Default Workspace & Scoping Behavior
Default Workspace & Scoping Behavior
How to mark a workspace as your account default and what that default changes in your daily operations
Set the account default workspace and understand how it affects documents, signature requests, templates, uploads, and user access.
This page explains how to mark a workspace as the account default, how the default workspace affects the context of operations (documents, signature requests, templates, archived files, contacts, etc.), and how to manage users within workspaces. It covers step‑by‑step procedures, practical tips, common pitfalls, and troubleshooting advice for real-world scenarios.
Who should read this
This guide is for account owners, administrators, and workspace managers who make decisions about where organization data and operations live. No technical background required.
Workflow: Mark a workspace as the account default
Step 1 — Decide which workspace should be the default
Review your organization’s day-to-day needs. Choose a workspace that:
- Will receive newly created documents, signature requests, and templates by default.
- Has the correct set of users and access permissions already assigned.
- Makes sense for integrations and automated flows (if you use external tools).
Step 2 — Open the Workspaces management area
Sign in as an administrator or owner, then go to your Workspaces (often labeled “Workspaces,” “Organization,” or “Settings > Workspaces”). Locate the workspace you want to set as default.
Step 3 — Use the ‘Set as default’ action
Find the action or menu item for the chosen workspace that says “Set as default”, “Mark as default”, or similar. Click it. You will likely see a confirmation dialog — read it carefully and confirm.
Step 4 — Confirm the change and notify stakeholders
After confirmation, the workspace will show a clear “Default” indicator. Inform your team and any integration owners that the default workspace has changed so they can adjust processes if needed.
Step 5 — Verify default behavior
Create a small test item (for example, a draft document or a template) without selecting a workspace explicitly. Confirm it appears in the newly marked default workspace. Check a couple of areas: documents, signature requests, templates, and the “Archived files” or upload area.
Step 6 — Rollback or change if needed
If the default was set by mistake, repeat these steps on the correct workspace to mark that one as default. Only one workspace can be marked as default at a time; marking a new default automatically removes the flag from the previous default.
Tip — Communicate before changing default
Announce default changes to your organization (email or a short note in your team chat). Default changes can affect where documents and requests are created and who can access them.
Tip — Use a dedicated workspace for integrations
If you have automated processes or external integrations, consider having a dedicated “Integrations” workspace as the default to keep automated items separate from human workflows.
Warning — Default changes are forward‑looking
Changing the default only affects new operations made without an explicitly chosen workspace. Existing items remain in the workspace where they were created unless you move them or perform a transfer during a workspace deletion.
Workflow: Manage workspace users (add, assign, remove)
Step 1 — Decide user roles and workspace membership
Before adding or removing users, decide who needs access to each workspace and at what role (viewer, editor, manager, etc.). Roles determine what users can do inside that workspace.
Step 2 — Open the Workspace or Users area
Navigate to the workspace details page or the organization’s user management area where you can view workspace membership and user roles.
Step 3 — Add or assign a user to a workspace
Use the “Add user” or “Assign to workspace” button. Enter the user’s email and choose their role for this workspace. Save and, if available, send an invitation so they receive access instructions.
- Best practice: Add a short note explaining why they were added and what they should do on first login.
Step 4 — Remove a user from a workspace
Select the user in the workspace membership list and choose “Remove from workspace” (or similar). Confirm the removal. Consider:
- Transferring any items the user owns to another user if required.
- Notifying the user of removal and the reason.
Step 5 — Review cross‑workspace access
Remember that users can be members of multiple workspaces. After removing someone from the default workspace, verify they still have access to other workspaces they need. If they lose access to a required workspace, reassign them.
Step 6 — Audit memberships regularly
Periodically review workspace membership to ensure least‑privilege access. Remove accounts for departed staff, and rotate access for contractors.
Warning — Removing users can break active tasks
Removing a user who is an owner or signer on active items may impact workflows. Before removal, reassign ownership of drafts, templates, and active signature requests if appropriate.
When you create a new document, template, or signature request from the main UI and you do not explicitly select a workspace, the system will place that item in the account default workspace. If you choose a workspace during creation, that explicit choice overrides the default.
Before marking a default:
- Users might manually choose workspaces each time.
- Automated or forgotten selections can create items in differing places.
- Harder to manage where new items land.
After marking a default:
- New items without an explicit workspace land in one place.
- Easier to centralize automated outputs.
- Requires careful management of who has access to that workspace.
Advanced notes, edge cases, and practical guidance
- Default is a single flag: Only one workspace is the account default at a time. Marking a new workspace as default removes the flag from the old default automatically.
- Only authorized roles can change the default: Usually workspace owners or organization administrators. If you don’t see the option, check your role or contact an admin.
- Default is not retroactive: Items already created remain in their original workspaces. If you need items moved, use workspace transfer tools (if available) or recreate/move resources manually.
- Explicit workspace selection always wins: When creating an item, if you select a workspace explicitly, that selection overrides the default.
- Deleting a workspace: When you delete a workspace you will normally be asked where to move attached resources. If you plan to delete the current default, set a new default first to avoid surprises.
- Integrations and third‑party tools: Confirm whether an integration uses the account default when it creates items. If an integration supports selecting a workspace, configure it to use the desired workspace rather than relying on the default.
Tip — Test changes in a staging area
If you have a non‑production org or a sandbox workspace, test changing the default there first to observe effects on automations, templates, and user access before applying the change in production.
Tip — Use naming conventions
Adopt a clear naming convention for the default workspace (for example, “Default — Documents & Templates”) so team members immediately understand its purpose and contents.
Warning — Audit integrations after changing default
After you change the default, run a quick audit of third‑party integrations and scheduled jobs. Some integrations create items in the default workspace; failing to check may lead to unexpected item placement.
Workflow: Troubleshoot common issues after changing the default
Step 1 — I can’t find a newly created item
Confirm whether the item was created with an explicit workspace selection. If not, look in the current default workspace. If you changed the default recently, check the previous default too.
Step 2 — Some users lost access to new items
Verify the users are members of the new default workspace. If not, either add them to the default workspace or change the default to a workspace they already have access to.
Step 3 — Automation outputs moved to a different workspace
Inspect your automation settings and update target workspace if possible. If the automation cannot be updated, change the account default back temporarily while you reconfigure the automation.
Step 4 — Deleting the (old) default workspace
If you plan to delete the old default workspace, ensure you transfer any necessary templates, documents, and ownership to another workspace first. Set the new default ahead of deletion if you want future items to land there automatically.
Frequently Asked Questions
Still have questions?
If you need help confirming permissions or understanding how a particular integration behaves with workspace scoping, reach out to your account admin or our support team.