Managing workspaces

Use shared workspaces to control access to and maintain isolation of assets, data, and ongoing work.

About workspaces

A workspace is an access-gated space within an organization where members can create projects, manage data, configure deployments, and conduct document reviews.

All members have a personal workspace, an area to test AI Hub capabilities and work on personal projects not tied to a specific business purpose. Your personal workspace is also the only workspace where you can create conversations. Organization admins can access personal workspaces if needed, but otherwise organization members can’t see or access the personal workspaces of other organization members.

Shared workspaces are collaborative workspaces where multiple members can work together with shared resources. Some members might work together to develop projects, others might conduct document reviews on run results, and another member might manage the workspace itself. Shared workspaces are membership-gated, meaning organization members must be granted access to a given workspace and its assets. Members can then be assigned workspace roles to control their permissions within a workspace.

Workspaces are also how you can create separation and data isolation between development and production-ready work. To support a software development lifecycle within AI Hub, organizations can have development workspaces and one or more production workspaces. Changes are then promoted between workspaces, ensuring ongoing development doesn’t impact production-ready projects, while still allowing for testing. Control and isolation of data is supported at the input and output level:

• External drives can be connected at the organization or workspace level. The contents of workspace drives are accessible to only workspace members, ensuring managed access to drives used as a source of input files.

• Workspaces can have workspace-specific default drives, letting you specify where to save all processed AI Hub files, such as automation project files and run results. You can use one drive to save data from your development and testing workspaces and a separate drive for data from your production workspace.

• All apps and deployments are run within a workspace, ensuring access to run results—including results queued for human review in review-enabled deployments—is gated by workspace access.

Creating shared workspaces

Admins can create shared workspaces. There’s no limit to the number of shared workspaces in an organization.

1. Do one of the following:

   • In the header, click the initials icon, select Settings > Workspaces, then click Add workspace.

   • In Workspaces, click + Add workspace at the bottom of the workspaces list.

2. In the Workspace name field, name the workspace. Workspace names can include dashes, underscores, and alphanumeric characters, but not spaces. Workspaces can’t be renamed.

3. Click Create

4. Search for and select members or groups to add to the workspace, then click Next.

5. Select members to assign the workspace manager role, then click Add.

Managing shared workspace members

Because all workspace members can access all resources in the workspace, it’s important to control workspace access by managing the workspace members list. Both individual members and groups can be added to shared workspaces. If a group is added, all members of the group gain access.

Adding workspace members

Admins can add organization members or groups to any shared workspace in the organization. Workspace managers can add members or groups to the workspaces they manage.

1. In the header, click the initials icon, then select Settings.

2. Click Workspaces, then select the workspace.

3. Click Add members.

4. Select a workspace role, then search for and select the members or groups to add to the workspace.

5. Click Add members.

Or, add workspace members in Workspaces.

1. In Workspaces, select the workspace.

2. Click Members, then click the add members icon .

3. Select a workspace role, then search for and select the members or groups to add to the workspace.

4. Click Add members.

Removing workspace members

When a member is removed from a shared workspace, they lose access to any work they’ve done in that workspace and any projects they might be collaborating on. When a group is removed from a workspace, all group members lose access.

1. In Workspaces, select the workspace.

2. Click Members, then locate the member or group in the members list.

3. Click the role dropdown, then select Remove access.

4. Click Confirm.

Or, remove access from the settings page:

1. In the header, click the initials icon, then select Settings.

2. Click Workspaces, then select the workspace.

3. In the member or group’s row, click the delete icon .

4. Click Confirm.

Designating production workspaces

Mark a workspace as production to indicate to other members that it’s used for operational data and workflows. Production workspaces display a visual indicator in the Workspaces tab. The production designation doesn’t affect access permissions or visibility settings.

1. In the header, click the initials icon, then select Settings.

2. Select the Workspaces tab then select the workspace.

3. Click Manage and turn on the Production workspace toggle.

Deleting shared workspaces

Deleting a shared workspace permanently deletes all projects, app runs, and other resources tied to the workspace. Workspace members lose access to all work created in the workspace. Any drives connected to the workspace are also disconnected.

1. In the header, click the initials icon, then select Settings.

2. Select the Workspaces tab then select the workspace.

3. Click Manage > Delete workspace.

4. Click Delete.

Viewing personal workspaces

Every organization member has their own personal workspace that organization admins can access if needed. Personal workspaces aren’t listed in Workspaces or the Hub, but you can manually enter the personal workspace URL to open it.

The URL format for personal workspaces is <AI-HUB-BASE-URL>/workspaces/create?workspace=<USER-ID>. For example, the URL https://company.instabase.com/workspaces/create?workspace=jane.doe_company.com would access the personal workspace of a member with the user ID jane.doe_company.com, in an environment with a base URL of https://company.instabase.com.

Individual members’ user IDs are available on their own API settings page. You can request this value from organization members as needed. If you need to identify a member’s user ID yourself, you can find it by inspecting network calls with the help of your browser’s developer tools.

Changing a member’s organization role sends a request that displays their user ID. This request can be inspected using developer tools, such as Google Chrome’s DevTools.

1. In the header, click the initials icon, then select Settings.

2. Click Members to open the organization members list.

3. Open the DevTools Network tab.

   1. Right-click on the page, then select Inspect.

   2. Open the Network tab.

4. In the member’s row, click the Edit icon.

5. Select a new role from the Role field, then click Save.

6. Revert your change. Select the member’s original role from the Role field, then click Save.

7. On the DevTools Network tab, identify the latest members call and view the payload.

8. Expand the perms object to find the user ID. For example, in the following sample payload {admin: {users: {jane.doe_company.com: true}, groups: {}}}, the user ID is jane.doe_company.com.

When viewing other members’ personal workspaces, some actions aren’t supported and some content, such as the Review tab, isn’t shown.