This article explains how to create and edit workspaces and manage workspace users.
Updated February 14, 2025
| User Permissions for Accessing This Feature | |||||
| Owner | Standard Administrator | Flow Administrator | Task Manager | Guest | General |
| ○ | ○ |
○ (Access only) |
○ (Access only) | × | × |
Important Notes
- The workspace feature is currently available in beta. Please note that specifications may change over time, and we appreciate your understanding regarding any adjustments that may occur.
- The workspace feature is available for plans starting from the "Business" tier. For the "Light" plan, it can be accessed as an optional feature. Please note that the beta version of this feature can also be tested on the Light plan, and its availability may vary over time.
- All account members, including general and guest members, can be designated as flow participants in all workspaces.
What is the Workspace Feature?
The "Workspace" feature allows users to organize tasks, flows, and flow templates into distinct spaces. This enables departments such as "Human Resources," "Accounting," and "IT" to utilize the feature tailored to their specific needs.
Templates, flows, and tasks created within a specific workspace can only be viewed or edited by users designated as workspace members for that workspace.
Important Notes
- In-app notifications will switch to the appropriate workspace when you click on the notification menu, ensuring a smooth transition between different workspaces.
- For "Guest" members, all assigned tasks will be displayed on the "My Tasks" screen, regardless of the originating workspace.
How to Add, Edit, and Delete Workspaces
How to Add a Workspace
Click on "Workspaces" in the left menu, then select "Workspace Management," or navigate to the "Settings" screen and click on "Workspaces" under "General Settings."
In the case of using the menu:
In the case of common settings:
Click on the "Add" button in the Workspaces screen.
In the "Add New Workspace" popup, enter the name of the workspace (up to 20 characters). You can also click on the workspace icon to select a color for your workspace. Once you've made your selections, click the "Add" button to create the workspace. Members who created the workspace will be automatically added as default members.
Important Notes
- In the beta version, users are limited to a maximum of two workspaces, with the option to add only one additional workspace.
- Workspace names must be unique and cannot be duplicated.
- Workspace users can only include accounts with the roles of "Owner," "Standard Administrator," "Flow Administrator," and "Task Manager," who have the ability to add or remove members from the workspace. Please note that "General" and "Guest" accounts do not qualify as workspace users.
- Currently, flow templates cannot be shared or copied between different workspaces. If you require assistance with this feature, please contact mfloow support for further guidance.
How to Edit a Workspace
In the "Workspaces" screen, click on the three-dot menu next to the workspace you wish to edit, then select "Edit Workspace."
A popup will appear for editing the workspace. After making changes to the workspace name or color, click the "Update" button to save your edits.
How to Delete a Workspace
In the "Workspaces" management screen, click on the three-dot menu next to the workspace you wish to delete, and then select "Delete Workspace."
If the workspace contains any flows or flow templates, the option to delete the workspace will not be available.
Review the details in the popup and then click the "Delete" button to proceed.
Important Notes
- A workspace cannot be deleted if there are any flows or flow templates currently in use within it. The workspace can only be removed once all associated flows and flow templates have been deleted.
- Once a workspace is deleted, it cannot be restored.
How to Switch Between Workspaces
The name of the currently active workspace is displayed in the "Workspaces" section of the left menu.
Clicking on the workspace name will display a list of all the workspaces you are currently a member of.
To switch to a different workspace, simply click on the name of the desired workspace.
Important Notes
- When you switch workspaces, the options for selecting flow start templates will automatically change to reflect the templates available in the newly selected workspace.
- When switching between workspaces, any filter criteria will be reset, and the data will be re-fetched to reflect the new workspace context.
What is a Workspace User?
"Workspace Users" are members who have been added to a specific workspace. The permissions granted to workspace users depend on their account type, which influences their capabilities within that workspace.
| Owner | Standard Admin | Flow Admin | Task Admin | |
|
Create Workspace |
〇 | 〇 | × | × |
|
Delete Workspace |
△ Only within the associated workspace |
△ Only within the associated workspace (deletion is not permitted if there is an Owner among the workspace members). |
× | × |
|
Add Workspace User |
△ Only within the associated workspace |
△ Only within the associated workspace |
× | × |
|
Delete Workspace User |
△ Only within the associated workspace |
△ Only within the associated workspace (Members with Owner permissions cannot be removed). |
× | × |
|
Viewing and editing flows or flow templates within a workspace by users who are not registered as workspace members |
× | × | × | × |
|
Viewing and editing flows or flow templates within a workspace by users registered as workspace members. |
〇 | △ Users cannot view or edit flows and tasks that have viewing restrictions applied to them if they are not assigned as responsible users. |
Users can only view and edit flows for which they are designated as responsible. | Only tasks assigned to them can be viewed and edited. |
How to Add and Remove Workspace Users
Click on the name of the workspace in the left menu, then select "Workspace User Settings." Alternatively, in the "Workspaces" screen, you can view the number of workspace users for the selected workspace, or click on the three-dot menu on the right side to access "User Settings."
In the case of using the menu:
In the case of the Workspace Management screen:
How to Add Workspace Users
The Workspace User Management screen will be displayed. To add members to the workspace, click on the "Add" section, select from the member list, or enter the member's name and click to add them.
How to Remove Workspace Users
Click on the trash can icon located to the right of the member's name in the Workspace User Management screen.
Review the details in the popup and then click the "Delete" button to remove the member from the workspace.
Important Notes
- Standard Administrators cannot remove workspace users who have Owner permissions from the workspace.
- When a member assigned to a task within a workspace is removed, their status will change to "Not Assigned to Any Workspace."
- It is not possible to remove a member from a workspace to which you do not belong.
- When creating a member, if you have administrator privileges, the workspace settings field will be displayed, and you will need to set up one or more workspaces.
- When changing a user's role from General or Guest permissions to Administrator permissions, it is necessary to set up one or more workspaces for that user.
- If a member's role is changed from Administrator to General or Guest permissions, they will be removed from any workspaces they belong to.
- Upon your first login, the workspace that is displayed will be the one you registered first.
- Upon logging in, the most recently accessed workspace will be displayed.