Workspaces

Organize and share documents with your team

What is a Workspace?

A workspace is a separate area within Veluvanto that has its own documents, tags, and team members. You might use one workspace for personal documents and a separate one for your company.

When you switch to a different workspace, you see only the documents that belong to that workspace. Tags, entities, and team members are also separate for each workspace.

Creating a New Workspace

Click Settings at the bottom of the left sidebar (gear icon). In the settings navigation on the left, click Teams. At the top of the page, type a name for the new workspace in the Workspace name field. Click Create Workspace. The new workspace appears in the list immediately.

Inviting a Colleague to a Workspace

Go to Settings → Teams. In the workspace list, click the workspace you want to add someone to — it will become highlighted. Below the list, an Invite Member section appears. Enter the colleague's email address. Then choose their role from the dropdown:

Switching Between Workspaces

Click the workspace name displayed in the top area of the Dashboard. A dropdown list of all your workspaces appears. Click the one you want to switch to.

The currently active workspace name is also shown in the left sidebar just below the main navigation links.

Managing Members

Go to Settings → Teams and select the workspace you want to manage by clicking on it. The member list appears below the workspace list. Next to each member you can:

• Change role — use the dropdown next to the member's name to switch between Viewer, Editor, and Admin.
• Remove member — click the person-minus icon to the right of the member's row. A confirmation prompt appears. Click OK to confirm.

Pending Invitations

After you send an invitation, it appears under the Pending Invites heading below the invite form. The list shows the email address, role, and expiry date of each invitation.

To cancel an invitation before it is accepted, click the × button next to it. The invitation link will stop working immediately.

Renaming a Workspace

Go to Settings → Teams. Find the workspace in the list. Click the pencil icon on the right side of the workspace row. The name becomes editable — type the new name and press Enter, or click the green checkmark to save. Click the grey × to cancel without saving.

Deleting a Workspace

A workspace can only be deleted when it contains no documents. Go to Settings → Teams, find the workspace, and click the bin icon next to it. A confirmation prompt appears — click OK to confirm.

If the bin icon is greyed out, the workspace still contains documents. Move or delete all documents first, then try again.

Accepting an Invitation

When a colleague invites you to a workspace, you will receive an email with an invitation link. Click the link to open Veluvanto in your browser. If you are not signed in yet, sign in first. The system will then automatically add you to the workspace with the role your colleague assigned. You will see the new workspace in your workspace list immediately.