Review 
Notion Workspace Consolidation Guide and make sure to review the FAQs
→ Share questions with your CSM!
Admin Considerations
Before Consolidation:
- Thoroughly audit and transfer any private pages from de-provisioned/departed members to existing workspace members
- Review guest user access, especially if guests are disabled in the target workspace
- Audit teamspace permission levels to ensure they'll have appropriate visibility in the target space
User Management:
- If using SAML SSO in target workspace, ensure incoming members are added to your SAML app beforehand
- Temporarily disable SCIM provisioning in your IdP during consolidation
Security & Structure:
- Review security settings as the target workspace settings will override source workspace settings
- If public page sharing is disabled in target workspace, content will consolidate but permissions won't carry over
Do not make changes during the consolidation
- Workspace security settings - we rely on the
targetworkspace security settings to determine if certain page permissions should be removed from the consolidated content
- Members or groups via SCIM - We rely on the
targetworkspace’s member list to determine page permissions for Guests
Pre-Consolidation Prep
Type | What happens | Recommendation |
Teamspace permissions | All teamspaces from the source workspace will be carried over into the target workspace. The naming convention will be [SourceWorkspaceName TeamspaceName]. The access level (open | closed | private) will remain the same in the target workspace.
All teamspaces from the source workspace will retain their full list of members. Teamspaces will retain their guests if allowed.
Default teamspace(s) from the source workspace will be downgraded to open teamspace(s) in the target workspace. All members from the source workspace will continue to be in all default teamspace(s) migrated from the source workspace.
All members from the source workspace will be added to all default teamspace(s) in the target workspace. | Audit teamspace permission levels, and update them to the level that they should have in the target space. They will be carried over with the same visibility as in the source space, with the exception that default teams will only hold all members of the source space, and will not add members of the target space.
• Be sure that the consolidation leads are added as owners to all necessary teamspaces that would need re-organization.
• Establishing permissions pre-consolidation will allow for owners to more easily find content.
• For example, any private teamspaces that consolidation leads are not added to can only be found in content search, and therefore would add admin work of searching for teamspaces & re-assigning permissions.
→ Ensure shared pages are shared with necessary owners. |
Recently Left Members | Recently left members and their private pages will not be carried over during the consolidation
| Ensure any private pages of de-provisioned / left members in the source workspace are already transferred to another existing workspace member.
Transfer content from a deprovisioned user |
Guests | Audit guest users of source workspace if guests are disabled in the target workspace → Guest users will not be carried over in the consolidation if guests are disabled in the target workspace.
• If target workspace disabled guests: All page-level guests from the source workspace will be removed during consolidation.
• If target workspace allows guests: Page-level guests and their permissions will be unchanged in the target workspace. | If you want to keep guests: ensure target workspace allows guests. Be sure to audit your members and guests by going into settings and members prior to consolidation. |
Integrations | Connections, aka integrations (bot and previous user authentications for integrations) from the source workspace will not carry over into target workspace.
Existing integrations such as link previews, embeds, and database sync will remain in the page content and carry over to the target workspace. However, workspace members will have to reauthenticate again in the target workspace. | When communicating to your end users, be sure to include that they will need to re-add any integrations and/or re-authenticate in the target workspace. |
Links | Users will not be redirected to new links in the target workspace. If they click on a link from the source workspace, it will still take them to the source workspace page if the source workspace is not yet deleted. | Be sure to include this limitation in your consolidation messaging. |
SAML SSO configuration | If you are enforcing SAML SSO in the target workspace see recommendation→ | There may be new users coming from the source workspace to the target workspace.
Please ensure these incoming members are already added to your Notion SAML app in your IdP before proceeding with the consolidation. Otherwise, this might lock out those members from the target workspace after the consolidation. |
SCIM API tokens | Membership changes in the source workspace (e.g. as a result of SCIM operations) will fail once consolidation begins. | In the source workspace:
• Turn off “Just-in-time provisioning”
• Disable the SCIM provisioning in your IdP temporarily during the consolidation
• Confirm all members that will be consolidated into the target workspace have been added to your Notion SAML app in your IDP
In the 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 |
Restricted pages | In a sub-page, you can restrict permissions to prevent members, guests, permission groups, or the entire workspace from commenting, or from seeing the page at all. In the permission level dropdown for this example, you would select Can comment or No access. This retains with the consolidation. | When you restrict the permission levels of a sub-page, a Restore button will appear at the top of your Share menu. Use it to revert the permissions back to default, and inherit from the parent page. |
Backups | The following data from the source workspace will not be available post-consolidation. Therefore, we encourage you to export the following from the source workspace, if applicable → | • Audit log: Export the source workspace audit log as a CSV
• Workspace analytics: Export each tab of workspace analytics data
• Admin Content Search: For each Audience filter, export the results as CSV
• Bulk workspace export to generate a back up of the workspace content
• Workspace Members CSV export |
Public Links | Audit page links that were shared to web in the source workspace. Content Search can help you with this.
• Public pages that are consolidated into the target workspace will have a new URL.
• As a result, any Notion page links that pointed to the source workspace will continue to point to the source workspace (read-only) until the source workspace is deleted (30 days after consolidation), at which point the page links will result in a 404 error.
If sharing pages to web is disabled in the target workspace, any pages in source workspace that are shared to web will have their sharing forced off when they enter the target workspace | If you have a concern about having two instances of public pages during that 30-day duration, we recommend using Content Search to locate your published pages in the source workspace, then unpublish them before consolidation.
Once consolidation is complete, you will need to manually publish each page again in the target workspace after the consolidation, and update all instances of the link accordingly. |
Post-Consolidation | Trouble Finding Content
Type | What happens | Recommendation |
Restricted pages | In a sub-page, you can restrict permissions to prevent members, guests, permission groups, or the entire workspace from commenting, or from seeing the page at all. In the permission level dropdown for this example, you would select Can comment or No access. This retains with the consolidation. | When you restrict the permission levels of a sub-page, a Restore button will appear at the top of your Share menu. Use it to revert the permissions back to default, and inherit from the parent page. If you are having trouble moving a page, check to see if a page or workspace owner is able to restore. |
Content Search | If you are looking for pages that may not have lived in a teamspace, they may be in a shared page. | End users can use search to find content that they have permission to. Workspace owners also have the ability to find all content in a workspace via content search to re-assign page permissions. |
SCIM API | If you want to re-enable user provisioning via the SCIM API in your target workspace, follow the instructions → | Re-enable “Just-in-time provisioning” and SCIM provisioning in the target workspace
• Make sure to double checking these incoming members exists in the Notion SCIM app in the IdP |
