Workspaces and permissions

Organizations and workspaces

An organization is the boundary for billing and membership. Each organization has a unique slug and an invitation system. Organizations have three roles: owner, admin, and member.

Organizations contain workspaces. A workspace is the unit of context. Each file, folder, database, and connected source belongs to exactly one workspace. Workspaces have their own roles: admin, editor, and viewer.

Workspace access is explicit. When you join an organization, you get a personal workspace that is private to you. You get no other access. Access to a shared workspace needs a grant. The grant goes to you directly or to a team that you are a member of. Organization owners and admins can see and manage only the workspaces that they have a grant for.

The workspace switcher in the sidebar shows your current workspace ID. Each API token is bound to one workspace. Thus, agents cannot see content in other workspaces.

Personal workspaces

Each member has one personal workspace in each organization. Private notes and personal connected sources are in this workspace. No other member can see its content. This includes organization admins. If you leave the organization, Orcha changes the workspace to a usual shared workspace with your name. The organization owner then becomes the owner of the workspace. Orcha records this change in the audit log.

Sharing individual files

You can give another member access to one file or folder. You do not have to share the workspace that contains it. Grants only add access. All people who can read a workspace can read all files in it. A grant adds a person from outside the workspace. Shared items show on the Shared with me page of the recipient. With a grant, content in a personal workspace becomes available to other people, and it stays in its location.

Role-based access control

For web sessions, Orcha checks organization roles and workspace roles on all content surfaces. This includes the read, edit, and delete operations on files. Roles control access, and authorship does not. A viewer cannot edit a file that the viewer created. A workspace admin can manage files that a different member wrote. Workspace admins manage members, connectors, and settings. Editors change content. Viewers read content.

Agent access is separate. API tokens have their own read, write, and delete permissions and an optional folder scope. A token can never do more than its permissions allow, independently of the person who created it. See Tokens and scoping.

Plans and limits

Orcha bills each organization through Stripe. Owners and admins change plans from the Billing page. On team plans, the billed seat count is the seat allowance. Thus, to add seats, you change the plan. There is no separate setting.

Plan allowances include seats, monthly indexing, indexed content, asset storage, and connected sources. The pricing page shows the numbers for each tier. You can see some limits during your work, before you see them on an invoice:

• Single asset size: 25 MB on Free, 1 GB on paid plans. Orcha checks this limit during the import preview. Thus, an attachment that is too large stops the import before it starts.
• Migration archive size: 500 MB on Free, 5 GB on paid plans.
• Connected-source sync interval: one hour on all plans. Paid plans also receive provider webhooks between scheduled syncs, from the providers that send them (GitHub, Dropbox, Linear).
• Revision history: 7 days on Free, 30 on Starter, 90 on Studio and Team, 180 on Pro, and 365 on Business.

Orcha counts indexed content and asset storage separately, because their costs are different. Indexed text becomes rows, embeddings, and vector indexes. Binary assets stay in object storage.