Workspace Management

Isolated workspaces for teams with role-based permissions and custom settings

Overview

Workspaces are the primary data boundary in Instafill.ai. Every object in the system - form sessions, form templates, source documents, profiles, folders, and API keys - belongs to a specific workspace. All queries are filtered by workspace, so there is no path that crosses workspace boundaries. A user in Workspace A with no membership in Workspace B cannot see, read, or modify any object owned by Workspace B - even if both workspaces are in the same organization.

Workspaces exist within organizations and represent the working environment for a team, project, department, or client. Members can belong to multiple workspaces with different roles in each. This isolation is essential for law firms handling different client matters, healthcare practices managing different departments, and agencies separating client accounts.

As an AI form filler that processes sensitive documents - credentialing applications, insurance claims, legal filings - workspace isolation ensures that the right people see only the data they need.

Key Capabilities

How notifications work: You can enable automatic email alerts from Settings > Organization > Notifications. When a form is filled, all members with access receive an email with the processing time, number of processed fields, and a direct link to the filled PDF. See How to notify your team when a filled PDF is ready for setup instructions.

How It Works

Workspace settings

To configure a workspace, click your profile icon in the top right corner and select your workspace name. This opens the workspace settings page at instafill.ai/settings/workspace/general, where you can set:

• Workspace name - display name for the workspace
• Language - default language for form processing
• Decimal digits - decimal precision for numeric fields
• Time format - HH:MM AM/PM or 24-hour
• Date format - MM/DD/YYYY, DD/MM/YYYY, etc.
• DPI - resolution for PDF rendering (default: 150)

Additional workspace settings include Manage API Keys for API access, Data cleanup for file retention policies, and Members for managing who has access to the workspace.

Workspace isolation in practice

When you open a workspace, everything you see - forms, sessions, profiles, source documents, folders - belongs to that workspace only. If you switch to a different workspace using the workspace selector, the view changes entirely to show only that workspace's data.

A user removed from a workspace loses access immediately. There is no path to retrieve data from a workspace you are not a member of.

Creating and configuring workspaces

Organization owners and admins create workspaces from the organization settings under Workspaces. After creating a workspace, you set the name and default settings, then invite members by email or assign existing organization members.

Switching between workspaces

Users with multiple workspace memberships switch via the workspace selector in the top right corner. Switching changes the context to the selected workspace - all data shown reflects only that workspace's objects.

Use Cases

Healthcare: separating departments and facility data

Healthcare practices using Instafill.ai to fill credentialing applications, CMS-1500 claims, and patient intake forms often need to keep data separated by department or facility. A multi-location practice assigns each clinic its own workspace so that credentialing forms and patient data for one location are never visible to staff at another.

See also: How a Teleradiology Practice Automated Multi-Hospital Credentialing Packages with AI - Hawkeye Physicians manages credentialing across numerous hospital facilities, each with different forms and requirements. Workspace isolation supports this type of multi-facility workflow by keeping each hospital's credentialing data separate.

Legal: isolating client matters

Law firms handling multiple practice areas - immigration, employment, real estate - use separate workspaces to ensure that the litigation team filling I-485 and I-9 forms never sees the real estate team's 1003 mortgage applications. When combined with workspace data isolation, each client matter is both access-controlled and cryptographically separated.

See also: How GHNY Law Automated Client Intake Using Instafill.ai - GHNY Law uses email automation to process client intake forms, with Instafill.ai handling extraction, field mapping, and PDF generation for their legal filings.

Agencies: separating client accounts

Agencies managing form workflows for multiple clients give each client an isolated workspace. A team member working on Client A cannot browse Client B's form templates, session history, or source documents. This makes it safe to have overlapping team members across accounts without risking data exposure.

Benefits

• Hard data isolation: Workspace boundaries are enforced at the data layer, not by UI convention. There is no way to query across workspace boundaries
• Role granularity: Read-only access lets stakeholders review completed forms without the ability to modify sessions or templates. Team leads can manage membership without full owner privileges
• Flexible membership: A consultant can be a member in a client workspace and an owner in their own workspace - the same account, different roles, enforced separately per workspace
• Independent configuration: Each workspace controls its own DPI, language, date format, and cleanup policies, so teams with different form types (e.g., medical vs. financial) configure their environment without affecting others
• Shared resources within workspace: Profiles and source documents uploaded by any workspace member are accessible to all members with appropriate roles, eliminating duplicate uploads

Security & Privacy

All data is scoped to the workspace and protected by the same authentication and encryption that applies across the platform. Instafill.ai has completed an independent penetration test aligned with OWASP Top 10 and CWE/SANS Top 25, as part of its SOC 2 Type II audit preparation.

No service endpoint returns data across workspace boundaries. Members removed from a workspace lose access on their next request. Workspace activity is logged with the acting user and timestamp for each event.

For details on how workspace data is cryptographically separated, see Workspace Data Isolation.

Common Questions