Set Up Workspaces

Workspaces organize your team's projects, tags, annotations, and notes into separate groups. They're useful when your team handles multiple lines of business, product groups, clients, or technology domains that shouldn't overlap.

What workspaces scope

Each workspace is an independent container for:

• Projects — search projects belong to one workspace
• Tags — workspace-level labels for organizing patents
• Annotations — highlights and notes can be shared within a workspace
• Notes — patent-level notes are tied to the workspace

This means a tag scoped to "Workspace A" won't appear in "Workspace B," keeping different work streams separate.

Create a workspace

1. Go to Team settings → Workspaces
2. Click Create workspace
3. Enter a name for the workspace (e.g., "Battery Technology," "Client Engagements," "IP Litigation")
4. Click Create

Who can create workspaces: Users with Workspace or Admin permissions.

Add users to a workspace

From Team settings:

1. Go to Team settings
2. Find the user and click the ... next to their name
3. Click manage access
4. Select the workspaces to grant access
5. Click Save

This view lets you see all workspaces a user belongs to and manage their access across workspaces in one place.

From the project dashboard (quick shortcut):

1. Click on the workspace name in the left sidebar to open it
2. Click Invite
3. Enter the person's email address

This is a faster path when you're already working in a workspace and want to quickly add someone.

Users only see workspaces they've been added to. This provides natural access control.

Remove users from a workspace

1. Open the workspace settings
2. Find the user you want to remove
3. Click Remove next to their name

Removing a user from a workspace doesn't remove them from the team — it just limits their access to that specific workspace.

Default workspace

Every team has a default workspace. When new projects are created, they belong to the user's current open workspace. Users can switch between workspaces using the sidebar in the project library.

Guest workspaces

Workspaces can also include external guests — for example, outside counsel or collaborators from another organization. Guest access is managed through the workspace settings and requires Workspace permissions to configure.

For detailed guest setup, see the "Invite external collaborators" article.

Tips

Organize by line of business or client. The most common workspace structure mirrors how your team is organized. For corporations, one workspace per business area. For law firms, one workspace per technology area, client, or team.

Don't over-create workspaces. Tags can be organization-wide or workspace scoped but annotations, and notes don't cross workspace boundaries. If team members frequently need to reference the same tags or data across areas, fewer workspaces may be better.

Use workspace names that are self-explanatory. Team members should immediately understand what a workspace contains from its name.

Related articles

→ Manage workspace settings — change ownership, rename, and configure workspaces

→ Invite external collaborators — add guests to a workspace

→ Permission types and definitions — who can create and manage workspaces

→ Navigate your project library — switching between workspaces