Organization-wide Workspace (documents + lists)

Project document folders live inside a single project. The organization Workspace is the company-wide counterpart: document folders and lists that belong to the whole organization, not to any one project. It is the right home for things like company policies, templates, brand assets, onboarding checklists, and shared trackers.

Open it from Workspace in the left sidebar (the URL is /workspace). It has two sections you switch between with the toggle at the top: Documents and Lists.

Note

Available on every plan. Everyone in the organization can see the Workspace by default; an administrator can lock individual folders and lists down to specific people and teams (see Restrict and share below).

Documents: organization-wide folders

The Documents tab works exactly like a project’s document folders, only the folders belong to the organization instead of a project.

1. On the Workspace page, stay on the Documents tab.

2. Create a folder. Name it for what it holds, for example “Company Policies” or “Brand Assets”.

3. Select Upload files, or drag files from your computer onto the folder. Each file can be up to 100 MB. Common types (PDF, Office, spreadsheets, images, text) preview in the browser.

4. Add metadata columns to a folder (for example Owner, Status, Review date) so every file carries structured information, not just a name.

Built-in columns and file history

Every folder and file shows five built-in system columns, the same as SharePoint: Title, Created, Created By, Modified, and Modified By. The Created and Modified values include the time of day, and you can show or hide the system columns from the Columns picker.

When you re-upload a file with the same name, Onplana keeps a version history instead of creating a duplicate. You choose Save as a new version (the previous file is kept in history), Keep both, or Cancel. Open a file’s history to see each version with its author and time, and Restore any earlier version, the restore itself is reversible.

Lists: organization-wide trackers

Switch to the Lists tab for company-wide spreadsheet-style lists, the same grid used inside projects.

1. On the Workspace page, select the Lists tab.

2. Create a list and give it columns (text, number, date, dropdown, checkbox, rating, and more). Starter templates are available.

3. Add rows and fill in cells inline. Each row also tracks who created and last modified it.

Restrict and share a folder or list

By default, a Workspace folder or list follows your organization roles, anyone who can see the Workspace can open it. To limit a specific folder or list to certain people, an administrator (or the item’s creator) uses Manage access.

1. Open the folder or list and select Manage access (the shield / lock icon in the header). This is available to organization Owners, Admins, Managers, and the item’s creator.

2. Turn on Restrict access. The item now follows explicit grants only, everyone else loses access, except organization Owners and Admins and the creator, who always keep full access.

3. Under Share with, choose a Person or a Team, pick an access level, and select Add:

   • Can view , read the folder/list and its contents.
   • Can contribute , view plus add and edit documents, rows, and metadata.
   • Can manage , contribute plus manage sharing for this item.

4. Change a grantee’s level inline at any time, or remove them. Sharing a folder to a Team grants access to its current members and anyone added later.

Caution

Restricting an item is enforced everywhere, not just in the UI: a person who is not a grantee cannot open, read, or change a restricted folder or list through the app or the API. Organization Owners and Admins and the creator can never be locked out of their own content.

Who can do what

• View the Workspace and unrestricted items , every member by default (governed by the org.library.view permission).
• Create and edit folders, lists, documents, rows , members with the contribute permission (org.library.contribute).
• Create or delete a folder/list, and manage sharing , the manage permission (org.library.manage, Managers and above by default), the item’s creator, or anyone you grant Can manage.

An administrator can tune these defaults in Organization Settings → People → Permissions.

Recovering deleted items

Deleting a Workspace folder or list moves it to the Recycle Bin, the same as project content. Restore it from there and it comes back with its documents, columns, rows, and organization scope intact.