Add Onna Users to a Workspace 

Once you create a workspace, you have the option to invite Onna users or external members to that workspace to collaborate and drive productivity.

To share a Workspace, head to the Workspace and click on the ellipsis at the top right-hand corner. From the pop-up menu click on the share icon.

This will open the Workspace user modal where you can invite current users or groups in your Onna account as shown below.

External Sharing

You may also share an Onna workspace with someone outside of your organization. First, your admin must enable the external sharing setting for your account. Then, you'll need to turn on external sharing in the window above. You may then invite people who are not users in your Onna account (i.e. external counsel, third-party reviewers, etc.) to collaborate on the workspace. External users will be granted the role of guest in Onna.

Note: If your admin has 'Enforce to use SAML login' enabled, externally sharing will not be an option as the external person will not be able to bypass SSO.

Once an Onna user is invited to join a workspace, that user becomes a member of the workspace.

Workspace Member Permissions

There are three member permission types within Onna Workspaces: Manage, Edit, View. 

Note: The Workspace member permissions mirror the Onna user permissions, however, they are confined to the individual workspaces.


  • Can add & delete workspace members as well as change permissions of other members

  • Can add & delete sources

  • Can rename the workspace

  • Can delete the workspace

  • Can add, edit and delete custom fields

  • Can edit tags and comments

  • Can export from the workspace


  • Can add, edit and delete sources in the workspace

  • Can edit tags, comments, and custom fields 

  • Can export from the workspace

Note: The user will only be able to delete sources where they were the creator of the source.


  • Can add content and sources in a workspace

  • Can export from the workspace


  • Can view files in sources that are shared in the workspace 

Viewing or Changing Member Permissions

From the same modal, you can also select 'Manage members' at the bottom left-hand corner. This will show you a list of the existing members in the workspace as well as their permissions. 

To view the members that were included in a group click on the arrow next to the group name. All members listed will have the same access set at the group.

From this screen, you can change permissions or remove members by using the dropdown. Please note, the yellow crown icon indicates the creator of the datasource/preservation. Also, anyone with a Manage permission can share the datasource.

Note: Any Onna user you add to a workspace will have access to, at very least, view any data within that workspace.

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