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What is a workspace?

A workspace is an organizational space that :
  • Allows documents to be organized by project, theme or period
  • Contains a Collection of documents
  • Can be linked to a Datasource in order to synchronize with it
  • Can have Teams and/or individual users as members
  • Only workspace members can access workspace content
  • Only workspace members with a Document Manager role can upload or delete workspace documents

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Architecture

Users + Teams (members)
  ↓
Workspace (organize and control access)
  ↓
Collection (contains the documents)
  ↓
Documents (individual files)
  ↓ (optional)
Datasource (external synchronization)

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Workspace relationships

Key relationships:
  1. Workspace → Members: A workspace can have as members :
    • Individual users
    • Complete teams
    • A combination of both
  2. Workspace → Collection: Each workspace contains a Collection of documents.
  3. Workspace → Datasource (optional): A workspace can be linked to a Datasource to automatically synchronize documents from external sources (SharePoint, Google Drive, etc.)

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Permissions and Roles

Document access:
  • Only members of a workspace (direct users or via Teams) can access workspace content
Actions on documents:
  • All members can consult documents.
  • Only members with a Document manager role can upload or delete documents.

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Document access levels

Paradigm allows you to define the accessibility of each document at three levels:

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1. Company Workspace

Global access
  • Documents accessible by all company users
  • Corresponds to Company Team (automatic)
  • Use for: general documentation, policies, common resources
Use cases
  • HR policies and internal procedures
  • General technical documentation
  • Templates and shared resources
  • Official communications
Security considerations Access is determined by whether a user belongs to the company. ⚠️ Enterprise-level access should be restricted to general information only. Sensitive documents should be stored on a dedicated custom workspace. ⚠️ It is possible to create several company spaces with custom workspaces associated with Company Team.

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2. Organization level (Custom Workspace)

Restricted access
  • Documents accessible only to workspace members
  • Corresponds to Custom Teams
  • Use for: specific projects, departments, teams
Use cases
  • Project documents
  • Departmental resources
  • Cross-functional collaboration
  • Specialized technical documentation
Access control ⚠️ Access is determined by the user’s membership or membership of a member team.

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3. Private Workspace

Private access
  • Documents accessible only by owner
  • Corresponds to Private Team (automatic)
  • Use for: drafts, personal notes, confidential documents
Use cases
  • Drafts in progress
  • Personal notes
  • Experiments
  • Individual confidential documents
Access control ⚠️ There is only one Private Workspace per person

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⚠️L access is only possible for the user who owns the space

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Choosing the right level of access

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Decision matrix

CriteriaCompanyOrganizationStaff
AudienceAllSpecific teamMe alone
SensitivityLowMedium to HighPersonal
CollaborationBroadTargetedNone
LifespanLong termVariableVariable
ExamplesHR policiesProject documentsDrafts

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Questions to ask

Before choosing the level of access :
  1. Who needs to see this document?
    • Everyone → Company
    • A specific team → Workspace
    • Just me → Personal
  2. How sensitive is the document?
    • Internal public information → Company
    • Project information → Workspace
    • Confidential information → Personal
  3. What is the document’s life cycle?
    • Permanent / Reference → Company
    • Project duration → Workspace
    • Temporary → Personal