When should I create new workspaces?

Workspaces can be created for different purposes and for different audiences. These are the four main reasons for splitting documents into different workspaces and thereby having to create new workspaces:

  1. Permission reason:
  2. Cooperative reason:
    • In projects, for example, you may want to work in an workspace where you only see the documents that are related to the project itself. The project members get a cleaner view of the project’s documentation and other workspaces do not get cluttered with documents that might only be of a temporary nature such as meeting notes.
    • You might also want to set up individual access-rights to specific project workspaces.
  3. Logical reason:
    • Documents of certain types, such as agreements, can with advantage be stored in a separate workspace, so that you get a logical structure over all agreements, no matter which process they belong to.
  4. Large amount of documents:
    • If there are very many documents of a certain type, for example invoices, they could be stored in a separate workspace, to not clutter other workspaces. The amount of documents in a workspace could be much more than 5 000 but if this is the case you would first need to filter on a specific dimension, such as year or period to get a smaller amount of documents to handle. Se this page for more information about how to optimize large workspaces: How do I index columns in workspaces with more than 5 000 documents?

Regardless of what reason you have to create a new workspace, before you create the workspace, you should think about what configuration the workspace should have. If it would make it easier to manage the documents in the workspace with different metadata, different filters, different documents view, different document rules, then consider creating a new workspace configuration first.