Workspaces and privacy

Trying out an idea shouldn’t mean showing it to the whole company. Finished work, though, needs a place where the right people can find it. Workspaces handle both: they decide where things are saved and who can see them.

The idea

Settings describes a workspace in two sentences: “A workspace is a place where a group of people share a set of data and files. Create one per team or per project, decide who can see it, then set what can live there.”

From the switcher at the top of the app rail, you can be in one of these:

• Private, “Only you”. Everyone has one.
• Your organization’s default workspace, “Shared with everyone in your organization”. Everyone can reach it without being added.
• Named workspaces an admin creates for a team or a project. Only the people added to one can see it.
• Everything, “Every workspace you can see”. It’s a way to look across workspaces, not a place to keep things.

Where you are decides what the Librarian can find and where new work is saved, so set the context before you ask. Search with ⌘K is the exception: it always starts at Everything.

Where new work lands

So is your work private by default? Only some of the time.

New projects, dashboards and chats are saved to your private workspace unless you’re working in a workspace you belong to. Anything the chat creates while you’re looking at Everything goes to Private, and so does a dashboard that a project’s agent makes for you.

Data has its own rules. A new connector goes into the workspace you’re in if you’re a member. A file you upload in the Library goes to the workspace you’re viewing. A file you add anywhere else, such as Home, Projects, Dashboards, the Inbox or Settings, goes to your organization’s default workspace, where everyone in the organization can see it. Private is only the fallback: if a file can’t be added where it was headed, it’s saved to Private and a message says so.

Roles

Roles come at two levels, and the names don’t quite match.

In the organization, set in Settings under People, everyone is an Admin, a Creator or a Guest. Invites start as Guest. Creators can build and edit, guests can only view, and admins also run the organization’s settings.

In a workspace, set on its Members tab, people get one of three roles:

Role	What the screen says
Viewer	”Can see this workspace’s content.”
Creator	”Can see and edit. The usual choice.”
Admin	”Can also manage the workspace and its members.”

A workspace admin can also delete or share anything saved in that workspace, including things they didn’t make. Only people already in the organization can be added.

Sharing a single item

Projects and dashboards each have a Share dialog. Add people as viewers or editors, or, as the owner, create a public link that expires after 7, 30 or 90 days, or never, with an optional password. Anyone opening a public link is a viewer. You can’t share a project or dashboard with the whole organization in one step, so keep it in a workspace everyone can see.

Private isn’t a wall against admins

Nobody else sees what’s in Private unless you share it, with one exception: organization admins can give themselves access to any project, dashboard, source or connector, and each grant is logged.

An example

Say your organization has a Finance workspace, with the finance team as creators and two department heads as viewers.

You start a forecast in a new chat while the switcher shows Everything, so the project is saved to Private and nobody sees your rough first attempt. When it’s in shape, you share it with your manager as a viewer.

Work you start inside Finance is saved there instead. The department heads can see it straight away but can’t change it, and Finance’s workspace admins can manage it even though they didn’t build it.

One trap: a spreadsheet of salaries dropped onto Home goes to the organization’s default workspace, where everyone in the organization can see it. Upload it from inside Finance.

Where it lives in Querri

The switcher is the tile at the top of the app rail. It shows your organization and workspace, and its menu lists Everything, the default workspace, Private and any named workspaces you belong to, with Current beside the one you’re in. Admins also see Manage workspaces. On Home, the Your workspace pill does the same job without leaving the page: pick a workspace under Work in, and your next chat works there.

Admins create workspaces and add members in Settings under Workspaces, and set organization roles under People.

For data teams

Think of a workspace as a schema with role grants. Every item has one home workspace, and a workspace role applies to everything homed there: viewers read, creators write, admins manage. A share adds access to a single item on top, at viewer, editor or owner. Everything is a union across the workspaces you can read, so it’s a lens for querying, never a place to store results. Row-level filters on sources are a separate layer.

Next steps

• Set up your team puts this into practice.
• Sources and connectors explains where connected data lands.