Workspace Management & Team Collaboration
Organize your team, manage permissions, and collaborate across workspaces.
Workspace Basics
A workspace is your team's sandbox in Artefae. Each workspace is isolated — engagements, captures, entities, and artifacts created in one workspace are not visible in another. This isolation is important for multi-team organizations where different departments run their own engagements.
Your account can belong to multiple workspaces, each with different roles and permissions. Switch between workspaces using the workspace selector in the dashboard.
Creating & Managing Workspaces
Creating a New Workspace
Go to Dashboard → Workspaces and click "+ New Workspace". You'll be prompted to:
- Name your workspace (e.g., "Platform Team", "Client: Acme Corp")
- Set the workspace tier (Individual, Team, Enterprise)
- Optionally add a description
You automatically become the workspace Admin. Only Admins can invite members or change settings.
Workspace Settings
In Workspace Settings, you can:
- Edit workspace name and description
- View usage statistics (engagements, captures, artifacts)
- Manage team members and roles
- View billing information
- Enable/disable approval workflows for decisions
Role-Based Access Control (RBAC)
Artefae supports three roles in each workspace, each with different permissions:
Admin
Full control of the workspace.
- Create, edit, delete engagements
- Invite and remove team members
- Change member roles
- Modify workspace settings
- View billing and usage
- Manage team templates
- Enable/disable approval workflows
Editor
Can contribute to engagements and artifacts.
- Create and edit engagements
- Create captures and review extracted entities
- Generate and edit artifacts
- Create and edit templates
- Cannot invite members or change settings
Viewer
Read-only access for stakeholders.
- View engagements and captures
- View generated artifacts
- Download documents
- Cannot create or edit anything
Inviting Team Members
Send an Invitation
Go to Dashboard → Team and click "+ Invite Member". Enter their email address and select their role (Admin, Editor, or Viewer).
An invitation email will be sent. They can accept and join your workspace (or reject if they don't want to).
Pending Invitations
Pending invitations are shown with an "Awaiting Response" status. You can resend invitations or cancel them if needed.
Changing Roles
As an Admin, you can change a member's role at any time from the Team page. Click the member's name to edit their role.
Removing Members
Click the member and select "Remove". They'll lose access to the workspace immediately (but won't lose access to other workspaces they belong to).
Billing & Quotas
Your workspace's tier determines resource limits:
Individual
1 workspace, 6 engagements/workspace, 12 artifacts/engagement, 1 team member
Team
6 workspaces, 24 engagements/workspace, 50 artifacts/engagement, 10 team members/workspace
Enterprise
Unlimited workspaces, engagements, artifacts, and team members (custom SLA)
See Dashboard → Billing to view your current tier, usage, and upgrade options.
Cross-Workspace Engagement Sharing
Some engagements involve teams from multiple workspaces. Artefae supports sharing engagements across workspaces:
✓ How It Works
An engagement owner can share it with members of other workspaces. Shared members get the same role they have in their home workspace, but limited to read-only or edit access to the shared engagement.
✓ Permissions
The engagement owner can grant "View" (read-only) or "Edit" (can modify) access. Shared members cannot delete the engagement or manage other members' access.
✓ Use Case
Example: Platform Team runs an engagement affecting three product teams. The engagement is created in Platform Team's workspace but shared with members from Product A, Product B, and Product C workspaces so they can review and contribute.
Enabling Approval Workflows
For governance-heavy organizations, enable approval workflows to formalize decision sign-off:
Enabling
Go to Workspace Settings and toggle "Approval Workflows" on. This requires at least one team member with Admin role.
Workflow
Once enabled, all extracted decisions are marked "pending_approval". Approvers (designated by the engagement owner) review and formally approve or reject.
Audit Trail
Every approval action is logged: who approved, when, and any comments. This creates a complete compliance audit trail.
Best Practices for Workspace Management
✓ Use separate workspaces for different teams
Create one workspace per team or department. This keeps engagements organized and ensures privacy.
✓ Invite collaborators early
Don't wait until the engagement ends to invite team members. Include people in captures and reviews from the start.
✓ Use clear role assignments
Avoid making everyone an Admin. Use Editor for core team, Viewer for stakeholders. This reduces accidental changes.
✓ Regularly review team membership
As teams change, update workspace membership. Remove members who leave the team or project.
✓ Enable approval workflows for compliance
If your organization requires formal approval for architectural decisions, enable approval workflows. This ensures accountability.
✓ Use templates for consistency
Define team templates for capture schemas and artifact generation. This standardizes how your team works across engagements.
Next Steps
Ready to set up your workspace?
- Create your first workspace
- Invite your team members with appropriate roles
- Review workspace settings and enable approval workflows if needed
- Create your first engagement and add team members as collaborators
- Start capturing and collaborating!