How do I use the Admin Panel to manage multiple workspaces and granular advanced permission roles?

Focus:  The focus of this self-help article is to provide steps and information about PandaDoc “Work spaces” and how to use Admin Panel for your PandaDoc Account. The “Admin Panel” is used to manage multiple workspaces, number of users, and granular advanced permission settings.

What is a PandaDoc Workspace?: Workspaces is only available for the PandaDoc Enterprise plans only. A Workspace is a place where a specific group of people can work on documents together. A workspace is an isolated working environment and only its users have an access to documents and other information within a work space. It’s a great way to separate different teams, divisions or parts of your organization. One user can be added to multiple workspaces with different permission roles.

How to access the “Admin Panel?”: Admin panel is available for all plans.Please contact us  using the “Green” help button found on the bottom right of your account and contact us to enable this.

How to gain access to Custom Roles?:  Please contact us  using the “Green” help button found on the bottom right of your account and contact us to enable this.

Please note: In PandaDoc, you can have multiple workspaces. Please remember, each workspace is unique and its own environment. They will have an unique Dashboard, Documents, Templates, Content Library, Catalog, Contacts and Integration setup.

Step 1: Access the Admin Panel. Once enabled, go to Settings > Admin Panel.

Admin - Settings -Admin Panel Link

Individual Workspace Management

Step 2A: Viewing current workspaces. In this section, you will see a list of your workspaces in account. Shown below is an example of list workspaces.

Step 2B: Add a new Workspace.  From the top Menu, click on “Create a new workspace”, enter in a name of the workspace and click “Create”.

Step 2C: Accessing and Managing New Workspace. Click on the workspace you want to manage. Shown below the “Central US Team” workspace is selected.

Step 2D: Review current users in the workspace. Here is a list of current users in the workspace. Click on the the 3 dots to “Change Role” or “Remove” a user. You can also search for a particular user.

Step 2E: Invite new member. Click on “Invites” on the left. You can invite new members (or users), resend invitations, and remove invitations.

Step 2F: Enable and disable user permission roles. Shown is a list of “User Permission Roles,” that have been set up in the “Admin Panel.” Review “System Role” such as “Member, Manager, and Admin,” and any custom “User Permission Roles” created in Step 3B below. To enable or disable to the “User Permission Roles,” check or uncheck the box next to the “Role.”

Admin - Workspaces - Individual - Roles enablement

Step 3: Setup and Review Roles in Workspace In order to gain access to add your own custom “roles”, request this feature by using the Green Help button found on the bottom right side of your PandaDoc account.

Step 3A: Accessing User Roles for setup or review. Click on the top left Menu icon, and select “Roles.”

Step 3B: Setup of System Roles and Adding Custom Roles for Users. To review existing roles, click on a “System Role” listed on the left.

To create a new “Role,” click on “Create a new Role.” Type in name and click on “Create”. Shown below is a new custom role called “View My Documents Only.”

Admin - Roles - Create New Role

Step 3C: Setup new System Role. If you want to use similar set of permissions with an existing “System Role,” select from drop list from “Choose A Role.” By default, “Member,” “Manager,” and “Admin,” will also be displayed. If you do not want to copy permission from an existing “System Role,” you can define your own permissions for each below by select “None.”

Admin - Roles - Create New Role - Created - Copy permission

Setup individual permissions for the custom Role. This can be done for documents, templates, etc. To setup permissions, click on a category (ex: Documents) to view all permissions associated to “Documents.” Check or uncheck to change permissions. When completed, click on “Save” at the top right corner.

Admin - Roles - Create New Role - Created - Setup individual permissions

Step 3D: Renaming and Editing “Custom Role.” Select a Custom Role. On the top right, you will have the option to “Rename” or “Edit Permissions.” If you make changes, make sure to click on “Save.” Note: You cannot change default “System Roles.”

Admin - Roles - Create New Role - Created - Rename and Edit Permissions

Step 3E:  Deleting a “Custom Role. “ To delete a “Custom Role,”select a Custom Role. On the top right, select “Edit Permissions” and select “Delete.”

Admin - Roles - Create New Role - Created - Edit Permissions - Delete

Step 4: Reviewing “Users” in Workspace. Click on the top left Menu icon, and select “Users.”

Step 4A: Administering “Users” across all workspaces. You will see a directory of all current users in your account and which workspace they are associated with.

Admin - Users - Full list across each workspace

Step 4B: Administering individual user permissions. Select a “User” in the directory. In the right pop-up menu, a list of the associated workspaces will appear.  

Admin - Users - Selected user details

Step 4C: Changing User Roles. Select on the a specific workspace and you can select from the list of available “Roles” for that user. Click “Save” after selecting new “Role.”

Admin - Users - Selected user details - Permissions per space

In the example, “James M” was a “Manager.” His “Role” will now be changed to “View my documents only” for the the new “Role” for the user.

Step 4D: Managing User Invitations. Click on “Invites” to view all users that have sent an invitation to join a workspace. Click on the 3 dots to “Resend” or “Remove the Invitation.” Once an invitation is resent, the user will receive another email inviting them to the workspace. If an invitation is removed, the user will no longer be able to accept the invitation.

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