Workspace Management

A workspace in AcaTrove represents your organization or team. Workspace management lets administrators configure settings that apply to all members, such as allowed email domains, default permissions, and branding. Admin role is required.

Accessing Workspace Settings

Navigate to /admin/workspaces to view and edit your workspace configuration.

Workspace settings page with domain and preference options

General Settings

• Workspace Name -- The display name for your workspace, visible in the sidebar and workspace switcher.
• Description -- A brief description of your workspace, visible to members on the workspace information page.
• Logo -- Upload a custom logo to replace the default AcaTrove branding in the sidebar.
• Timezone -- The default timezone for the workspace. Individual users can override this in their profile settings.

Email Domain Restrictions

Control who can join your workspace by specifying allowed email domains:

1. Under Allowed Email Domains, enter the domains that correspond to your institution (e.g., university.edu, research-institute.org).
2. When a user signs up with an email matching an allowed domain, they can join the workspace automatically.
3. Users with emails outside the allowed domains must be invited by an administrator.

To allow any email domain, leave this field empty. For maximum security, restrict to your institutional domains.

Default Settings

Configure defaults that apply to new users and new resources:

• Default role for new users -- Set whether self-registered users start as Researchers (default) or another role.
• Default visibility for new projects -- Whether new projects are visible to the workspace or private by default.
• Default AI features -- Which AI features are enabled for new users by default.

Member Management

The workspace settings page also provides access to member management:

• View a list of all workspace members with their join date and role.
• Transfer workspace ownership to another admin.
• Remove members from the workspace (this deactivates their access but preserves their data).

Data and Privacy

• Data retention policy -- Set how long inactive data is retained before being flagged for review.
• Export workspace data -- Download all workspace data (users, projects, publications) as a ZIP archive for backup or migration purposes.

Tips

• Set email domain restrictions early to prevent unauthorized sign-ups.
• Review workspace settings after any organizational changes (mergers, name changes, new departments).
• Use the workspace description to communicate guidelines or policies to members.