> For the complete documentation index, see [llms.txt](https://help.fielddoc.org/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.fielddoc.org/getting-started/quickstart/intro-to-workspaces.md). # Intro to workspaces ## Introduction to Workspaces A **Workspace** is a shared area in FieldDoc where a group of people manages conservation and restoration records. You can think of a Workspace as similar to a shared Google Drive. It brings records, folders, and users together in one place. The main difference is that FieldDoc is designed to manage structured conservation and restoration data rather than standard documents and files. A basic organization subscription will use one Workspace for all of its work. Standard Subscriptions can create up to three separate Workspaces to separate folders, such as to differentiate disparate teams, regions, programs, or groups of records. ### What is managed in a Workspace? A Workspace contains the records your team manages together, including: * Activities * Folders and subfolders * Pacts * Metrics * Models * Documents, images, and supporting files * Integrations Users can create, review, organize, and update these records based on their permissions. ### How Users Get Access There are two ways a user can become a member of a Workspace. #### Members of the Organization People who belong to the organization are added to its Workspace by default. Their assigned role determines what they can view, create, edit, or manage within the Workspace. #### People Outside the Organization A person who is not part of the organization can be added manually to a Workspace. For example, an organization might add a: * Consultant * Contractor * Project partner * Technical advisor * Other outside collaborator Adding someone to a Workspace gives that person access to the records in that Workspace. It does not make the person a member of the organization or automatically give them access to other Workspaces in your organization. ### Workspaces Help Manage Access Like a shared drive, a Workspace allows a specific group of people to work with the same set of records. A user’s role determines what they can do. Depending on their permissions, a user may be able to: * View records * Create Activities * Edit records * Organize records into folders * Manage Workspace members Organizations should add only the people who need access and remove members when that access is no longer needed. ### Each Workspace Has Its Own Folders Folders belong to the Workspace where they were created. A folder created in one Workspace will not appear in another Workspace, even when both Workspaces belong to the same organization. For example: **Chesapeake Bay Workspace** * Maryland * Virginia * West Virginida * DC * Pennsylvania * New York **Lake Erie Workspace** * Ohio * Michigan * Pennsylvania * New York The Chesapeake Bay folders are available only in the Chesapeake Bay Workspace. The Great Lakes Workspace has its own separate folder structure. This is similar to having two shared drives. Each drive can contain its own folders and be shared with a different group of people. ### Switching Between Workspaces Users who belong to more than one Workspace can switch between them in FieldDoc. Before creating or organizing records, check that you are in the correct Workspace. New folders and records will be created in the Workspace that is currently open. ### Workspaces and Folders Serve Different Purposes Use a **Workspace** to manage a separate group of records and the people who can access them. Use **folders** to organize related records inside that Workspace. For example, a regional team might have its own Workspace because it manages a separate group of records and users. Within that Workspace, folders could organize Activities by watershed, project, funding source, or year. A clear Workspace structure helps people find the right records, understand where new records belong, and work together without giving everyone access to every part of the organization’s portfolio. --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter, and the optional `goal` query parameter: ``` GET https://help.fielddoc.org/getting-started/quickstart/intro-to-workspaces.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is optional and describes the broader end goal you are ultimately trying to accomplish on behalf of the user. GitBook uses it to tailor the answer towards what is most useful for that goal. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.