Workspace Settings

Workspace settings allow Owners and Admins to manage workspace-level configuration. This includes changing the workspace name and, for Owners, deleting the workspace.

Accessing Workspace Settings

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Changing Workspace Name

Both Owners and Admins can change the workspace name.

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What Happens When You Change the Name

When you update the workspace name:

✅ Changes immediately:

• Workspace name in top navigation
• Workspace name in workspace switcher
• Workspace name in settings
• Workspace name in team member invitations

✅ Stays the same:

• Workspace ID (internal identifier)
• All documents and data
• Team members and their roles
• Billing and subscription
• All settings and configurations

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Workspace Name Best Practices

Use Clear, Descriptive Names

✅ Good:

• "Acme Corp - Sales"
• "HR Department"
• "Project Phoenix"
• "Legal Team"

❌ Avoid:

• "Workspace 1"
• "Test"
• "My Workspace"
• "Untitled"

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Consider Multiple Workspaces

If team members are in multiple workspaces, use names that clearly differentiate them:

✅ Good:

• "Acme Corp - Sales"
• "Acme Corp - Marketing"
• "Acme Corp - Operations"

❌ Avoid:

• "Acme Corp" (for all workspaces)
• "Sales" (too generic)
• "Team 1", "Team 2" (not descriptive)

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Keep It Professional

Your workspace name appears in:

• Email invitations to new members
• Document notifications
• Audit logs
• Billing invoices

Use a professional name that represents your organization well.

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Deleting a Workspace

Before You Delete

Deleting a workspace is permanent. Before proceeding:

⚠️ What gets deleted:

• ❌ All documents (drafts, sent, completed)
• ❌ All templates
• ❌ All campaigns
• ❌ All team members (removed from workspace)
• ❌ All shared folders
• ❌ All workspace settings
• ❌ All audit logs
• ❌ Subscription is canceled

✅ What happens to users:

• Team members lose access immediately
• They can still access other workspaces they're in
• Their SignNXT accounts remain active
• They can create new workspaces or join others

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Who Can Delete a Workspace

Only the Workspace Owner can delete a workspace.

• ✅ Owner: Can delete
• ❌ Admin: Cannot delete
• ❌ Member: Cannot delete

If you're an Admin and need to delete the workspace, ask the Owner to do it.

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How to Delete a Workspace

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Subscription Considerations

When you delete a workspace:

Active Subscription:

• Subscription is canceled immediately
• No refund for remaining time
• No further charges
• Billing stops immediately

Trial Period:

• Trial is canceled
• No charges (trials are free)

Expired Subscription:

• Workspace can still be deleted
• No billing impact

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Alternative to Deletion

If you're considering deleting your workspace, consider these alternatives:

1. Downgrade Your Plan

Instead of deleting, downgrade to a lower-cost plan:

• Keep your data
• Maintain access
• Reduce costs
• Can upgrade later if needed

See Billing & Subscription for details.

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2. Remove Inactive Members

Free up seats by removing inactive team members:

• Reduces subscription cost
• Keeps workspace active
• Preserves data
• Can re-invite members later

See Managing Team Members for details.

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3. Pause Usage

If you don't need the workspace temporarily:

• Download important documents
• Cancel subscription (keeps data for grace period)
• Reactivate when needed

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4. Transfer Ownership

If you're leaving but others need the workspace:

• Contact SignNXT support to transfer ownership
• New owner takes over billing
• All data remains intact
• Team members unaffected

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Troubleshooting

"I don't see the Workspace tab"

You must be an Owner or Admin to see the Workspace tab.

Solution:

• Check your role in the Profile tab
• If you're a Member, ask your Owner/Admin to promote you
• Or ask them to make the changes you need

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"I can't delete the workspace"

Only the Workspace Owner can delete a workspace.

Solution:

• Check if you're the Owner (not just an Admin)
• If you're an Admin, ask the Owner to delete it
• If you're the Owner and still can't delete, contact support

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"The workspace name won't save"

If the name doesn't update:

1. Check for errors - Look for error messages
2. Try a different name - Some characters may not be allowed
3. Refresh the page - Reload and try again
4. Check your connection - Ensure you're online
5. Contact support - If the issue persists

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"I accidentally deleted my workspace"

Unfortunately, workspace deletion is permanent and cannot be undone.

What you can do:

1. Create a new workspace
2. Re-invite team members
3. Re-upload documents (if you have copies)
4. Rebuild your setup

Prevention:

• Always double-check before deleting
• Download important documents first
• Consider alternatives to deletion

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Security Considerations

Workspace Deletion Audit

When a workspace is deleted:

• The action is logged with timestamp
• Owner's identity is recorded
• IP address is logged
• Deletion reason (if provided) is saved

This audit trail is kept for compliance purposes even after deletion.

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Data Privacy

After workspace deletion:

• All documents are permanently removed
• Personal data is deleted
• Audit logs are anonymized after retention period
• No recovery is possible

This ensures compliance with data privacy regulations.

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