> ## Documentation Index
> Fetch the complete documentation index at: https://docs.porcia.org/llms.txt
> Use this file to discover all available pages before exploring further.
# Workspace Settings
> Configure your Porcia workspace preferences and settings
# Workspace Settings
Configure your workspace preferences, manage integrations, and customize how Porcia works for your team.
## 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
## Workspace Information
### 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.
### Workspace Logo
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
## Discovery Settings
### 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**
### 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
### 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**
## Integration Settings
### 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
### 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.
## Notification Settings
### 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**
### 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**
## Data & Privacy
### 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.
### 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
### 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.
## Security Settings
### 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**
### 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**
### 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
## Billing Settings
### 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
### 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)
### 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
## Advanced Settings
### 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.
### 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**
### 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**
## Workspace Deletion
### 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
## Next Steps
Manage your team members
Configure user roles
Connect data sources
Connect SSO providers