💡 Account vs. Workspaces 

📚 Table of Contents

• 🧩 What Are Workspaces?

• 🧾 Account vs. Workspace Level Comparison

• 👥 Users and Access Rights

• 💡 Use Cases Within a Workspace

• ⚙️ Workspace Setup and Inheritance

• 🧑‍💼 Roles and Responsibilities

• 🔄 Changes and Synchronization

• 🧱 Best Practices & Recommendations

• 🧭 Conclusion

🧩 What Are Workspaces?

A workspace is an independent working environment within a Casebase account.
Each workspace can have its own content, settings, and members.

For example, you can:

• Separate departments, business units, or focus areas

• Define your own workflows, templates, and scoring methods

• Work autonomously while staying within global governance

🧾 Account vs. Workspace Level Comparison

💡 This ensures global control with local flexibility.

👥 Users and Access Rights

Only users who are explicitly invited to a workspace can access it.

A user can be active in multiple workspaces with different roles:

• Example: A user is a Moderator in Workspace A, but only a Visitor in Workspace B.

👉 Roles and permissions are always workspace-specific and do not transfer automatically.

💡 Use Cases Within a Workspace

Each use case belongs to exactly one workspace.
This means:

• A use case is only visible to members of that workspace.

• There is no global use case overview across multiple workspaces.

This ensures a clear separation of data and focus within each team.

⚙️ Workspace Setup and Inheritance

Each workspace can maintain its own setup and configuration, such as:

• 🎨 Whitelabeling: Colors, logo, branding

• 📋 Templates: Field definitions, scoring logic

• 🚦 Workflows: Funnel structure and quality gates

Global Account Settings can also be defined and applied across all workspaces:

• Inherited: e.g. metadata fields in templates or workflows

• Adopted: e.g. whitelabel or evaluation settings

This allows a balance between centralized governance and local flexibility.

🧑‍💼 Roles and Responsibilities

Each workspace should have at least one Moderator responsible for local management:

• Managing users and invitations

• Maintaining workspace templates and workflows

• Ensuring compliance with global standards

👥 Admins ensure global governance — Moderators ensure operational execution.

🔄 Changes and Synchronization

When global settings are updated at the account level:

• Changes to inherited elements (e.g. templates or workflows) are automatically reflected across all workspaces.

• Workspaces with customized versions retain their individual settings.

💡 Global updates stay consistent, while local customizations remain intact.

🧱 Best Practices & Recommendations

Recommended:

• 1–2 workspaces per team or department

• Consistent workspace naming conventions

• Use global templates for alignment

• Define clear roles (Admin vs. Moderator)

Not recommended:

• Duplicating the same use cases across multiple workspaces

• Creating independent workflows without governance review

• Running workspaces without a clear responsible moderator

🧭 Conclusion

At the account level, global standards can be defined to ensure governance and consistency.
At the same time, workspaces can extend or customize these setups to meet team- or project-specific needs.

This creates a scalable, flexible, and controlled system for managing AI use cases effectively.