Spaces (admin)
This content is for Spring ’26. Switch to the latest version for up-to-date documentation.
The Spaces section in the Admin Area is where administrators create, configure, and manage Spaces for the tenant. Navigate to Administration, then Spaces to access the management interface. From here you can create new Spaces, view existing Spaces, and manage their settings. Each Space operates as an independent partition with its own folders, assets, tags, attributes, and workflows.
When setting up Spaces, a Tenant Default Space must be assigned. This acts as the global catch-all, ensuring that any assets arriving from sources not mapped to a specific Space-for example uploads from field reps without a dedicated Studio licence-are captured rather than lost.
Users are assigned to Spaces via the Admin Portal. Each user can belong to one or more Spaces. When assigning a user to a Space, you also select their role within that Space. The four available roles are Admin, Manager, Contributor, and Viewer. These roles are independent of the Admin or User designation set in the Admin Portal. The Admin Portal role controls access to administrative functions such as user onboarding and platform configuration, while the Space role controls what the user can do with assets and content within that specific Space. A user can hold different roles across different Spaces, giving administrators fine-grained control over permissions without needing to create separate accounts.
For users with access to multiple Spaces, a User Default Space must be set. This defines the Space they land in at sign-in and the Space that receives any assets they upload from Field. For field reps operating in a particular geographical area, the User Default Space typically aligns with the Space representing that region.
Workflows are allocated across Spaces from the tenant’s total allowance. For example, if a tenant has ten workflows, they might allocate four to one Space, five to another, and one to a third. Workflows need to be created within the relevant Space and run only within that Space’s context.
Automated folder assignment operates independently within each Space. Rules configured for a Space apply only to assets entering that Space, routing them into the correct folders based on that Space’s own folder structure.
If your organisation is adopting Spaces for the first time, your Aforza Customer Success team can help you plan and execute the transition, including defining your Space architecture, mapping users to Spaces, allocating workflows, and migrating existing assets into the new structure.