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Permissions | Guests, General Access, Solution Creators, or Administrator |
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Individual users can be Members of multiple SmartSuite workspaces, giving them access to the content stored in each. This can be handy for organizations that have teams that started separate workspaces, allowing users to simply accept invitations to join other SmartSuite workspaces.
Switching between two or more SmartSuite workspaces couldn’t be easier - in fact, there are two ways to do it:
Switch Workspaces from the SmartSuite Home Page
When you first log into one of your SmartSuite workspaces, you’re taken to the home page, which displays your organization’s logo, the workspace name, and lists the Solutions you have access to.
If your user profile is associated with more than one SmartSuite workspace, you can switch between workspaces right from this screen by following these easy steps:
Click on the arrow to the right of your workspace’s name.
See the Choose Workspace dialog displayed.
Click on the name of the workspace you want to switch to.
Your screen will refresh, and you’ll be at the home page of your selected workspace.
Switch Workspaces from the User Profile Menu
If you’re not at your home page, it’s also possible to switch workspaces from your user profile menu. Just do this:
Click on your user profile icon in the upper-right corner of the SmartSuite interface to open your user profile options.
Click on Switch Workspace.
You will see a list of all other SmartSuite workspaces you have access to.
Click on the workspace name.
Your page will refresh, and you’ll be at the home page of your selected workspace.
Remember: This option is only displayed for users that are associated with multiple SmartSuite workspaces.
Setting a Default Workspace
If you have multiple workspaces associated with your Member profile, you can choose a default workspace, which takes you to that workspace directly after login.
Here’s how to set a default workspace:
Open the Switch Workspace model using either of the methods described above.
Click the Default button of the workspace you want to become your default.
The button will turn green 🟢, indicating your default workspace.
To change your default workspace, simply click on the Default button for another workspace.
Note: If you are removed from a workspace that you have set as your default, your default will switch to another existing workspace until changed.
Practical Scenarios and Use Cases
1. Departmental Collaboration
Scenario: The Marketing team needs access to shared workspaces for campaigns and projects.
Solution: Create a "Marketing Team" with relevant members, ensuring they can collaborate seamlessly on tasks, SmartDocs, and comments.
2. Project-Specific Access Control
Scenario: A company launches a new product and wants to restrict access to project-related data to only key team members.
Solution: Set up a private Team for the product launch, assign specific permissions, and control who can view or edit sensitive information.
3. Cross-Functional Teams
Scenario: A cross-functional team of engineers, designers, and product managers needs to collaborate on a new feature.
Solution: Create a "Feature Development Team," ensuring all roles have access to shared tasks and communication channels.