Organization and Workspace Documents
Ardoq has organization documents as well as workspace documents per workspace.
Documents, images, and icons in organization documents 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.
Organization documents can only be managed by Ardoq admins and writers.
Workspace documents are meant for icons, images and files used in the specific workspaces, for instance illustrations used inline in component descriptions. Workspace documents follow the same permissions as their corresponding workspaces.
NB! Content in the organization documents is not available in public presentations. Icons used in public presentations must be located in workspace documents.
Where are document files used
Document files, both from workspace documents and organization documents, can be used for component images, to store documents, and for inline description images.
Selecting component style
The images from both documents 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 a file from the global attachment file picker.
Accessing documents
When working in a workspace view, workspace documents is available in the upper right corner.
Workspace documents is also available directly from the asset library. First, open the workspace manager, choosing “Manage” from the menu.
Then, workspace documents is available in the left hand menu.
Organization documents can be accessed from the Organization Settings menu.
Organization documents can also be opened from workspace documents.
Working in documents
Adding files:
Drag files onto the “Drag and drop ..” area to upload files.
Previewing, renaming, downloading, moving, or deleting files:
Click the three-dots menu icon on the file you want to manage.
Select the desired action (e.g., Preview, Rename, Download, Move to, Delete).
Moving files from workspace to organization documents
In case you have icons in workspace documents, but want them available across all your Ardoq workspaces, you can move files to organization documents.
Select your files, and a purple button will appear: “Move to organization documents.”
Workspace vs. Organization Documents: Where to Store Your Files
While both documents allow you to store files, choosing the right location is key to maintaining a clean and high-performing enterprise architecture.
When to use organization documents
Moving shared assets, like corporate logos, standard icons, and reusable diagrams, to the organization documents 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 documents, it updates everywhere it’s used, ensuring your team always works with the latest version.
Documents in the organization documents are accessible to all Ardoq users and contributors across all workspaces in your organization.
When to keep files in workspace documents
Workspace documents are 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 organization documents" 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 organization documents?
While you can view files in organization documents, please note that it is not possible to see which specific components or workspaces are currently referencing those documents and images.