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Workspace Settings

Configure your workspace preferences, manage integrations, and customize how Porcia works for your team.

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Accessing Settings

Navigate to workspace settings:
  1. Click your workspace name in the top navigation
  2. Select Settings from the dropdown
  3. Or go directly to Settings in the sidebar

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Workspace Information

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Basic Information

Configure your workspace details: Editable fields:
  • Workspace name
  • Company name
  • Industry
  • Company size
  • Website
  • Workspace logo
To update:
  1. Go to Settings → Workspace → General
  2. Click Edit next to workspace information
  3. Update the fields
  4. Click Save Changes
A clear workspace name helps team members identify the right workspace if they’re part of multiple organizations.
Upload a custom logo for your workspace:
  1. Go to Settings → Workspace → Branding
  2. Click Upload Logo
  3. Select image file (PNG, JPG, or SVG)
  4. Crop and adjust as needed
  5. Click Save
Logo requirements:
  • Minimum size: 200x200 pixels
  • Maximum file size: 2MB
  • Supported formats: PNG, JPG, SVG
  • Recommended: Square or circular logo

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Discovery Settings

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Auto-Discovery

Configure automatic vendor discovery: Discovery Sources:
  • ✅ Email integration (Gmail, Outlook)
  • ✅ SSO integration (Google, Microsoft, Okta)
  • ✅ Browser extension
  • ⏳ Financial integration (coming soon)
Settings:
  • Enable/disable auto-discovery
  • Choose which sources to use
  • Set discovery frequency
  • Configure vendor matching sensitivity
To configure:
  1. Go to Settings → Discovery
  2. Toggle discovery sources on/off
  3. Adjust matching sensitivity (Low, Medium, High)
  4. Set discovery schedule
  5. Click Save

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Vendor Matching

Configure how vendors are matched: Matching sensitivity:
  • Low - Only exact matches (fewer false positives)
  • Medium - Balanced matching (recommended)
  • High - Aggressive matching (may have false positives)
Manual review:
  • Enable manual review for uncertain matches
  • Set confidence threshold for auto-approval
  • Configure notification for new matches

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Shadow IT Alerts

Get notified when shadow IT is discovered: Alert settings:
  • Enable/disable shadow IT alerts
  • Set alert threshold (immediate, daily, weekly)
  • Choose notification channels (email, Slack, in-app)
  • Configure alert recipients
To configure:
  1. Go to Settings → Discovery → Shadow IT
  2. Enable shadow IT alerts
  3. Set alert frequency
  4. Add alert recipients
  5. Click Save

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Integration Settings

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Connected Integrations

View and manage all connected integrations: Email Integrations:
  • Gmail accounts connected
  • Outlook accounts connected
  • Email forwarding status
  • Last sync time
SSO Integrations:
  • Google Workspace status
  • Microsoft Entra status
  • Okta status
  • Last sync time
Browser Extension:
  • Number of users with extension installed
  • Extension version
  • Last sync time
To manage:
  1. Go to Settings → Integrations
  2. View all connected integrations
  3. Click Manage to configure
  4. Click Disconnect to remove

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Sync Frequency

Configure how often data syncs: Email sync:
  • Real-time (as emails arrive)
  • Every 15 minutes
  • Every hour
  • Daily
SSO sync:
  • Real-time (via webhooks)
  • Every hour
  • Every 6 hours
  • Daily
Browser extension sync:
  • Every 15 minutes
  • Every 30 minutes
  • Every hour
To configure:
  1. Go to Settings → Integrations → Sync
  2. Select sync frequency for each integration
  3. Click Save
More frequent syncing provides more real-time data but may consume more API quota. Balance based on your needs.

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Notification Settings

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Workspace Notifications

Configure default notifications for all team members: Notification types:
  • New vendor discovered
  • Renewal upcoming (90, 60, 30 days)
  • Price increase detected
  • Shadow IT discovered
  • Unusual spending detected
  • Integration sync failed
Notification channels:
  • In-app notifications
  • Email notifications
  • Slack notifications (if connected)
  • Webhook notifications
To configure:
  1. Go to Settings → Notifications
  2. Enable/disable notification types
  3. Select notification channels
  4. Set notification frequency
  5. Click Save

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Personal Notifications

Individual team members can override workspace defaults:
  1. Go to Settings → My Notifications
  2. Customize personal notification preferences
  3. Choose which events to be notified about
  4. Select preferred channels
  5. Click Save

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Data & Privacy

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Data Retention

Configure how long data is retained: Retention periods:
  • Email metadata: 90 days, 1 year, 2 years, Forever
  • Usage data: 90 days, 1 year, 2 years, Forever
  • Activity logs: 90 days, 1 year, 2 years
  • Audit logs: 1 year, 2 years, 5 years (compliance)
To configure:
  1. Go to Settings → Data & Privacy → Retention
  2. Set retention period for each data type
  3. Click Save
Shorter retention periods improve privacy but limit historical analysis. Consider compliance requirements before changing.

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Data Export

Export all workspace data: Export options:
  • Vendors and contracts
  • Usage analytics
  • Team activity
  • Audit logs
  • Complete data export
To export:
  1. Go to Settings → Data & Privacy → Export
  2. Select data to export
  3. Choose format (CSV, JSON, Excel)
  4. Click Export
  5. Download file when ready

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Data Deletion

Request deletion of workspace data: Deletion options:
  • Delete specific vendor data
  • Delete usage data
  • Delete all workspace data
To request deletion:
  1. Go to Settings → Data & Privacy → Deletion
  2. Select data to delete
  3. Confirm deletion request
  4. Data deleted within 30 days
Data deletion is permanent and cannot be undone. Export data before deleting if you may need it later.

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Security Settings

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Authentication

Configure authentication requirements: Password policy:
  • Minimum password length
  • Require special characters
  • Require numbers
  • Password expiration (optional)
Two-factor authentication:
  • Require 2FA for all users
  • Require 2FA for admins only
  • Optional 2FA
Session management:
  • Session timeout (15 min, 30 min, 1 hour, 4 hours)
  • Concurrent session limit
  • Remember me duration
To configure:
  1. Go to Settings → Security → Authentication
  2. Set password policy
  3. Configure 2FA requirements
  4. Set session preferences
  5. Click Save

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Access Control

Configure access restrictions: IP Allowlist:
  • Restrict access to specific IP addresses
  • Useful for office-only access
  • Add IP ranges or individual IPs
Domain Restrictions:
  • Restrict signups to specific email domains
  • Useful for company email only
  • Add allowed domains
To configure:
  1. Go to Settings → Security → Access Control
  2. Enable IP allowlist or domain restrictions
  3. Add allowed IPs or domains
  4. Click Save

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Audit Logs

View security and activity audit logs: Logged events:
  • User logins and logouts
  • Role changes
  • Data exports
  • Integration changes
  • Billing changes
  • Security setting changes
To view:
  1. Go to Settings → Security → Audit Logs
  2. Filter by event type, user, or date
  3. Export logs if needed

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Billing Settings

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Subscription Information

View current subscription details: Information displayed:
  • Current plan (Starter, Growth, Enterprise)
  • Billing cycle (monthly, annual)
  • Next renewal date
  • Seats (Growth plan)
  • Current cost
To view:
  1. Go to Settings → Billing
  2. View subscription details

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Payment Method

Manage payment information: To update:
  1. Go to Settings → Billing → Payment Method
  2. Click Update Payment Method
  3. Enter new card information
  4. Click Save
Supported payment methods:
  • Credit cards (Visa, Mastercard, Amex)
  • Debit cards
  • ACH bank transfer (annual plans)

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Invoices

View and download invoices:
  1. Go to Settings → Billing → Invoices
  2. View all past invoices
  3. Click Download to get PDF
  4. Email invoices to accounting team

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Advanced Settings

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API Access

Configure API access for integrations: API keys:
  • Generate API keys for custom integrations
  • Set API key permissions
  • Rotate API keys regularly
  • Revoke compromised keys
To manage:
  1. Go to Settings → Advanced → API
  2. Click Generate API Key
  3. Set permissions
  4. Copy and save key securely
  5. Use in your integrations
API keys provide programmatic access to your workspace. Keep them secure and never share them publicly.

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Webhooks

Configure webhooks for external integrations: Webhook events:
  • Vendor discovered
  • Renewal upcoming
  • Negotiation completed
  • Spend threshold exceeded
To configure:
  1. Go to Settings → Advanced → Webhooks
  2. Click Add Webhook
  3. Enter webhook URL
  4. Select events to trigger
  5. Click Save

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Custom Fields

Add custom fields to vendor profiles: Field types:
  • Text
  • Number
  • Date
  • Dropdown
  • Checkbox
To add:
  1. Go to Settings → Advanced → Custom Fields
  2. Click Add Field
  3. Enter field name and type
  4. Set as required or optional
  5. Click Save

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Workspace Deletion

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Delete Workspace

Permanently delete your workspace:
Workspace deletion is permanent and cannot be undone. All data will be permanently deleted.
Before deleting:
  1. Export all data you want to keep
  2. Cancel subscription to avoid future charges
  3. Notify team members
  4. Remove all team members
To delete:
  1. Go to Settings → Workspace → Danger Zone
  2. Click Delete Workspace
  3. Enter workspace name to confirm
  4. Click Permanently Delete
What happens:
  • All data is permanently deleted within 30 days
  • Team members lose access immediately
  • Subscription is cancelled
  • Cannot be recovered

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Next Steps

Team Management

Manage your team members

Roles & Permissions

Configure user roles

Integrations

Connect data sources

SSO Integration

Connect SSO providers