Intro to workspace consolidation

source workspace — the workspace to be consolidated into another workspace (and then deleted 30 days post-consolidation)

target workspace — the Enterprise plan workspace where other workspaces are consolidated.

1. Customer requests a workspace consolidation from their dedicated Account Management team at Notion

2. Customer reads this guide

3. Customer signs the Acknowledgement Form

4. Notion Account Management team schedules the workspace consolidation(s)

Why consolidate?

• For end users: It improves the information discovery and team collaboration experience when users are all in the same workspace

• For administrators: It reduces the administration overhead of managing multiple workspaces and empowers administrators to enforce company security and compliance policies more effectively

Which customers are eligible?

• Workspace consolidation is available to customers on the Enterprise plan through their Notion Account Managers or Customer Success Manager. The following criteria apply:
• The person making the request must have workspace owner access to the customer’s primary (target) Notion workspace stated in their Enterprise Master Service Agreement (MSA)
• The customer must have a good billing standing with Notion. This means that there should be no billing issues, such as unpaid invoices. This applies to both the source and the target workspaces

Which source workspaces are eligible?

• A workspace that (1) has been claimed as owned by the customer; and (2) the workspace is billed through the customer’s main billing account is eligible for consolidation
Example (1)
A workspace that was previously claimed via domain management (Help Center link) and added to the customer’s enterprise MSA is eligible for consolidation.
Example (2)
A workspace that is already included under the customer’s Enterprise MSA is eligible for consolidation

• If a workspace is not yet listed in the customer’s enterprise MSA, it must be a claimable workspace for the customer.
Expand toggle to review the claimable workspace definition
• Single-member workspace is a claimable workspace if
• The workspace creator’s email belongs to the verified corporate domain
• Multi-member workspace is a claimable workspace if
• The workspace creator’s email belongs to the verified corporate domain (the creator does not need to be a current member of the space)
• At least one current workspace owner (either the creator or someone else) is using the verified corporate email address
• and Workspace is not on the Enterprise plan

• If a paid plan workspace is not yet listed in the customer's enterprise MSA, it must go through the domain management process to resolve any potential billing implications before becoming eligible for consolidation

You can use the domain management dashboard to view the list of claimable workspaces. Please visit the help center article to learn more. If you have any questions, please reach out to your account team.

For the source workspace to be eligible for consolidation, it must contain less than 4M blocks.

The consolidation tool will have a threshold limit of 4M blocks. We will further investigate improvements to the consolidation tool to support larger workspaces for consolidation. In the meantime, please work with your Account Manager or Customer Success Manager on consolidation requests larger than this 4M block limit.

How it works

Before the consolidation

In order to move forward with a workspace consolidation request, customers must sign this Acknowledgement Form

Initiating the consolidation

• Customers will provide a day & time for the start of consolidation and a Notion employee will schedule accordingly
• It is generally recommended to schedule the migration during off-peak hours to minimize disruption to users

• Customers will prepare the target and source workspace for consolidation - best practices found here

High-level checklist Note: this is not an exhaustive list and this list alone cannot guarantee a successful consolidation
target workspace preparation
Review and confirm the workspace security settings that will override the settings in the source workspace

Note: Do not make changes to the workspace security settings during the consolidation
We rely on the target workspace security settings to determine if certain page permissions should be removed from the consolidated content
See FAQ for more detail
Follow the steps below if you’re using the SCIM API in your target workspace
• Before consolidation
Temporarily turn off “Just-in-time provisioning” and SCIM provisioning
Add incoming users from your source workspace to your IdP
• Otherwise, your next sync in the IdP might remove these incoming members from the target workspace
• After consolidation
Re-enable “Just-in-time provisioning” and SCIM provisioning
• After double checking these incoming members exists in the Notion SCIM app in the IdP

Note: Do not make changes to members or groups via SCIM during the consolidation
We rely on the target workspace’s member list to determine page permissions for Guests
See FAQ for more detail
source workspace preparation
Confirm all members that will be consolidated into the target workspace have been added to your Notion SAML app in your IDP
Disable Automatic account creation in the Identity & provisioning tab
Follow the steps below if you’re using the SCIM API in your source workspace
Turn off “Just-in-time provisioning”
Disable the SCIM provisioning in your IdP temporarily during the consolidation
Review and confirm the workspace security settings that will be overridden by the settings in the target workspace
• If Guests are disabled in the target workspace → Consider converting guests in the source workspace to members and add them to your Notion SAML app (if you want them consolidated into the target workspace)
• If Public page sharing is disabled in the target workspace → The content will be consolidated, but the permissions will not carry over

During the consolidation:

• Members of the source workspace will get an email notification when the consolidation process starts. This email copy will include:
• Contact info of the workspace owner of the target workspace who triggered the consolidation action
• Date & time when the consolidation process started

• Workspace members of the source workspace can continue to access the workspace. However, the source workspace will be in a read-only state where users can read/access existing content but can’t modify or create new content.
• Nothing in the source workspace can be updated during this time — no changes to settings, permissions, or the members list.
• When first logging into/accessing the source workspace during, or at any point after the consolidation has occurred and before the workspace is deleted the consolidation process, users will see a warning dialog and a persistent banner to inform them about the consolidation read-only state.

• Target workspace will be available for full use during the consolidation process.

Post consolidation:

• The source workspace will continue to be read-only.
• If users visit the source workspace within the next 30 days, they will see a red banner redirecting to the target workspace.
• 30 days after consolidation, the source workspace will be deleted and users won’t be able to access it anymore.

• An email will be sent to the workspace owner who requested the consolidation, notifying them that the workspace has been successfully consolidated and will be in a read-only state until deletion in 30 days

• Subject to the limitations and impacts above, all teamspaces, users, guests (if allowed), and content from the source workspace will be fully accessible in the target workspace.

• Notion will share a high level summary report once the consolidation process is over

• The workspace consolidation status (started and completed/failed) will be recorded in the Audit Log for both the source and target workspace. For example —
Audit log in the source workspace (if it’s on the Enterprise plan)
• Started workspace consolidation into { target workspace name}
• Completed workspace consolidation into { target workspace name}
Audit log in the target workspace
• Started workspace consolidation from { source workspace name}
• Completed workspace consolidation from { source workspace name}

Best Practices

Workspace Consolidation Prep Guidance

Frequently Asked Questions