Create and Share Workspaces

Intro

This article explains how to create a Workspace, add content, organize it with folders and pins, search within a Workspace, and share a Workspace with your team.

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Required Grants

To access Workspaces, the following grants must be enabled for your role:

• Create Workspaces — Create new Workspaces. This grant implicitly includes Edit Workspaces.
• Edit Workspaces — Edit and delete Workspaces, subject to your role on each one. Does not let you create new Workspaces.

Learn more about grants.

Note: Viewing a Workspace that someone has shared with you does not require the Create Workspaces or Edit Workspaces grant. If the option to create a Workspace is missing or grayed out, ask your Domo admin whether your security role includes Create Workspaces.

Find Your Workspaces

To find or create a Workspace, go to the left navigation and select Teams > Workspaces.

The Workspaces home page opens, listing every Workspace you own or that has been shared with you.

Filter the list to Owned by you or Shared with you, or enter a keyword in the search bar to narrow the results. Sort the list by Name or Create Date to organize the Workspaces home page.

Each Workspace tile shows its icon, name, description, member count, item count, owner, and a more options menu.

Select the member count to view every user and group with access to the Workspace.

Select the item count to view a breakdown of item types and the total number of items in the Workspace.

Use the More Options Menu

Select the more options menu (the three-dot icon) on a Workspace tile to access the following actions:

• Edit Workspace — Change the Workspace’s name, description, icon, icon color, and background color.
• Pin/Unpin — Pin the Workspace to the Pinned section of the Workspaces home page, or remove it from that section.
• Add to Navigation — Add the Workspace to the left navigation bar.
• Delete Workspace — Delete the Workspace. This action cannot be undone. Deleting a Workspace also deletes its folders and subfolders, but does not delete any content that was inside them; that content remains in Domo. Members and groups who had access through the Workspace revert to whatever access they had before the Workspace granted it.

Create a Workspace

Follow these steps to create a Workspace:

1. From the left navigation, go to Teams > Workspaces.
2. Select Create a Workspace.
   
   The Workspace creation panel opens.
   
3. Enter a specific, descriptive name, such as “Retail Ops—Weekly Reporting,” rather than a generic name such as “Reports.”
4. Choose an icon and color. These help distinguish the Workspace on the Workspaces home page and in the mobile app.
5. Add a description of what the Workspace is for and who it’s aimed at. Descriptions are visible to every member and help prevent duplicate Workspaces from being created for the same purpose.

You become the owner of any Workspace you create.

Add Content to a Workspace

There are two ways to add content that already exists to a Workspace, plus a separate way to create new content directly inside it.

Add Content from Inside the Workspace

Open the Workspace and select Add. A modal opens listing content you have access to. Use the filter dropdown to narrow the list by content type and the sort dropdown to reorder it, then select everything you want and add it in a single action.

This is the more efficient path when you’re setting up a Workspace from scratch and have a batch of content to place.

Note: AI agents can be added only from inside the Workspace using Add, not from an Add to Workspace option on the agent itself.

Select Add content to add your selected items to the Workspace, or select Clear all to clear your selections.

Add Content from the Content Itself

While viewing a dashboard, card, DataSet, DataFlow, Workflow, or Worksheet, open its more-options menu or wrench menu and select Add to Workspace. Choose the destination Workspace from the list.

Important: Adding content requires two permissions at once: share permission on the content itself, and edit rights on the destination Workspace (Owner, Co-owner, or Editor).

Create Content from Inside the Workspace

Open the Workspace and select Create. Unlike Add, which brings in content that already exists, Create opens a modal for building new content directly in the Workspace:

• Connect data
• Create a Magic ETL DataFlow, App Studio app, card, dashboard, or Workflow
• Build a custom AI agent
• Add a link to external content

Identify Supported Content Types

Content type	Notes
Cards	Includes Bricks (custom pro-code apps), Notebook Cards, and Doc Cards
Dashboards	—
Apps	App Studio apps
DataSets	—
DataFlows	—
Workflows	—
Worksheets	—
AI Agents	Custom AI agents built in Domo
URL links	Link out to anything that isn’t a Domo object

Note: Content can belong to more than one Workspace at a time, or to none at all. Adding a dashboard to your team’s Workspace doesn’t remove it from anywhere else, and removing it from a Workspace doesn’t delete it from Domo.

Organize a Workspace with Folders

Follow these steps to organize a Workspace with folders:

1. Inside the Workspace, select Create and choose to add a folder. Folders can be nested into subfolders.
   
2. Add a description to the folder. Folders support descriptions, same as Workspaces, and a clear description helps members understand a folder’s purpose over time, since a name alone may not remain clear.
3. Select one or more items, then select Move to folder to move them into it. You can multi-select across a Workspace and move a batch in a single action, and you can move content to a folder in a different Workspace the same way. You can also drag items into folders.
   

Pin the Items That Matter Most

Pin the handful of items your team opens daily and they surface in a Pinned section at the top of the Workspace, above everything else.

Tip: A good rule of thumb is to pin no more than five to seven items.

Search a Workspace

Every Workspace has its own search box, and it’s scoped to where you’re standing:

• Searching from the root of a Workspace returns matches from that Workspace and all of its subfolders, however deeply nested.
• Searching from inside a subfolder returns matches only from that folder and its children, not from parent or sibling folders.

Results are grouped in a consistent order: matching pinned items first, then matching folders in your current context, then matching content in your current context, then results from each subfolder shown under its own breadcrumb path so you can see exactly where a match lives.

While a search is active, the Pinned section shows only pinned items that match, and its count updates to reflect the filtered results. If nothing pinned matches, the section hides itself rather than showing an empty box. Clearing the search restores everything.

Share a Workspace

Sharing a Workspace grants access to every item inside it in a single action, rather than requiring each dashboard, app, and DataSet to be shared individually.

Open the Workspace, select Share, then add users or groups and assign each one a role.

Role	Can view content	Can add or remove content, create or delete folders	Can add members	Can change member roles	Can delete the Workspace
Viewer	Yes	No	No	No	No
Editor	Yes	Yes	Yes, as Viewers only	No	No
Co-owner	Yes	Yes	Yes, at any role	Yes	Yes
Owner	Yes	Yes	Yes, at any role	Yes	Yes

The person who creates a Workspace is its Owner. Owners and Co-owners have the same capabilities in day-to-day use.

Owners, Co-owners, and Editors can all manage pins and custom sort orders. Viewers cannot.

Note: You can share a Workspace with groups as well as individual users, which is usually the better choice—as people join and leave the group, their Workspace access follows automatically.

Understand Sharing Grants

Adding someone to a Workspace grants them read access to the content in it, and Domo follows the dependency chain so the content is actually usable:

Dashboards

Members get read access to the dashboard, to all cards on it, and to all DataSets those cards use.

Cards

Members get read access to the card and to all DataSets the card uses.

DataFlows

Members get read access to the DataFlow and to all of its input and output DataSets.

Apps (App Studio)

Members get read access to the app, to the cards in the app, and to the DataSets those cards use.

AI Agents

Members get read access to the agent and to the resources it depends on: the DataSets and Documents that form its knowledge, and the Tools, Toolkits, and Skills it uses.

After you remove content from a Workspace, that access is revoked in the same cascading way, unless the person still has access through some other route, such as a direct share or another Workspace that contains the same item.

Important: Workspace membership grants read access only. It does not give members the ability to edit or re-share the content, and it does not elevate an Editor’s or Co-owner’s permissions on the content itself. Workspace roles govern the Workspace, not the things inside it.

Note: Workspace membership is a real access path, so it shows up in access reporting. The People with access count on a DataSet includes users who reach it through Workspace membership, not just those with a direct share, and doesn’t double-count anyone who has both.

Request Access to a Workspace

If you open a link to a Workspace you’re not a member of, you can request access from the Workspace owner, the same way you would for an App Studio app.

Use Workspaces on Mobile

Workspaces are available in the Domo mobile app, reachable from the app’s menu. You can browse Workspaces, move through folders and subfolders, and open content from your phone, which makes a well-organized Workspace useful for people who mostly consume Domo away from a desk.

Mobile is not yet at full parity with the web app: not every content type that can live in a Workspace is available on mobile. Build for the web experience first and treat mobile as the reading surface.

Tip: If you’re building a Workspace that field or executive users read on mobile, keep the top level shallow and lean on pinned items. Deep folder trees are harder to navigate on a small screen.

Follow Best Practices

Give each Workspace a single, clear owner and at least one Co-owner, so the Workspace continues to have an active owner if someone changes teams. Share with groups rather than individuals wherever your instance has groups that match your teams, since group membership changes automatically update Workspace access.

Write descriptions on both the Workspace and its folders. Clear descriptions help prevent duplicate or near-identical Workspaces from being created for the same department.

Keep the top level of a Workspace short enough to scan without scrolling, and move detailed content into folders. For example, if your team relies on five dashboards, pin those five and place the remaining content in folders.

A Workspace works best as a curated view of current content rather than a long-term archive. Content that hasn’t been opened in six months makes it harder to find useful content; remove it from the Workspace, which leaves the item itself unaffected in Domo.

FAQ

Does adding content to a Workspace move or copy it?

Neither. A Workspace references the content. The item stays exactly where it is in Domo and can appear in any number of Workspaces at once.

If I delete a Workspace, do I delete the content in it?

No. Deleting a Workspace removes the Workspace and the access it was granting. The cards, dashboards, DataSets, and other objects remain in Domo.

Can I put the same item in two Workspaces?

Yes. This is common and supported—a shared DataSet might reasonably belong to both the Finance and Operations Workspaces.

Does a Workspace member need share permission on the content?

No. Members receive read access automatically through the Workspace. Share permission is only needed by the person adding the content.

How deep can folders be nested?

Workspaces support folders and subfolders. Domo does not publish a nesting limit; in practice, keep the structure shallow enough that content is two or three clicks away.

Troubleshoot

The Create control is missing, grayed out, or does nothing

Creating a Workspace is unavailable when your security role doesn’t include the Create Workspaces grant. Ask your Domo admin to check your role. Edit Workspaces on its own lets you work in existing Workspaces but not create new ones.

I can't add content to a Workspace I'm a member of

Adding content requires edit rights on that Workspace—Owner, Co-owner, or Editor. If you’re a Viewer, ask someone with a higher role to add the content, or to raise your role.

Add to Workspace is grayed out or returns an error

Adding content requires share permission on that content, not just view access. If you can’t share the item directly, you can’t add it to a Workspace. Ask the content owner to share it with you with share rights, or to add it to the Workspace themselves.

A member can open an app but is asked to request access to cards inside it

Access cascades from the specific object you add. Adding an App Studio app grants access to the cards in it and to their DataSets; adding a single card from that app grants access only to that card and its DataSets. Start by confirming which object is actually in the Workspace. If the app itself is in the Workspace and members are still prompted to request access to cards inside it, contact Domo Support.

Content I removed is still visible to a member

Removing content from a Workspace revokes only the access that Workspace was providing. If the person also has a direct share, group share, or access through another Workspace containing the same item, they keep it. Check the item’s sharing settings to see every access path.

I added the same item twice and it behaved oddly

An item can exist in a Workspace root and in one of its folders at the same time. Decide on one home for each item and move rather than re-add, so members don’t have to guess which copy is current.

Related Articles

• Manage User Roles and Grants
• Create and Manage Groups
• Use Worksheets
• Getting Started With AI Agents
• Current Release Notes