On Mekari Sign, there is a Workspace that functions as a document storage area within a company. Currently, Workspaces are divided into 2 categories: Personal Workspace and Team Workspace.

Personal Workspace is private storage that can be exclusively controlled by the user regardless of any role they hold in the company, while Team Workspace is a shared storage space for users within the same team in the company. The Workspace is managed by team managers and admins, who ensure proper access control.

In the explanation below, you will learn more about Personal Workspace and Team Workspace.

A. How to Share Your Personal Workspace

Users can grant access to their Personal Workspace through two methods: either initiated by the owner of the Personal Workspace or requested by another user in the company (this can be done from any role within the company). See the detailed explanation below.

Initiated by the Personal Workspace Owner

The Personal Workspace Owner can actively share access with other users. However, this action can only be done from a lower role to a higher role (for example, a regular user granting access to an admin or manager). Here are the steps:

1. Log in to your Mekari Sign account, then select the Settings menu.
2. Then select the Account tab and click “My Account”.
   
3. Next, click "Actions" and select Share my space.
   
4. You can choose to share your Personal Workspace with other users who have a higher role in the company.
   
5. After clicking “Save”, the system will immediately send notifications to the relevant emails. The email states that Meka Mona Ghazali can now access the Personal Workspace on behalf of Noble Gottlieb. Click “User management” to continue.
   
6. Shared access will also be listed under the "Shared access" section on Noble Gottlieb’s My Account page.
   
7. From Meka Mona Ghazali’s account, the user who has been granted access can switch between the available members they have access to using the Dropdown menu.
   
8. To return to your Personal Workspace, click "Back to my space".
   

Requested by Another User in the Company (can be done from any role in the company)

1. Go to the Settings menu, then select the User Management tab and click “Manage user”.

2. Then click “Actions” and select “Open personal space”.
   

   - If you do not have permission to access the Personal Workspace, you will be prompted to submit an access request first. Click “Request access” to proceed.
   
   - Then the system will send an email to the relevant user. On the next page, click “Back to user list”.
   
   - Next, the user will check their email. If the user as the Personal Workspace Owner chooses “Share access”, the requesting user will be granted access to their Personal Workspace on Mekari Sign.
   
   - If the user as the Personal Workspace Owner chooses "Deny access", you will not be able to access the Workspace, and the request will be canceled. You must submit a new request if you want to request access again.
   

B. How to Remove Others from Your Personal Workspace

1. Go to the Settings menu, then select the Account tab and click “My Account”.
   
2. Then click “Actions”, and select Share personal space.
   
3. Then click “Remove”.
   
4. A pop-up will appear with the following information stating that the users you have shared access with will automatically have their access removed. Click “Remove” to continue.
   

C. How to Share a Team Workspace

Team Workspace functions as a shared storage space for users within the same team. If a team member chooses to share documents with the team, all members will be able to view and download them. See the steps below.

- Although documents can be viewed by all team members, the ability to sign or reject documents remains with the original signatory.
- Other team members can only view and download documents and cannot take signing actions on behalf of the designated signatory.
- Team members can only view and download documents.

- Team admins can act as members and also manage users for team members.

- Team managers have full ability to edit the team and even delete the team.

1. Go to the Settings menu, then select the User management tab and click “Team”.
   
2. Then click “Create team”.
   

3. Then fill in the team name, description, and select team members.
   

   - When you click “Add member”, as a user with the role of admin or company owner, you have the right to create teams, and when they create a team, they will have the role of team manager. The team will have three hierarchies: Team Manager > Team Admin > Team Member.

4. Then you will be directed to the team list and can find the team you have created.
   

Users have 2 options to allow other users to access their team: either initiated by the team manager or requested by another admin or company owner because they can see all teams within the company. Here is the detailed explanation:
Initiated by the team manager

1. On the Team page, select Actions then click “View detail”.
   
2. Then click “Add member”.
   
3. Then select which coworkers you want to share the Team space with. Then click “Submit”.
   
4. Those coworkers will be registered as team members who can access team documents.
   
5. The team manager can also promote other members to team admins and remove them by clicking “Actions” then selecting “Remove”.
   
6. A pop-up will appear with the following information stating that after removal, the user will no longer be able to access the team’s documents. Click “Remove” to continue.
   

Requested by Another User in the Company (can be done from any role in the company)

1. The Owner or admin of the company goes to the team list page and wants to access a team they are not a member of by clicking “Go to team space” and must submit a request first.
   
2. After the user requests permission, the team manager will receive an email for access approval. If approved by the manager, the user will be allowed to access the team as a team member; if denied, the user can still submit a request again in the future.
   

D. How to Request Access to Other Documents

1. You can currently request access to any document available on Mekari Sign as long as you have the Document ID link.
2. If you do not have access, you will be prompted to submit an access request that will be sent to the current document owner. In this case, the document owner can grant or deny the access.
   
3. Next, the user will check their email. If the user as the Personal Workspace Owner chooses “Share access”, the requester will be granted access to their Personal Workspace on Mekari Sign.
   
4. If the user shares access, the document action button will appear on their All inbox page. The user can click “Actions” then select “Share”.
   
5. A pop-up with the following information will appear. Click “Share” to share access.
   .

That concludes the explanation on how to manage Workspaces on Mekari Sign. Also learn about how to manage users here.