Workspaces

Workspaces provide a structured way to organize, govern, and collaborate on surveys. They support individual and team work, as well as institutional collaboration, while maintaining consistent permissions, approvals, and auditability.

Overview

Workspaces introduce a unified organizational model for managing surveys. They ensure clear ownership, consistent governance, and transparency across personal and team environments.

There are two types of workspaces:

• Personal workspaces
  
• Team workspaces

Both support unlimited folder structures and clear visibility into where surveys live and which rules apply.

Personal workspaces

Every user has a personal workspace called My Workspace.

What you can do

• Create and manage your own surveys.
• Organize surveys using unlimited nested folders.
• Rename, delete, and reorder folders.
• Drag and drop surveys and folders.
• Move your own surveys into team workspaces.
• View metadata showing where each survey resides.

Moving surveys from a personal workspace

• Unpublished surveys can be moved freely.
• When a survey is moved, it becomes governed by the destination workspace.

Note: Published surveys cannot be moved into a team workspace.

Restrictions

• You cannot configure governance rules.
• You cannot automatically pull surveys into your personal workspace.

Team workspaces

Team workspaces represent departmental or institutional areas where teams collaborate on surveys.

Admin capabilities

Admins can:

• Create and rename team workspaces.
• Assign and remove members.
• Configure workspace-level permissions.
• Configure approval workflows.
• Delete team workspaces (after surveys are reassigned or removed).
• Move surveys into workspaces.

Restrictions

• Members cannot manage workspace membership.
• Members cannot change workspace permissions or approval workflows.
• Surveys cannot be moved out of a team workspace without approval.

Permission inheritance

When a survey is placed in a team workspace:

• Workspace permissions override all survey-level sharing settings.
• All workspace members automatically inherit access.
• Survey-level sharing controls become read-only.

The tooltip below is displayed to the user:

This survey’s permissions are inherited from its workspace.

Approval workflow inheritance

Team workspaces may enforce approval workflows.

When enabled:

• All surveys in the workspace automatically follow the workspace approval rules.
• Survey-level approval settings are disabled or hidden.
• Approvers, routing, notifications, and thresholds are inherited.

Publishing a survey from a governed workspace requires approval from workspace members, regardless of individual approval privileges.

Moving surveys into a team workspace

When you move a survey from a personal workspace into a team workspace, a confirmation modal is shown.

What the confirmation explains:

• Workspace permissions will override survey sharing.
• Workspace approval workflows will override survey workflows.
• The survey will become governed by workspace rules.

You can confirm or cancel the move. If confirmed, the survey inherits all workspace rules immediately.

Admins are notified when a survey is moved, including:

• Survey name
• User who initiated the move
• Previous location
• New workspace

Moving surveys out of a team workspace

To prevent governance bypass:

• Surveys cannot be moved out of a team workspace without approval.
• Admins can move surveys out immediately.

Additional approval flows for non-admin users are planned for future releases.

Folder structure

Both personal and team workspaces support unlimited folder depth.

You can:

• Create, rename, and delete folders.
• Drag and drop surveys and entire folder branches.
• Expand and collapse deep folder hierarchies.
• Navigate using adaptive breadcrumbs.

The system is designed to remain performant with large volumes of surveys and deeply nested structures.

Survey metadata and visibility

Each survey stores workspace-related metadata, including:

• Workspace name and type (personal or team)
• Whether permissions are inherited
• Whether approval workflows are inherited

This metadata is visible in:

• Survey lists
• Survey settings
• The survey editor
• Audit logs and exports

A visual badge indicates when a survey is governed by a workspace.

Audit and governance

All key actions are logged, including:

• Survey creation and deletion
• Survey movement between workspaces
• Permission and approval inheritance changes
• Approval decisions
• Workspace membership changes
• Folder operations

Each log entry includes the actor, timestamp, previous and new values, and context.