Manage items in a workspace

To see what type of sharing permissions you have in a workspace, open the right panel and review Workspace Shared To. The list of shared collaborators and their access levels appear on the right.

Once you’ve created a workspace, you or anyone with Admin-level sharing permissions can create new items, move items in or out, or delete items from the workspace.

To create new items or move items out of a workspace, you must be a user on a plan. 

Create a new item in a workspace

You must be an Admin or the Owner of the workspace to create a new item. Once you create an item, it gets saved to the workspace and all collaborators who are shared to the workspace can access the item.

Collaborators have the exact same view of the workspace that you have, including the folder structure and sheets it contains.

1. On the left navigation bar, select Browse. From Browse, select the workspace name in the left panel. The name of the workspace appears at the top of the window.
2. On the top right, select Create and select the item (such as Grid, Task List, or Folder) that you want to create in the workspace.
   

Move an existing item to or from a workspace

You can move any item that you own to or from a workspace. You must be an Admin or the Owner of the workspace.

1. On the left navigation bar, select Browse. 
2. In the left pane, navigate to the item that you want to move.
3. Select the name of the item and drag it to the desired workspace

Moving an item into a workspace automatically shares it with everyone who can access that workspace, while maintaining sheet-level sharing permissions.

Move an item out of a workspace

You must have appropriate sharing permissions to the workspace to perform this action.

1. On the left navigation bar, select Browse.
2. In the left pane, navigate to the item that you want to move. The items in the workspace (for example, the sheets, reports, and dashboards) appear in the middle of the screen.
3. Click-and-drag the item into your Sheets directory in the left pane or to a workspace that you have permissions to add things to.

If you move a folder, you also move all of its contents.

Removing an item or a folder also removes sharing from all workspace members, but retains sheet-level sharing permissions.  

When you move an item or a folder out of a workspace, you become the new owner of the items that you move.

Delete an item from a workspace

You must have appropriate sharing permissions to the workspace to perform this action. 

1. On the left navigation bar, select Browse. 
2. In the left pane, select Workspaces and then select the name of the workspace that contains the item that you want to delete.
   The items in the workspace (for example, the sheets, reports, and dashboards) appear in the middle of the screen.
3. To delete the item, right-click on its name and select Delete.
    

Deleting a folder also deletes the sheets, reports, templates and subfolders it contains.

Deleted sheets, reports, and templates go into the Deleted Items section of the owner's Browse tab. You can recover items in Deleted Items for up to 30 days. 

Reports in workspaces

Anyone with Admin permissions to a workspace can delete and rename the reports it contains. If you delete a report from a workspace, you can recover it for 30 days from the sheet owner's Deleted Items folder. Admins can see the item in their folder, but don’t have permission to recover the item.

Access forms in workspaces

There are three ways in which you can access forms:

Search 

Open the Search icon on the left rail and search your form by name.

Forms menu

In your sheet, select Forms > Manage Forms…

Workspaces

Open the workspace panel and find your forms under their associated sheet to perform any of the following actions:

• See, select, and load the form
• From the Form menu within the workspace panel:
  • Open the form in a new tab with the published form URL
  • Copy the published form URL directly from the workspace
  • Select Edit to open up the form in builder mode

Use the navigation header to navigate between the submission page, the form builder, and the sheet where you’re storing form responses