Files extension
A place for every client, with its people and its rules
Client Marino has ten scattered folders, three colleagues working on them, an external firm that only needs to read. A workspace keeps them together: members with a role, rules that apply to everything inside, an overview that says what happened. And when the job is done, it closes.
Folders come in, rules flow down
A workspace is born empty, or from a promoted folder. It has a linked client, a cover, three ready roles — Manager, who governs access and approvals but does not share outside; Collaborator, who uploads and edits; Guest, read-only — and the policies: download, upload and deletion with approval, external sharing blocked, automatic watermark, download disabled. Folders you bring in inherit members and rules; bringing them in is granting access, so only someone who can already open that folder does it. If people not in the workspace were inside, Files lists them and you decide for each: stays, leaves.
How it works
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Create or promote
“New workspace” with name, client and cover, or right-click an existing folder → “Promote to workspace”. Creating one is a user type privilege, not a folder permission.
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Members and policies
People or groups, each with their role and at least one person in charge. Then the policy switches: what applies to client Marino need not apply to client Ferrari.
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Work, watch, close
The overview shows files, size, members, latest files, activity; the index lists all content; the link register says which folder came in when. Job done: close — no more changes to members and policies — and reopen if needed.
The client is one thing. In Files too.
What you can do
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Three purpose-built roles
Manager, Collaborator, Guest appear only when assigning a member to a workspace: in a workspace, sharing outside is decided by whoever governs it, not by whoever works in it.
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Outsiders decided one by one
Bringing in a folder with ten people who are not members, Files lists them and asks what to do with each: not a single answer for all.
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No accidental exit
Moving content out of the workspace is blocked; a file uploaded inside belongs to the workspace by virtue of being there, not by who uploaded it or from which app.
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Linked client
The workspace carries the client’s name and logo: in the overview, on public pages, in emails. Whoever opens knows who it is about.
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Closed, not deleted
Closing freezes members and policies and keeps everything readable. It reopens in one click; it is deleted, if really needed, with approval.
Frequently asked questions
How is it different from a folder shared with a group?
The folder says who gets in; the workspace also says how work is done — approvals, external sharing, watermark — on all its folders together, with an overview and a life cycle. For “client X’s documents” it is the right shape.
Who can create a workspace?
Whoever has the “Manage workspaces” privilege in their user type, and administrators. Administering an existing workspace is another matter: the administrator, its creator and those in charge do that.
Can an external collaborator be in two workspaces?
Yes, with a different role in each. And if they leave a workspace, they lose what they had by being a member, not the folders directly assigned to them.
The other Files features
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Alex