Inside this article
What is a workspace
A workspace is your home base for all things Coda. It will store your docs in an organized way, and you'll invite members into the workspace to help you get the job done. A workspace can be free or paid (depending on your plan), and as the workspace's Doc Maker or Doc Maker (Admin), you'll be able to dictate the rules for how it works.
Each workspace can be a little bit different depending on what you want to achieve. Workspace settings have a few key parts for an admin to control.
About - Here you'll name and describe your workspace.
Billing - You'll see the details of your plan here. If you ever need to upgrade your workspace or see a past bill, you can do so here.
Membership - Here's where you can decide how people will interact with the workspace. You can decide who can create new docs, whether your approval is needed for new members, and set up approved email domains so you control who edits from outside your team.
Members - You can also invite new people and determine their access level here. And, if things change, you can always update their access level to suit their new role.
The difference between a workspace, folder, and doc
Workspaces contain folders which contain docs. Your workspace is your center for managing people and the content they have access to. You'll use folders to keep docs organized in the workspace (think departments, teams, and projects). Your docs will be where the true work gets done with all of your tables, text, and app-like solutions.
By default, folders (besides the My Docs folder) are public, so make sure to mark them as private if you don't want members of your workspace to have access.
Anyone with access to a folder can also pin docs so that the docs show at the top of the folder for everyone who accesses it. Learn more here.
Keep in mind that you can build organization inside each doc with pages and subpages as well. Your doc can grow with you without losing track of anything.
Adding a workspace
You can add a new workspace by clicking on the three dots on the bottom left hand corner of your home page and then selecting “New workspace”. A free workspace will be created, you can then upgrade your workspace from there.
Adding a folder
To add a new folder, select "New folder" underneath the workspace you want to add to. Select whether this folder should be private or shared, then add a name and save! Next, you can add your teammates to the folder.
The My Docs folder in the workspace
When you create or join a workspace you will see a My Docs folder. This is your personal space to try something new, and where you can create and interact with your personal docs. These docs will have access to the same features and capabilities that the workspace it lives in provides. Docs in this folder are considered private by default. Other people will not be allowed to join this folder but you can still share each of your docs with them or drag any docs to a new folder for more people to access.
Moving docs between folders and workspaces
Sometimes you'll realize that a doc needs to shift to a new folder or workspace. Any member of a workspace, an Editor or Maker, can move docs across folders and workspaces. To move a doc, you'll need to:
Be able to edit the doc
Be a member of the destination folder
Ensure the doc owner (see Note below) is a member of the destination workspace
Note: If the owner of the doc (as assigned by Google Drive) is not a member of the destination workspace, then the doc will not be able to move. Make sure that the admin of the destination workspace allows people to join automatically as editors in the Coda workspace settings. If the owner is an editor in the destination workspace then the doc will become read-only.
Once you've determined that you meet the criteria above, simply click the ... icon next to the doc and choose Move.
If you need to move multiple docs, click the Select Docs link, click the checkboxes of the docs you'd like to move and choose Move. You'll be able to select their new location and be well on your way.
As a fun tip, when you open a doc you can see the folder it lives in if you look at the bottom left of the doc. If you do not have access to this folder then you will see a link to Home.
Adding people to workspaces
When you add people to a workspace, they become members. You decide what they can and can't do with the docs based on their role. To add someone to a workspace, click +Invite and select the role you'd like them to have. Click here for more information on Members and Roles.
Unlocking a workspace
If payment for your monthly plan fails, your workspace may be temporarily locked. But don't worry. When a bill is missed we provide a 7 day grace period to update your billing preferences in the workspace settings and pay the bill. If you go beyond the 7 day grace period the Docs in the workspace will become read-only. Docs cannot be created or moved into the workspace, and the workspace settings and membership list will also become read-only until payment is received. Please contact Coda for help unlocking your workspace.
Deleting a workspace
Workspaces need to be empty of docs and templates before you can delete them. If your workspace is on a paid plan, you will need to downgrade it to the free plan. You can then choose the Delete workspace option under the workspace's Settings menu.
What if my company already has a Coda workspace? How do I sign up?
You will simply start at coda.io and sign up for Coda. The admin of your company workspace can help users by identifying a list of domains (the part of your email address after the @ symbol) that can join their workspace automatically. If you are on one of these domains, you will automatically be added to the workspace as an Editor. From there you can join any folders that make sense for you. This will not work for .edu or non-gmail domains yet.
How do I downgrade or upgrade a workspace?
How do I manage Doc Makers in my workspace?
Is there a limit for how many Doc Makers (Admin) I can have?
There is no limit! As a reminder, admins are billed as Doc Makers. Please note that you will not be able to delete or downgrade an admin in a workspace if they are the only one.
I tried to move a doc across workspaces but it became read only. What happened?
You'll see this happen if the owner of the doc is not a Doc Maker in the destination workspace.
I'm on a free workspace and I see a lot of Doc Makers (Admin). How is that happening?
There is a special rule for free workspaces that automatically makes users Admins when they create a doc. This enables anyone that is a Doc Maker (Admin) in the workspace to upgrade when the team is ready for the next level.
What are the default sharing settings for any new doc created?
Generally, docs are created in one of three places and it depends on where the doc is created:
My Docs Folder: Any document created in “My docs” in the left navigation of your home page is private (no link sharing turned on and not shared with others at the org) unless you explicitly invited other users to the doc. We recommend creating docs in your “My docs” section and then moving them to a shared folder. Learn more
Shared Folders: Docs created in shared folders are accessible by default to members of the shared folder. Since anyone can join a shared folder, this essentially means docs created in public folders will be accessible to anyone else in the workspace. Anyone in your workspace will be able to view, join, and access public/shared folders.
Private Folders (Team Plan or above): Docs created in private folders are accessible by default to members of the private folder. Anyone else invited to that doc directly (via the "invite" dialog) or who has the link shared with them will have access to that doc, but not to the private folder.