This article explains the features of the new LegalOn. For information on the current version’s product features, please refer to this page.
What is a Workspace?
A Workspace is a top-level area for storing and managing files such as contracts and related matters. It’s used to organize information by project, team, or department.
Only IT Administrators can create a workspace.
Workspaces cannot be deleted.
What is a Folder?
A Folder is a sub-level area within a workspace. Folders help you categorize and organize files or matters flexibly by purpose or type.
Any user with Editor or Admin permission for the parent workspace or folder can create a folder.
Only the lowest-level folder can be deleted, and only if it does not contain files or matters.
Permission inheritance
Child folders inherit permissions from their parent workspace or folder by default.
You can disable inheritance, but this cannot be undone.
⚠️ Notes
Permissions can be managed separately for each workspace, folder, matter, or contract.
If a user belongs to multiple user groups, the highest-level permission applies.
Example:
User A belongs to User Group B and User Group C.
User Group B has Editor permission.
User Group C has Viewer permission.
→ User A has Editor permission.
Access permissions
You can assign different permissions to define who can do what within each workspace, folder, matter, or file.
See Understanding Administrator roles, User types, and Access permissions for details.
Create a Workspace and add users
Go to [Admin settings] → [Workspaces], then click [＋Create].
Enter the Parent workspace/folder, Name (required), and Description. Click [Create].
To skip adding users now, uncheck “Add users after creating.”
Keep the Inherit permissions checkbox enabled to inherit parent permissions. Uncheck to disable inheritance.
Click [＋Add user group/user].
Enter User group name, User name, or Email address, then select the user/group to share with.
Select the permission level (Administrator, Editor, Contributor, Viewer) and click [Share].
The workspace will appear in the Workspace List once saved.
Workspace/Folder limits
Max number: 500 (all levels combined; may vary by contract)
Max name length: 100 characters
Tip:
You can also bulk create workspaces/folders using a CSV template. See How to create Workspaces and folders in bulk.
Share a Workspace/Folder (Set permissions)
Go to [Admin settings] → [Workspaces], hover over the target workspace/folder, and click [Share].
Keep Inherit permissions enabled to pass down parent permissions (not applicable for workspaces).
Click [＋Add user group/user].
Enter User group name, User name, or Email address, then select the user/group.
Choose the permission level and click [Share].
Note: Usernames are case-sensitive when searching in English.
Move a Workspace/Folder
Go to [Admin settings] → [Workspaces].
Hover over the workspace/folder to move, click [...] → [Move].
Select the new parent workspace or folder, then click [Move].
A confirmation message will appear. Click [Confirm destination] to check.
Note:
Moved workspaces/folders inherit permissions from the new parent workspace.
Edit a Workspace/Folder
Go to [Admin settings] → [Workspaces], hover over the workspace/folder, then click [...] → [Edit].
Update the Name and Description, then click [Save].
Changes will appear in the Workspace List.
Limits:
Max total: 500 (all levels combined; may vary by contract)
Name limit: 100 characters
Tip:
Only lowest-level folders can be deleted, and only if they contain no files or matters.
For details, see How to manage folders in a workspace.