## Collaborating within a workspace is made simple by inviting others to join as collaborators. This allows them to access, contribute, and share responsibilities effectively within your workspace. Only workspace admins have the ability to manage and invite collaborators. If you need this permission, ask a workspace admin to upgrade your role to Admin. to learn more about permissions click [here](https://intercom.help/datalexing-new/en/articles/10397992-permission-overview) --- ## Inviting Workspace Members 1. Log in to your account. 2. From the Homepage, go to the workspace name located at the top of the sidebar. 3. click on the icon Next to workspace name 4. hover over the workspace you want to manage and click on the ellipsis (...) icon 5. from the list, Click **Add Members** 6. In the dialog box, enter the collaborator’s email address. 7. Optionally, include a custom message for additional context or instructions. 8. Choose the appropriate access level for the collaborator from the permissions dropdown. to learn more about workspace permissions click [here](https://docs.datalexing.sa/en/articles/10436499-role-levels-and-permissions#h_13ca4541f8). 9. Click the **Send Invite** button. The user will receive an email invitation to join the workspace. If they don’t have an account, they’ll be prompted to create one. --- ## **Accepting an Invitation** **Via Email** ![Accepting an Invitation via Email](https://app.chatwoot.com/rails/active_storage/blobs/redirect/eyJfcmFpbHMiOnsibWVzc2FnZSI6IkJBaHBCUEQzekFVPSIsImV4cCI6bnVsbCwicHVyIjoiYmxvYl9pZCJ9fQ==--a05b030fd870f3aa4cd6e58c6401bbee55a0540e/Notiifcation-2B.png) * Check your inbox for an invitation email. **If it doesn’t appear, check the spam folder.** * Click the **Accept Invitation** button in the email and follow the steps to *create an account or log in.* **Via Notification** * If you already have an account, you’ll also see a notification in your dashboard. * Choose **Accept** or **Reject** to respond to the invitation. Upon accepting, the collaborator will gain access to the workspace with the assigned default role. --- ## **Key Points** * Collaborators can only be added via email, and each email address must be unique. * If the collaborator wishes to use a different email, the workspace admin must send an updated invitation. This process ensures seamless collaboration while maintaining full control over roles and permissions in your workspace. --- # Managing Members The **Members** tab enables **Admins** to create new teams, monitor their access and members. ## Modifying an Existing Member's Role To modify an existing member role: 1. Hover over the workspace name. 2. Click the ellipsis (**…**) icon 3. select **"Members"** from the drop-down menu. 4. Find the **Member** whose **role** you want to modify. 5. Click on their current **role.** 6. select a new Role level from the drop-down list. For detailed information about **roles** levels, click [here](https://docs.datalexing.sa/en/articles/10436499-role-levels-and-permissions#h_48ab7f0aeb). 7. The updated **role** will take effect immediately. --- ## Searching for Members by Name To find a specific member: 1. Hover over the workspace name. 2. Click the ellipsis (**…**) icon 3. select **"Members"** from the drop-down menu. 4. enter the **Member’s** name in the search field. --- ## Filtering Members by Applications To **filter** **members** based on their assigned **Application**: 1. Hover over the workspace name. 2. click the **ellipsis (…)** icon 3. select **"Members"** from the list. 4. Click **"All Application"** , Under the **Member** tab. 5. Choose the **application** you want to filter by. 6. The filter will take effect immediately. members assigned as **workspace admins** will be displayed --- ## Filtering Members by Applications and Tables To **filter** **members** based on their assigned **Tables**: 1. Hover over the workspace name. 2. click the **ellipsis (…)** icon 3. select **"Members"** from the list. 4. Click **"All Application"** , Under the **Member** tab. 5. Choose the **application** you want to filter by. 6. Choose the **table** you want to filter by. 7. The filter will take effect immediately. members assigned as **workspace and application admins** will be displayed as well --- ## **Deactivating a member** To deactivate a member and revoke their access: 1. Hover over the workspace name. 2. Click the ellipsis (**…**) icon 3. select **"Members"** from the drop-down list. 4. Find the member you want to deactivate. 5. Toggle off the switch associated with the member at the end of the table. 6. The deactivation takes effect immediately. *Deactivated members will no longer have access to any workspace data. However, if they were previously assigned to any rows within tables, they will still be listed as collaborators but will not be assigned to new rows after deactivation.* --- ## **Reactivating a member** To restore access to a previously deactivated member: 1. Hover over the workspace name. 2. Click the ellipsis (**…**) icon 3. select **"Members"** from the list. 4. Find the user you want to reactivate. 5. Toggle **on** the switch associated with the member at the end of the table. 6. The member will regain access immediately. --- ## Removing a member from To Delete a member: 1. Hover over the workspace name. 2. Click the ellipsis (**…**) icon 3. select **"Members"** from the list. 4. Find the user you want to reactivate. 5. Scroll to the end of the **table** and click the **trash icon** next to their name. 6. A warning message will appear—click **"Delete"** to finalize the removal. --- # Managing Teams The **Teams** tab enables **Admins** to create new teams, monitor their access and members. ## How to Create New Team To Create a new **team** follow these steps: 1. Hover over the workspace name. 2. Click the ellipsis (**…**) icon 3. select **"Members"** from the list. 4. Click on **Teams** Tab 5. Click "**Add Team"**. 6. In the dialog box, write the Team name. 7. Choose the appropriate access level for the collaborator from the permissions dropdown. to learn more about workspace permissions click [here](https://docs.datalexing.sa/en/articles/10436499-role-levels-and-permissions#h_13ca4541f8). 1. From the drop-down list, choose the **team** **members**. 2. The selected **team** will now have the assigned **role** within the **workspace**. BE careful! Members Roles ALWAYS override Teams Roles --- ## Modifying an Existing Team’s Role To change a **team’s** role within an **workspace**: 1. Hover over the workspace name. 2. Click the ellipsis (**…**) icon 3. select **"Members"** from the list. 4. Click on **Teams** Tab 5. Find the **team** whose role you want to modify. 6. Click on their current **role** and select a new **Role** from the drop-down list. For detailed information about roles, click [here](https://docs.datalexing.sa/en/articles/10436499-role-levels-and-permissions#h_48ab7f0aeb). 7. The updated role will take effect immediately. --- ## Searching for Teams by Name To quickly locate a specific **team** within an application: 1. Hover over the workspace name. 2. Click the ellipsis (**…**) icon 3. select **"Members"** from the list. 4. Click on **Teams** Tab 5. **Use the Search Bar,** Under the **Teams** tab 6. write the **team’s** name in the **search field**. --- ## Filtering Teams by Applications To **filter** **teams** based on their assigned **Application**: 1. Hover over the workspace name. 2. click the **ellipsis (…)** icon 3. select **"Members"** from the list. 4. Click on **Teams** Tab 5. Click **"All Application”,** Under the **Teams** tab. 6. Choose the **application** you want to filter by. 7. The filter will take effect immediately. teams assigned as **workspace admins** will be displayed --- ## Filtering teams by Applications and Tables To **filter** **teams** based on their assigned **Tables**: 1. Hover over the workspace name. 2. click the **ellipsis (…)** icon 3. select **"Members"** from the list. 4. Click on **Teams** Tab 5. Click **"All Application”,** Under the **Teams** tab. 6. Choose the **application** you want to filter by. 7. Choose the **table** you want to filter by. 8. The filter will take effect immediately. teams assigned as **workspace and application admins** will be displayed --- ## Removing a team from workspace To Delete a Team: 1. Hover over the workspace name. 2. Click the ellipsis (**…**) icon 3. select **"Members"** from the list. 4. Click on **Teams** Tab 5. Find the team you want to reactivate. 6. Scroll to the end of the **table** and click the **trash icon** next to their name. 7. A warning message will appear—click **"Delete"** to finalize the removal. --- # **Managing Invitations** The **Invites** tab enables **Admins** to invite new users, monitor invitation statuses, and track when invitations were sent and accepted. \ ![](https://app.chatwoot.com/rails/active_storage/blobs/redirect/eyJfcmFpbHMiOnsibWVzc2FnZSI6IkJBaHBCUEgzekFVPSIsImV4cCI6bnVsbCwicHVyIjoiYmxvYl9pZCJ9fQ==--9c2e9b731ca02ce6d0c673df789421fc769fd75b/Invitation+tab.png?cw_image_width=1200px) ## **Tracking Invitations** The **Invites** tab consolidates all invitee information in a structured table, displaying: * **Email Addresses:** The recipients of the invitations. * **Assigned Role:** The role designated for the invitee at the time of invitation. * **Invitation Status:** * 🟢 **Accepted** – The user has accepted the invitation. * 🟡 **Pending** – The invitation is awaiting a response. * 🔴 **Expired** – The invitation has expired. * **Invitation Date:** The date the invite was sent. * **Acceptance Date:** The date the invitation was accepted. --- ## **Inviting New Members** To invite a new member to the workspace: 1. Hover over the workspace name. 2. Click the ellipsis (**…**) icon 3. select **"Permissions"** from the drop-down menu. 4. Click the **"Invites"** tab at the top of the page. 5. Write the Email address for the invitee. 6. Select the appropriate role for the invitee. 7. Click **"Send Invite"** to complete the process. --- ## **Tracking Existing Invitations** To review sent invitations: 1. Hover over the workspace name. 2. Click the ellipsis (**…**) icon 3. select **"Permissions"** from the drop-down menu. 4. Click the **"Invites"** tab at the top of the page. 5. Check the **status column** to see if the invite has been accepted, is pending, or has expired. *If an invitation is still pending, you can modify the assigned role before the user accepts it.* --- ## **Searching for Invitees by Email** To find a specific invitee: 1. Hover over the workspace name. 2. Click the ellipsis (**…**) icon 3. select **"Permissions"** from the drop-down menu. 4. Click the **"Invites"** tab 5. enter the invitee's email in the search field. --- \ ​