In Mekari Sign, there is a Workspace which functions as a document storage in a company. Currently, Workspace is divided into 2 categories, namely Personal Workspace and Team Workspace.

Personal Workspace is a personal storage that can be controlled by users exclusively regardless of their role in the company, while Team Workspace is a shared storage space for users in the same team in the company. These workspaces are managed by team managers and admins, ensuring proper access control.

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

A. How to Share Personal Workspace

Users can provide access to their Personal Workspace through two methods, namely, the initiative of the owner of the Personal Workspace or requested by other users in the company (can be done in all roles in the company). See the full explanation below.

Initiative from Personal Workspace Owner

Personal Workspace Owners can actively share access with other users. However, this action can only be performed by lower roles to higher roles (for example, a regular user grants 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". Then click "Actions".
   
3. Next, select Share my space.
   
4. You can choose to share your Personal Workspace with other users who have higher roles in the company.
   
5. After clicking "Save", the system will immediately send a notification 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 the Meka Mona Ghazali account, users who have shared access can switch between the available members they access using the Dropdown menu.
   
8. To return to your Personal Workspace, click "Back to my space".
   

Requested by Other Users in the Company (can be done across all roles 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 Personal Workspace, you will be asked to submit an access request first. Click "Request access" to continue.
   
   - Then the system will send an email to the relevant user. On the following page, click "Back to user list".
   
   - Next, the user will check their email. If the user as Personal Workspace Owner selects "Share access", then the user who submitted the request will provide access to their Personal Workspace at Mekari Sign.
   
   - If the user as Personal Workspace Owner selects "Deny access", you who requested 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 Personal Workspace

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

C. How to Share Team Workspace

Team Workspace serves as a shared storage space for users in the same team. If a team member chooses to share a document with the team, all members will be able to view and download it. Follow these steps.

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

- Team admins can act as members, as well as perform user management for team members.
- Team managers have full ability to edit teams and even delete teams.

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 who has the role of admin or company owner, you have the right to create a team and when they create a team, they will have the role of team manager. The team will have three hierarchies, namely Team manager > Team admin > Team member.

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

Users have 2 options to allow other users to access their team, namely initiated by the team manager and requested by other admins or by the company owner because they can see all the team lists within the company. Here is a more complete 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 co-workers you want to share the Team space with. Then click "Submit".
   
4. The co-worker will be registered as a team member who can access team documents.
   
5. The team manager can also change other members to team admins and also remove them by clicking "Actions" then select "Remove".
6. Then the following information pop up will appear stating that after being removed, the user will not be able to access documents from the team. Click "Remove" to continue.
   

Requested by Other Users in the Company (can be done in all roles in the company)

1. The owner or admin of the company enters the team list page and wants to access a team that is not a member by clicking "Go to team space" and needs to submit a request first.
   
2. After the user requests permission, the team manager will receive an email for access permission which if approved by the manager will allow the user to access the team as a team member, if rejected then the user can still submit another request in the future.
   

D. How to Request Access to Other Documents

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

That's the explanation regarding how to manage Workspace on Mekari Sign. Also learn about how to manage users here.