Workspaces

Rev is organized into workspaces: permission-based spaces that hold folders and files for individuals, teams, and departments. Every user has a private My files workspace. Teams can also create shared workspaces and give each member a workspace role. This article explains how to find your way around a workspace, search your files, rename a workspace, and create and manage shared workspaces.

For uploading, moving, and sharing files, see Add, Manage, and Share Files. For downloads, see Download Your Files.

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Your Default Workspace

Every Rev user has three private spaces that only they can see:

  • My files: Your private workspace and the default location for files you upload or order. You can’t add other users to it. Other people can only see a file here if you share it with them.
  • My meetings: A private folder that holds all of your recorded meetings.
  • Shared with me: A private folder for files other people have shared with you. When you open a file from a shareable link, it’s added here automatically. You can’t add other users to this folder.

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Navigate a Workspace

Workspace header: The top of the page shows the name of the workspace or folder you have open, with a breadcrumb path back to where you came from. The purple icon next to the name shows whether you’re in a workspace or in a folder inside one.

Workspace header showing the workspace name “Rev’s Shared Workspace” with a purple workspace icon and a breadcrumb path.
Folder header showing the folder name “Support” with a purple folder icon and the breadcrumb path to the folder.

 

Bulk actions: Check the box next to one or more files or folders to show the bulk action buttons below the header: Move, Delete, Download, Tag, Start an order, Export, and Insights.

Folder header with the bulk action buttons shown after files are selected: Move, Delete, Download, Tag, Start an order, Export, and Insights.

 

File list: Each file shows its Name, Created date, Length, Owner, tags, and Summary. To sort the list by a column, hover over the column title and click the arrow that appears.

File list column headers: Name, Created date, Length, Owner, a tag filter, and Summary (BETA).

 

The sort arrow shown next to the Created date column heading when hovering over it.

Pages: Use the arrows at the bottom of the list to page through your files, and use Files per page to show 10, 25, or 50 files at a time.

Pagination arrows at the bottom of the file list showing “1–9 of 9”.
Files per page menu with the options 10, 25, and 50.

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Search Files

Use the search bar at the top left of your account to find a file. You can search by:

  • Keywords
  • Order numbers
  • File names
  • Reference names
The search bar at the top left of the Rev account page.

Be sure not to leave any leading or trailing spaces in your search terms as this can lead to files not being found. 

Search results are grouped into Workspaces, Folders, and Files, with a count for each. Click a file name or order number to open that order.

Search results list showing matching workspaces, folders, and files.

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Rename a Workspace

To rename a workspace:

  1. Click Workspaces in the left menu.

    Rev left menu with Home, My files, Shared with me, Workspaces, AI Notetaker, Rev Insights, Order history, Human-verified services, and AI Summary Builder.

  2. Click the ellipses (…) to the right of the workspace you want to rename.

    Ellipses menu next to a workspace with the Edit workspace name option.
  3. Click Edit workspace name, enter the new name, and save.
Workspace icon menu opened next to the workspace name, showing the Rename option.

Or open the workspace, click the workspace icon next to its name, and select Rename.

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Manage Files in a Workspace

From any workspace you can upload files, create folders, and rename, move, share, download, or delete files. Open a file’s ellipses (…) menu for single-file actions, or check several files to use the bulk action buttons. For step-by-step instructions, see Add, Manage, and Share Files.

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Shared Workspaces

A shared workspace is a workspace that team members on the same account can use together. Only members who have been added can see a shared workspace. Other users in your organization can’t see it.

  • Who can be added: Only users with a seat on your team account.
  • Administrator: The person who creates a workspace becomes its administrator. The administrator adds members and assigns their workspace roles.
  • Workspace limit: How many workspaces you can create depends on your plan. To get more workspaces, upgrade to Enterprise/Unlimited or contact Sales. 
An illustration of an organizational chart, showing several workspaces and files sitting under a larger organization

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Create a Shared Workspace 

To create a shared workspace:

  1. In the left menu, click the arrow next to Workspaces.

    Rev left menu with Workspaces highlighted.

  2. Click New workspace.

    Arrow next to Workspaces in the left menu, opened to show the New workspace option.
  3. Enter a name for the workspace and click Create workspace.
New workspace dialog with a name field containing “Example” and the Cancel and Create workspace buttons.

Or click +New at the top left of your account and select New workspace.

Next, add members to the workspace (see Add and Manage Workspace Members).

+New menu at the top left of the account, showing the New workspace option.

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Add and Manage Workspace Members

To add a member:

  1. Open the workspace.

  2. Click the workspace icon next to the workspace name and select Members.

    Workspace icon menu with the options Upload files, New folder, Members, Rename, and Delete.
  3. Click Add member at the top right, choose the user, and assign a workspace role.
The Add member button at the top right of the workspace Members page.

The Members page lists everyone in the workspace. Use the options to the right of a member’s name to:

  • Change their role: Select a new role from the role dropdown.
  • Remove them: Click Remove, then confirm.
A member row with the Role Name and Actions columns, showing an Admin role dropdown and a Remove button.

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Workspace Roles

The workspace administrator gives each member a workspace role. A workspace role controls what someone can do in that workspace. It’s separate from their organization role, which controls what they can do across the account.

  • Administrator: Manages members and roles, renames or deletes the workspace, and can do everything a Manager can.
  • Manager: Manages all files and folders in the workspace, including moving and deleting them, and can do everything a Contributor can.
  • Contributor: Uploads files, places orders, creates folders, and edits files.
  • Viewer: Views and downloads files only.

Your organization role can limit which workspace roles you can have. For example, users with the Viewer organization role can only be a workspace Viewer.

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