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The Single Workspace Rollout: A 7-Day Plan

Published
By Elin S.
Operator playbooks Rollout Workflow

Start small to move fast

New tools often fail because the rollout is too broad. We recommend the opposite approach. Start with one workspace. Pick one deadline. Deliver it perfectly.

When you limit the scope, you remove the fear of “breaking” a new system. You prove the value—less friction, clear versions, no passwords—immediately.

Here is a 7-day plan to move a team from email threads to a managed workspace.

Day 1: Select the pilot

Do not pick a crisis. Do not pick a “someday” project. Pick a standard deliverable due in one week.

Good candidates:

  • A monthly client report.
  • A specific board committee pack.
  • A draft contract ready for external counsel review.

The Rule: It must involve at least one external Guest (client or partner) and one internal decision-maker. This tests the full access loop.

Day 2: Structure and Membership

Create the workspace. Give it a clear name. [Client Name] - [Project] - [Month].

Define your membership before you upload files.

  1. Members (Internal): Add the 2-3 colleagues who need to draft or approve. They will use passkeys to log in.
  2. Guests (External): Identify the recipient. Do not invite them yet.

Set up the sections. We avoid complex folder trees. A flat structure works best for a single deliverable:

  • 01 Drafts (Internal only if possible, or clearly marked)
  • 02 For Review (Where the Guest looks)
  • 03 Approved (Final versions)

Day 3: The Upload and Invite

Move the current version of the file into 02 For Review.

Do not email the file. Email the invite.

When you invite the Guest, Dossira handles the security. They will receive a link. They will set up a passkey (Face ID or Touch ID). They will see exactly what you put in that section.

Micro-copy for your email:

“I have uploaded the latest version to our workspace. You can access it securely here. No password required.”

Day 4: The Review Cycle

This is where habits form. The Guest will likely download the file, edit it, or email you comments.

Gently steer them back.

  • If they email comments: “I have added your notes to the file description in the workspace.”
  • If they email a new version: “I have uploaded your v2 to the workspace so the team sees the same file.”

Keep the “latest” version obvious. Archive older versions or clearly mark them in the filename (e.g., _v1, _v2).

Day 5: The Decision

The work is done. You have a final file.

Move it to 03 Approved. Ask the internal lead or the client to confirm this is the final accepted state. You can do this via a comment on the file itself.

This comment is crucial. It acts as the timestamped approval.

Day 7: Seal and Archive

The deadline passed. The deliverable is sent.

Now, do the most important thing: Seal the workspace.

Sealing turns the workspace read-only. No one can add files. No one can delete comments. You now have a perfect, immutable record of what was sent and who accessed it.

Why this matters: Six months from now, if a dispute arises, you do not need to dig through email chains. You open the sealed workspace. You see the file. You see the approval. You have professional peace of mind.