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Workspaces, Vaults and sharing

A workspace determines the people and permissions you work with. A Vault holds the knowledge files. Switching one can change the records and settings you see.

Before you begin

An existing workspace. Organization installations may require membership and an editor role. External sharing requires its plugin.

Steps

  1. Check the workspace name in the switcher before starting a project. Select an existing workspace or use New Workspace if your installation permits creation.

  2. Open the Vault selector or Settings → General → Files. Select the intended Vault, or create one with a descriptive name such as “Reading group”.

  3. Create a test page and reopen it after switching away and back. This confirms which Vault owns the page.

  4. For collaboration, manage membership and roles in workspace settings. Give editing access only to people who should change the content.

  5. To share a page externally, enable the sharing plugin and use the page’s sharing controls. Check its permissions and expiry, then open the link in a separate browser session to verify what a visitor can see.

Expected result

You can identify the active workspace and Vault and verify the scope of a shared page.

If something goes wrong

A local Vault does not automatically appear on another computer. Workspace membership, file synchronization and public sharing are different mechanisms. Do not delete a Vault to fix a missing workspace; verify the selected account and folder first.

Vault template catalog and moderation

In personal mode, Settings → General → File structure → Vaults → From repository opens the verified catalog. Search, category filters and content previews help select a template; installation creates a new Vault. Publish template opens a searchable inventory of included files, exclusions and potential sensitive content. Refreshing the inventory clears the previous acknowledgement.