspace, pick Vendor Name as the identifier, add the three file categories, build one template per category extracting the fields you care about (tax ID, expiration date, contract terms), then drop one vendor's three files into the inbox and watch them merge into a single case.
How the config drives the dashboard
- Identifier-driven grouping: every case is named by one value, extracted from whichever template field carries the ID type. Files arriving with the same value merge into one case (see how cases merge).
- Filter strips, not stage columns: filters are saved expressions shown as click-to-toggle pills above the table. They're workspace config, so every member sees the same pills.
- Columns from template fields: columns are the union of fields across the workspace's templates (one per output, shared when outputs write the same key). Use Field visibility to hide fields from admins, workers, or clients independently.
- Sorting: the toolbar sort control orders by date added, last updated, Case ID, or any sortable case-data field (dates, numbers, names) via Case data… (which narrows to cases carrying that value). Sort persists per workspace on your device; unlike filters it's a personal preference, not shared config.
- Send-template reuse: each saved send template captures the share payload structure (a tokenized subject, a default body, and per-category source rules that decide which file categories attach vs. just link), so you never re-write the same subject and body at share time. Who-sees-what (visible categories) and which forms the client can fill are per-collaborator settings on the case's Clients panel, not on the send template.
Sharing with your team
Visibility follows organization membership: add someone and they see every workspace by default; remove them and they see none. To restrict a member, open their row in Settings → Account → Team and pick allowed workspaces (empty = all). Invite via the invite control, enter an email, pick a role: Worker or Member (Owner isn't selectable; it's the account that created the org). They receive an email and join on first sign-in.
For finer control, toggle Assigned cases only on a worker's profile. They then see only cases where they appear on the case Team panel, narrowed further by the visible-categories list you pick for them on that panel; the two layers compose. See workspace roles.
Troubleshooting
My workspace isn't in the sidebar. Workspaces are org-scoped; confirm you're signed in with the right account.
I edited the workspace but old cases didn't update. Edits don't migrate existing data; field visibility and columns update live, but extracted values are case-local, so re-run extraction to refresh.
Two cases that should be one are separate. Check the identifier on each; if it's empty, merge can't group them. Fix it and re-import.
A template is missing from a case's actions. Templates only show when the case has a file in a category linked to that template.