Users, Roles and Workspaces Management

Workspaces #

Workspaces should be seen as departments that have their templates and only some users have access to them.

Roles #

Administrators #

Each company will have administrators who have full access to an application. They manage subscription, users, workspaces etc. Users can be added by email or by Azure AD group. Added users can then be assigned to workspaces. One user can have only one role per single workspace. For example, user U1 can have Reader role in workspace Common Templates and have role Editor in workspace Corporate Law.

Editors, Readers #

Users in workspace can have roles as Reader and Editor. Reader can only populate templates, while Editor can create, edit, and delete templates.

Private Workspaces #

Both Readers and Editors will have their private workspaces, where they can create their own templates (from scratch or as a copy of existing ones). They can also share between each other those templates specifying user with whom they want to share, and his/her role for this private template – Reader or Editor. Added users will have at least two workspaces – Private Workspaces, Shared With Me Workspace.

Templates Promotion #

If user has role Editor in a workspace – he/she can update any template in this workspace.

In some organizations making changes to some templates is a process that requires approval. For example, in workspace Common Templates, it’s impossible to change templates directly, only after approval from administrator. All users in this workspace have role Reader. If someone wants to update template (or create new), he/she can create a private template (from scratch or as a copy of existing one) and make a Promotional Request from Template menu. Administrators can approve requests or reject with comments. Depending on Promotion Request details, after approval, new template will replace existing one or will be added as new template.

External Users #

You can add external users to a workspace, giving them limited access to interact with your templates. These users can only access and fill out templates on the portal and cannot use the Word add-in. Typically, external users are customers who require quick access to templates. For security purposes, they are restricted from accessing templates that use Data Sources marked as internal use only.

Methods for Adding External Users #

There are two ways to add external users to your workspace:

1. Add by Email #

Manually add individual users by providing their email addresses. This method is ideal for granting access to specific people.

2. Add by Domain #

Associate an email domain (e.g., example.com) with your company.

• Users logging in with an email from the associated domain are automatically linked to your company.
• Link the domain to specific workspaces so users from that domain gain immediate access to those workspaces.

Step-by-Step Instructions #

1. 1. Navigate to the Users tab in the portal. You will see User Management settings. Then go to Workspaces tab
   2. Select the desired workspace
   3. Click “add external domain“. You can create new one or select from existing external domains.
   4. Specify the domain name (e.g., example.com). Confirm the changes by clicking Add.

Result: When external users log in using their company email address with the example.com domain, they will automatically be linked to the specified workspace

User Experience: Sign-In Page #

When external users log in, they will see the following sign-in page: