Workspaces
A workspace is a container for one subject matter, project, group, or client. Everything you create inside it (templates, forms, submissions, and generated documents) stays together in that one place.
Think of it like a client matter folder or a project binder: create a new workspace for each client, matter, or department so unrelated work doesn't get mixed together.
What's inside a workspace
When you open a workspace, you'll see five tabs:
- Templates: the documents used for generation you've created in this workspace.
- Forms: the questionnaires built from those templates.
- Submissions: completed forms, the answers people have given.
- Documents: the finished files generated from those answers.
- Signatures: documents that have been sent out, or are in progress, for signature.
Workspace status
Every workspace has one of three statuses:
| Status | What it means |
|---|---|
| Active | The default status. Work is ongoing. |
| Deleting | Set the moment someone deletes a workspace. It disappears from view immediately, while Formaliq finishes cleaning up everything inside it in the background. |
| Archived | Kept read-only instead of deleted, because it contains at least one completed, signed document that needs to stay available as a record. All non-signature related items are deleted. |
If a workspace has no signed documents in it, deleting it removes it right away. If it does contain a signed document, Formaliq archives it instead of deleting it, so the signed record and its audit trail are never lost. All other non-signature related items are still removed from the Workspace.
Who can see what
What you can do inside a workspace depends on two things:
- Your role in the organization: admin, member, or guest.
- Specific permissions: For higher tier subscriptions, an admin can grant you permissions for each type of content (templates, forms, submissions, documents, and signatures). Each permission can be set to none, reader (view only), contributor (can edit), or admin (full control).
This means an admin can, for example, let a guest view a workspace's finished documents without letting them edit the templates behind them.