Workspace Settings

General Workspace Settings

Workspace Identity

• Workspace Name: The display name for your workspace
• Workspace URL: Custom subdomain (if enabled)
• Workspace Icon: Logo or icon for your organization
• Description: Brief description of workspace purpose
• Industry: Type of organization
• Timezone: Default workspace timezone
• Language: Default interface language

Regional Settings

• Date Format: Standard format for the workspace
• Time Format: 12-hour or 24-hour
• Currency: Default currency for financial fields
• Number Format: Decimal and thousand separators
• First Day of Week: Monday or Sunday

Access Control

User Management

Inviting Users

1. Send Invitations

   • Click “Invite Users”
   • Enter email addresses
   • Select default role
   • Add welcome message
   • Send invitations

2. Bulk Invite

   • Upload CSV file
   • Map columns
   • Set roles
   • Send all at once

3. Invitation Settings

   • Expiration time
   • Allow self-registration
   • Email verification required
   • Default permissions

Managing Users

• Active Users: View all workspace members
• Pending Invitations: See outstanding invites
• Deactivated Users: Former members
• Edit User Roles: Change permissions
• Remove Users: Delete from workspace

Roles and Permissions

Default Roles

• Full workspace access
• Manage users and settings
• Delete and archive content
• Configure integrations
• Billing access

• Create and edit content
• View workspace data
• Collaborate on tasks
• Submit forms and approvals
• Limited settings access

• View-only access
• Comment on shared items
• Limited features
• No workspace settings
• Temporary access

• Create role templates
• Define specific permissions
• Assign to users
• Modify as needed

Permission Levels

• Create spaces
• Edit space settings
• Delete spaces
• View all spaces

• Create tables
• Modify table structure
• Delete tables
• Edit data
• Export data

• Create tasks
• Edit any task
• Delete tasks
• Assign tasks
• View all tasks

• Create forms
• Publish forms
• View responses
• Export responses
• Delete forms

• Submit approvals
• Review approvals
• Configure workflows
• View all approvals

Team Management

Creating Teams

1. New Team

   • Click “Create Team”
   • Name the team
   • Add description
   • Set team icon

2. Add Members

   • Select users
   • Assign team roles
   • Set team permissions

3. Team Settings

   • Team visibility
   • Default permissions
   • Team email alias
   • Notification settings

Team Permissions

• Team Admin: Manage team settings
• Team Member: Standard team access
• Team Guest: Limited team visibility

Guest Access

• Allow Guests: Enable/disable guest users
• Guest Permissions: What guests can access
• Guest Expiration: Auto-remove after time
• Guest Approval: Require admin approval
• Guest Limitations: Feature restrictions

Integration Settings

Email Integration

• Email Provider: Gmail, Outlook, etc.
• SMTP Settings: Custom email server
• Email Notifications: Configure outgoing emails
• Email Domain: Custom email domain
• Sender Name: How emails appear

Calendar Integration

• Google Calendar: Connect Google Workspace
• Microsoft 365: Connect Outlook Calendar
• iCal: Standard calendar format
• Sync Settings: What data syncs
• Sync Frequency: How often to update

SSO/SAML (Enterprise)

Setting Up SSO

1. Choose Provider

   • Okta
   • Azure AD
   • Google Workspace
   • OneLogin
   • Custom SAML

2. Configure

   • SSO URL
   • Entity ID
   • Certificate
   • Attribute mapping

3. Test

   • Verify configuration
   • Test user login
   • Validate attributes

4. Enable

   • Activate SSO
   • Enforce for all users
   • Set fallback options

SSO Settings

• Enforce SSO: Require for all logins
• Just-in-Time Provisioning: Auto-create users
• Role Mapping: SAML attributes to roles
• Logout URL: Single sign-out

Webhooks

Creating Webhooks

1. Add Webhook

   • Enter webhook URL
   • Select events to trigger
   • Configure authentication
   • Test webhook

2. Event Types

   • Task created/updated
   • Form submitted
   • Approval requested
   • User added
   • Data changed

3. Webhook Management

   • View webhook logs
   • Test endpoints
   • Disable webhooks
   • Delete webhooks

API Access

• API Keys: Generate workspace API keys
• Rate Limits: API call restrictions
• Allowed IPs: Whitelist IP addresses
• API Documentation: Access API docs
• Webhooks: Configure event webhooks

Third-Party Apps

• App Marketplace: Browse integrations
• Installed Apps: Manage connected apps
• App Permissions: What apps can access
• OAuth Apps: Authorize applications
• Custom Integrations: Build your own

Data Management

Data Retention

Retention Rules

• Keep Forever: No automatic deletion
• Time-Based: Delete after specific period
• Custom Rules: Different periods for different data

Data Types

• Tasks: Completed task retention
• Forms: Response retention
• Files: Attachment retention
• Logs: Activity log retention
• Archived Data: Archive retention

Backup Settings

• Backup Frequency: Daily, weekly, monthly
• Backup Storage: Where backups are kept
• Backup Retention: How long to keep backups
• Manual Backup: On-demand backup
• Restore: Recover from backup

Data Export

Full Export

1. Request Export

   • Click “Export All Data”
   • Choose format (JSON, CSV)
   • Select what to include

2. Processing

   • Export prepares in background
   • Email when ready
   • Usually within 24 hours

3. Download

   • Secure download link
   • Link expires in 7 days
   • Can request again anytime

Selective Export

• By Date Range: Specific time period
• By Type: Tables, tasks, forms, etc.
• By Space: Specific spaces only
• By User: Specific user’s data

Data Deletion

• Delete User Data: Remove user information
• Delete Workspace: Permanently delete workspace
• GDPR Requests: Handle data subject requests
• Purge Deleted: Permanently remove trash items
• Retention Override: Delete before policy expiration

Compliance and Security

Security Policies

• Password Policy: Complexity requirements
• Session Timeout: Auto-logout time
• 2FA Enforcement: Require two-factor auth
• IP Allowlist: Restrict by IP address
• Login Restrictions: Limit login attempts

Audit Logs (Enterprise)

• User Actions: Login, data changes, settings
• Admin Actions: Configuration changes
• API Calls: All API requests
• Security Events: Failed logins, permission changes
• Export Logs: Download for analysis

Compliance Settings

• GDPR: European data protection
• CCPA: California privacy law
• HIPAA: Healthcare data (Enterprise)
• SOC 2: Security audit compliance
• Custom Policies: Organization-specific rules

Advanced Settings

Custom Domains (Enterprise)

1. Add Domain

   • Enter domain name
   • Verify ownership
   • Configure DNS

2. SSL Certificate

   • Auto-provision certificate
   • Or upload custom cert

3. Activate

   • Switch to custom domain
   • Redirect old domain

Custom Branding (Professional+)

• Logo: Upload company logo
• Colors: Primary and secondary brand colors
• Login Page: Custom login screen
• Email Templates: Branded notification emails
• Favicon: Browser tab icon

Custom Scripts (Enterprise)

• JavaScript: Custom client-side code
• CSS: Additional styling
• Webhooks: Server-side integrations
• API Extensions: Custom API endpoints

Workspace Limits

Current Limits

• Users: X of Y users
• Storage: X GB of Y GB
• API Calls: X of Y per month
• Forms: X responses per month
• Tasks: X active tasks

Upgrading Limits

• Upgrade Plan: Get higher limits
• Purchase Add-ons: Buy additional capacity
• Contact Sales: Custom limits (Enterprise)

Best Practices

Security

• Enable 2FA: Require for all users
• Regular Audits: Review user access quarterly
• Strong Policies: Enforce password requirements
• Monitor Logs: Check audit logs regularly
• Limit Admins: Minimal admin users

User Management

• Clear Roles: Define role responsibilities
• Onboarding: Document user setup process
• Offboarding: Remove access promptly
• Regular Reviews: Audit permissions
• Team Organization: Use teams effectively

Data Management

• Regular Backups: Test backup restoration
• Clean Up: Remove unused data
• Retention Policies: Define and enforce
• Export Regularly: Keep external copies
• Document Policies: Clear data guidelines