> 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/manage-your-organization/workspaces.md). # Workspaces IN THIS ARTICLE Workspaces allow organizations to manage their FieldDoc records and invite team members, collaborators, and technical service providers to help with their work. By giving trusted collaborators access to a Workspace, organizations can coordinate record creation, data management, Pact development, and reporting throughout the data lifecycle. *** ## Workspaces {% hint style="info" icon="circle-user" %} **Tiers**: Basic (1 workspaces), Standard (3 workspaces), Aggregator (custom) {% endhint %} Workspaces organize records in FieldDoc. Each Workspace contains a distinct set of Activities, folders, Pacts, Metrics, and related records that users with access can create, organize, review, and update. Because each Workspace is separate, the same user can work in multiple Workspaces without combining the records or folder structures within them. This is useful when an organization needs to manage different collections of work or when users need access to records managed by another organization. ### How Workspaces organize records Think of a Workspace as a shared working area for a particular collection of FieldDoc records. Within a Workspace, you can: * Create and manage Activities. * Organize Activities into folders and subfolders. * Manage Pacts connected to funding or reporting Programs. * Review Metrics and other information associated with your records. * Work with other users who have access to the same Workspace. The way records are organized in one Workspace does not determine how they are organized in another. **Folders are specific to the Workspace where they are created.** This distinction is important when you work across multiple Workspaces. A record may be shared or made available elsewhere, but its organization within one Workspace does not automatically carry over to another Workspace. ### Workspace access Users can have access to more than one Workspace. Your access will depend upon the following conditions: * You are part of the Organization associated with the Workspace. * You were added to the Workspace so you can work with another Organization's records. This allows organizations to give collaborators or technical service providers access to the records they need without requiring all work to be managed in the same Workspace. Workspace access is different from sharing an individual folder or record. **Workspace access allows a user to work within that Workspace, while folder and record sharing makes selected records available outside their original Workspace.** ### Determine which Workspace you're in Before creating or organizing records, check which Workspace you are currently using. The active Workspace determines where new records and folders are created and which existing records you can see and manage. If you have access to multiple Workspaces, switch to the appropriate Workspace before beginning your work. This helps keep Activities, folders, Pacts, and other records organized in the correct location. ### Workspaces and Organizations A Workspace belongs within an Organization's FieldDoc account structure and provides a defined place for managing records. Organizations may use Workspaces to separate collections of records that need their own organization or group of collaborators. For example, an Organization might use separate Workspaces for different programs, partnerships, or bodies of work. How an Organization should divide its records among Workspaces depends on how the records need to be managed and who needs access. ### Workspaces and Pacts Workspaces help your Organization manage its own records. **Pacts serve a different purpose: they allow Activities from within your workspace to be shared with a Program for a defined purpose, such as funding, grant tracking, or reporting.** An Activity can therefore be managed within your Workspace while also being included in a Pact for review by a Program Manager. Activity records in your workspace can be shared to multiple pacts that are within the same workspace. Just remember, records do not move between workspaces - each workspace is a contained space. Keeping this distinction clear helps maintain record ownership and organization while still allowing information to be shared for program reporting and collaboration. ### Important notes * Each Workspace has its own folder structure. * Users may have access to multiple Workspaces. * Workspace access and record sharing are different forms of access. * Pacts provide a way to share Activities with Programs without changing where those Activities are managed. * Before creating new records, confirm that you are working in the correct Workspace. ## Accessing multiple workspaces FieldDoc Users do not have a limit on the number of workspaces that they can belong to. This is especially helpful for technical service providers who join organization workspaces to work on behalf of their clients. #### Users that may have access to multiple workspaces * **Standard** plan member. Organizations with a standard plan can create up to three workspaces as part of their base subscription. You may be given access to one or many workspaces by the organization admins. * **Collaborators**, such as technical service providers. Your clients can invite you to be an admin of their workspace so that you can add, edit, delete records on their behalf. #### Switching workspaces 1. Log in to FieldDoc. 2. Locate the Workspace switcher in the upper-left corner. 3. Select the vertical arrows icon to view your available Workspaces. 4. Select the Workspace you want to open. 5. Confirm that you are in the correct Workspace before creating or changing records. After you switch, FieldDoc displays the Portfolio, features, and permissions associated with the selected Workspace. Any records you create while working in that Workspace are owned by that Workspace’s organization. They remain there when you switch to another Workspace. Records and folders are not automatically shared or searchable across Workspaces. {% hint style="info" %} Any work that you complete in this workspace is owned by that workspace and will remain in that workspace when you switch to a different workspace. Records are not searchable across workspaces. {% endhint %} ### Invite a new member to a workspace Invite someone to a Workspace when they need to create, review, organize, or manage records on behalf of the organization. Before inviting an external collaborator, confirm that the person has a FieldDoc account connected to their own home organization #### Step-by-Step Instructions 1. Log-into your FieldDoc account. 2. Open your **Account Settings**. 3. Click **workspace settings**. 4. Navigate to **Members**. 5. Click **Invite member**. 6. Enter in the email address. 7. Choose the Permission level. 8. Click **send**. {% hint style="info" %} Invitations are time sensitive. If an invitation expires, you can re-send it. {% endhint %} ### Important notes * Adding someone to a Workspace does not make them a member of the organization that owns the Workspace. * Records created in a Workspace are owned by that Workspace’s organization. * Folders and folder structures are unique to each Workspace. * Records are not automatically visible or searchable across Workspaces. * Give users only the level of access they need to complete their work. * Confirm the active Workspace before creating, editing, moving, or deleting records. --- # 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. 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