Global and Local Workspace Document Archives
Ardoq has a global document archive as well as document archives per workspace.
Documents, images, and icons in the global document archive are accessible by all Ardoq users and contributors. It’s well suited for icon libraries that are used across all your workspaces. Icons stored here can be used in all workspaces and will function in all shared presentations.
The global document archive can only be managed by Ardoq admins and writers.
The workspace document archives are meant for icons, images and files used in the specific workspaces, for instance illustrations used inline in component descriptions. The workspace document archives follow the same permissions as their corresponding workspaces.
NB! Content in the global document archive is not available in public presentations. Icons used in public presentations must be located in the workspace document archives.
Where are document archive files used
Document archive files, both from the workspace and the global archives, can be used for component images, to store documents, and for inline description images.
Selecting component style
The images from both archives are all in the same list of icons in the drop down.
Selecting component style in the Component Overview Page
Selecting inline image
Click the three dots on the rich text editor top menu, and click the Image option:
Here you can select from both the workspace and global document archives using the tabs on top
Accessing the document archive
When working in a workspace view, the document archive is available in the upper right corner.
The workspace document archive is also available directly from the asset library - first open the workspace manager choosing “Manage” from the menu.
Then the workspace document archive is available in the left hand menu:
The global document archive can be accessed from the Preferences menu
The global document archive can also be opened from the workspace document archive:
Working in the document archives
Adding files:
Drag files onto the “Drag and drop ..” area to upload files.
Downloading, deleting or renaming files:
Click the three-dots menu icon on the file you want to manage.
Select the desired action (e.g., Download, Delete, or Rename).
Moving files from workspace to global document archive
In case you have icons in a workspace document archive, but want them available across all your Ardoq workspaces, you can move files to the global document archive.
Mark your files, and a purple button will appear: “Move to global document archive”
Workspace vs. Organization Archive: Where to Store Your Files
While both archives allow you to store documents, choosing the right location is key to maintaining a clean and high-performing enterprise architecture.
When to use the organization archive
Moving shared assets, like corporate logos, standard icons, and reusable diagrams, to the organization archive provides several benefits:
Centralized assets ensure that your visuals stay linked and visible across all presentations and shared views, regardless of which workspace they originated in.
Avoid uploading the same file multiple times to different workspaces, which keeps your storage footprint small and efficient.
When you update a file in the organization archive, it updates everywhere it’s used, ensuring your team always works with the latest version.
Documents in the organization archive are accessible to all Ardoq users and contributors across all workspaces in your organization.
When to keep files in the workspace archive
The workspace archive is still the right home for files that are:
Local or workspace-specific. This could be files that only relate to the data or stakeholders within a specific workspace.
Temporary drafts, such as documents you are still refining before they are ready for organization-wide use.
Certain integrations may store data specifically at the workspace level for technical reasons.
Pro-Tip: If you have an existing file in a workspace that needs to be shared, use the "Move to org archive" action in the file's context menu to instantly promote it to the global level.
FAQ
How do I attach a document or image to a description on a component?
To attach a document or image, navigate to the Component Properties menu. Within the Description field, click the three-dots menu icon and choose "Image".
How can I view a list of components or workspaces that are referencing a specific file in the global document archive?
While you can view files in the global document archive, please note that it is not possible to see which specific components or workspaces are currently referencing those documents and images.