Legal team collaboration in shared workspaces
Team workspaces are LegalDoc's legal team collaboration software: invite colleagues with defined roles, share agreements, save versions with conflict checks, comment, and route the current version through an ordered approval policy before anyone requests signatures.
How a team workspace starts
Private drafts stay private. Colleagues only see what you explicitly share into a workspace they were invited to.
Step 1
Create a workspace
Any signed-in account can create a workspace and becomes its owner. One account can own up to 20 workspaces.
Step 2
Invite colleagues by email
Owners and admins invite people with a role. Invitations expire after seven days, work once, and only for the matching verified email address. Sending a new invitation revokes the previous pending link.
Step 3
Share an agreement
Create a shared agreement, or share a copy of one of your compiled personal drafts. The shared copy is independent of your original and visible to every current member.
Step 4
Edit, comment and approve
Members save versions, discuss changes in comments and, where a policy applies, route the current version through ordered approval.
Roles and what each can do
Every member has one of four roles. Permissions are checked again whenever a member acts.
| Role | Permissions |
|---|---|
| Owner | Everything an admin can do, plus grant or change admin access and transfer ownership to another verified member. Each workspace has exactly one owner. |
| Admin | Manage invitations, members and approval policies. Create, edit and comment on shared agreements. |
| Editor | Create and edit shared agreements, comment, and act on approval steps assigned to them. |
| Viewer | Read shared agreements. Viewers cannot create, edit or approve. |
Shared editing and version history
Shared editing uses explicit saves with version checks rather than live co-editing, so no one silently overwrites a teammate.
- Saving
- Explicit saves with a version check. The editor refreshes every 15 seconds.
- Conflicts
- If a teammate saved first, your save is refused and your text stays in the editor so you can compare it with the latest version and merge by hand.
- Version history
- Each save keeps the title, body, author and time. The editor shows the latest 20 versions; you can restore one into the editor and then save it.
- Comments
- Comments can be added and resolved. The latest 200 are displayed; older comments remain stored.
- Agreement register
- Search by title or counterparty, record a renewal date, and archive or restore agreements. Archiving keeps every record.
- Member removal
- Removing a member blocks their reads and writes immediately.
Ordered approval policies
An approval policy is a reusable, ordered list of reviewers. It enforces separation of duties and ties each approval to one version of the agreement.
- An owner or admin defines a named policy: an ordered list of up to ten independent reviewers, each an owner, admin or editor.
- The person who requests approval cannot be one of the approvers.
- Only the next assigned reviewer can act, and they approve or request changes with an optional note.
- Each request records the policy and the document version. Editing the agreement supersedes pending and approved requests, so a new request is needed.
- If a reviewer leaves the workspace, create an updated policy and a fresh request. Earlier approval decisions are kept.
- When any active policy exists, or the agreement has approval history, the current version must be approved before signatures can be requested.
After approval, the agreement can be sent for typed electronic signatures. To plan who approves which agreements, start from the contract approval workflow template.
How shared records are retained
Team agreements, versions, comments, approvals and signature records are retained by the workspace. They are separate from the retention period you set on personal drafts, and archiving an agreement does not delete it.
Removing a member stops their access but does not erase the versions, comments or approval decisions they made. Requests about personal data in team records are handled under the LegalDoc privacy notice.
Limits to know before you roll out
Team workspaces are a poor fit if you depend on any of the following:
- Real-time co-editing, live cursors or automatic character-level merging.
- Conditional approval rules (for example routing by contract value). Policies are fixed ordered lists.
- Automatic membership by email domain. Company single sign-on, where configured, still requires an invitation.
- SAML, SCIM provisioning or tenant-managed identity providers. One deployment-configured company OIDC provider is supported.
- Obligation tracking or renewal workflows. The register stores a renewal date but does not act on it.
Questions about team workspaces
Is each team member billed as a seat?
No. Workspace membership is not billed per seat. Subscriptions belong to individual accounts, and features such as shared PDF or DOCX downloads and sending signature requests need a subscription on the account that uses them.
Can two people edit the same agreement at once?
They can both open it, but saves are checked against the current version. The second person to save sees a conflict, keeps their text and merges it with the newer version before saving again.
What happens to team records if I delete a personal draft?
Nothing. A shared copy is independent of the personal draft. Team agreements, versions, comments, approvals and signature records are kept separately from your personal vault retention.
Can I delete a shared agreement?
Shared agreements can be archived and restored, but archiving does not delete them. Team records are retained; see the privacy notice for how requests about personal data are handled.
Next: see how per-account pricing applies to teams, read about electronic signature requests or book a demo with your reviewers.