Shared Workspaces:Team-Based Collaboration for Legal AI
Individual Vikk AI usage works well for personal legal matters. Team usage benefits from something more: the ability to share conversations, templates, and guidance so a company's legal approach is consistent across the team. Shared workspaces provide that layer, giving HR, Legal, Operations, and cross-functional teams a collaborative space to work on matters together, use shared templates and playbooks, and build institutional knowledge that persists across personnel changes.
What a Shared Workspace Includes
A workspace-level archive of legal conversations visible to workspace members (based on permissions). When the HR director reviews a new offer letter template, the entire HR team can see the conversation and its output. When Legal drafts a new vendor NDA standard, Operations can reference it when vetting new vendors.
Approved templates live at the workspace level: your standard NDA, your standard employment offer, your standard contractor agreement, your standard vendor onboarding checklist. Team members can generate new documents using Vikk AI starting from approved templates rather than from scratch.
Set organization-specific preferences: default jurisdiction (useful for companies with HQ in a specific state but employees in multiple states), preferred tone for outbound letters, organization-specific vocabulary and branding.
Workspace members can comment on Vikk AI conversations, ask follow-up questions, and continue a matter through handoffs. Useful for matters that span more than one role (for example, an employment matter that starts with HR, requires Legal review, and returns to HR for execution).
Route generated documents for approval before they are sent externally. Useful for organizations where certain document types require Legal or leadership signoff.
When a matter requires outside counsel, a workspace engagement makes the resulting attorney relationship visible to the appropriate team members, so the attorney's work product can be shared across the team rather than siloed with one employee.
How Teams Actually Use Shared Workspaces
HR team: employment lifecycle
A mid-sized company's HR team uses a shared workspace for every employment matter: offer letters, onboarding documents, performance improvement plans, separation agreements. The workspace has approved templates for each document type. When a new HR specialist joins, she has immediate access to the organization's approved language and historical context. The team's approach is consistent across all hires, regardless of which HR team member handles the matter.
Operations: vendor management
An operations team handles dozens of vendor contracts per quarter. The shared workspace maintains the organization's approved vendor contract template, the playbook for reviewing new vendor agreements, and the historical record of past vendor disputes and resolutions. When a new vendor contract comes in, the ops analyst opens the playbook, uploads the contract, and generates an analysis that aligns with the organization's standards.
Cross-functional: a specific acquisition
A small acquisition involves HR (new employees), Legal (diligence and documents), Operations (integration), and Finance (close). The team creates a workspace specifically for the transaction. Each function contributes their area's analyses, and everyone has visibility into the full picture. After close, the workspace is archived but searchable.
Law firm: practice group collaboration
A small firm's employment practice group shares a workspace. Junior associates draft initial analyses using Vikk AI, partners review and comment in the same workspace, and the firm's standard practices and precedents are accessible to everyone. When a new associate joins, their onboarding includes access to years of workspace context.
Permissions and Privacy Within Workspaces
Role-based access
Workspace Admin can add/remove members, configure templates, and set policies. Editor can create conversations and documents, participate in discussions, and use shared templates. Viewer can read but not create.
Conversation-level privacy
Users can mark individual conversations as private within a workspace. Useful for sensitive personal matters (an HR specialist's own performance review conversation, for example) that happen in an account provisioned by the organization but are not appropriate to share.
Workspace-level data retention
Workspaces can have their own data retention policies distinct from the organization's default, useful for workspaces with specific regulatory requirements.
External sharing controls
Configure whether workspace content can be shared outside the workspace, outside the organization, or across workspaces.
Creating and Configuring Workspaces
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Step 1: An Admin creates a workspace with a name, purpose, and initial members.
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Step 2: Admin configures templates, playbooks, and organization-specific settings.
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Step 3: Members are added by invitation or SSO group sync.
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Step 4: Team members start conversations within the workspace, which become part of the shared archive.
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Step 5: Workspaces evolve over time, accumulating templates, historical matters, and institutional knowledge.
Frequently Asked Questions
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How many workspaces can we have?
Business PRO: up to 5 workspaces. Business Premium: up to 25 workspaces. Enterprise: unlimited. Most small and mid-sized organizations use 2-5 workspaces (HR, Legal, Operations, etc.).
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Can a user be in multiple workspaces?
Yes. A user typically belongs to one workspace as their primary team but can be a member of additional workspaces as needed for cross-functional work.
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Can we migrate existing team content into a workspace?
Yes. Individual conversations and documents can be added to a workspace, and Vikk AI's Business onboarding specialists help with initial setup for organizations with significant existing content.
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Are workspaces the same as projects or matters?
Workspaces are typically organized by team or function, not by project. Within a workspace, individual matters and projects are organized as folders or threads. Some organizations create matter-specific workspaces for large projects (acquisitions, litigation), but most use team-based workspaces.
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Can external consultants or attorneys be added to a workspace?
Yes, via guest access. Guest users have limited access (conversation-specific rather than workspace-wide) and can be added and removed as needed. Useful for matters involving outside counsel, consultants, or contractors.
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What happens to a workspace if the organization downgrades?
Workspaces beyond the plan's included count become read-only rather than deleted. You can still access archived workspace content; you just cannot create new conversations in them until you upgrade or consolidate.
Deploy shared workspaces for your team. Talk to our Business team for a guided demo.
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