Use workspace resources in another workspace

About searchable workspaces

Searchable workspaces allow you to use resources, such as foods, recipes, and raw materials, from one workspace as reference data in other workspaces. By enabling this feature, you can centralise key data in one workspace and reuse it across others without duplicating the content.

This is especially helpful for organisations managing multiple workspaces with shared recipes, ingredients, or nutritional information. Think of a searchable workspace like a custom data source you can manage and maintain yourself.

Part 1 – Make a workspace searchable

To share resources from one workspace (the source workspace):

1. Go to the Workspace dashboard and select the workspace you want to share resources from. This will become your searchable workspace.
2. Click Workspace settings.
3. Select the General tab.
4. Toggle Make workspace searchable in other workspaces to on.

Your changes will save automatically. Resources in this workspace are now made available to other workspaces where you choose to use them.

Part 2 – Use a searchable workspace in another workspace

To use resources from a searchable workspace in a different (target) workspace:

1. On the Workspace dashboard, select the workspace you want to use the shared resources in.
2. Click Workspace settings.
3. Select the Reference data tab.
4. In the Categories section, click Searchable workspaces.
5. In the Data sources and searchable workspaces list, tick the checkbox for the workspace you want to use.

 Note: If no searchable workspaces appear, ensure you have completed Part 1 for the desired source workspace.

Your changes will save automatically. Depending on your workspace type, you’ll now be able to search and use:

• Professional workspace: foods and recipes
• Nutrition Labelling workspace: raw materials, sub recipes, and recipes

Part 3 – Search and use shared resources

Once both Part 1 and Part 2 are completed, you can begin using the resources like reference foods. 

1. In the target workspace (the one from Part 2), open or create a new resource (e.g., recipe or meal plan).
2. Navigate to the Foods/Ingredients tab.
3. Select an ingredient row and begin typing the resource name.
4. Choose the matching result from the list and enter the quantity.

Your draft will save automatically. When you're happy with your changes, click Publish.