granola-multi-env-setup by jeremylongshore

---
name: granola-multi-env-setup
description: |
  Configure Granola across multiple workspaces and team environments.
  Use when setting up multi-team deployments, configuring workspace hierarchies,
  or managing enterprise-scale Granola installations.
  Trigger with phrases like "granola workspaces", "granola multi-team",
  "granola environments", "granola organization", "granola multi-env".
allowed-tools: Read, Write, Edit
version: 1.0.0
license: MIT
author: Jeremy Longshore <[email protected]>
---

# Granola Multi-Environment Setup

## Overview
Configure Granola for multi-workspace and multi-team enterprise deployments.

## Prerequisites
- Granola Business or Enterprise plan
- Organization admin access
- Team structure defined
- SSO configured (recommended)

## Workspace Architecture

### Workspace Hierarchy
```
Organization (acme-corp)
├── Corporate Workspace
│   ├── Settings: Strictest privacy
│   ├── Access: Executive team only
│   └── Integrations: Private Notion
├── Engineering Workspace
│   ├── Settings: Team sharing
│   ├── Access: Engineering org
│   └── Integrations: Linear, GitHub
├── Sales Workspace
│   ├── Settings: CRM sync enabled
│   ├── Access: Sales + Success
│   └── Integrations: HubSpot, Gong
├── Customer Success Workspace
│   ├── Settings: CRM sync enabled
│   ├── Access: CS team
│   └── Integrations: HubSpot, Zendesk
└── HR Workspace
    ├── Settings: Confidential
    ├── Access: HR only
    └── Integrations: Greenhouse
```

## Workspace Creation

### Step 1: Plan Workspace Structure
```markdown
## Workspace Planning Template

For each workspace, define:
- Name: [Workspace Name]
- Purpose: [Primary use case]
- Owner: [Admin name/email]
- Members: [Group or individuals]
- Access Level: [Public/Private/Confidential]
- Integrations: [List required]
- Templates: [Shared/Custom]
- Retention: [Days/Months/Forever]
```

### Step 2: Create Workspaces
```markdown
## Workspace Creation

1. Organization Settings > Workspaces
2. Click "Create Workspace"
3. Configure:
   - Name: Engineering
   - Slug: engineering
   - Description: Engineering team meetings
   - Owner: [email protected]
4. Save and proceed to settings
```

### Step 3: Configure Per-Workspace Settings
```yaml
# Engineering Workspace Settings
Workspace: Engineering

Privacy:
  default_sharing: team
  external_sharing: disabled
  transcript_access: members_only

Integrations:
  - Slack: #dev-meetings channel
  - Linear: Auto-create tasks
  - Notion: Engineering wiki database
  - GitHub: Link PRs in notes

Templates:
  - Sprint Planning
  - Code Review
  - Tech Design
  - 1:1 Engineering

Retention:
  notes: 1 year
  transcripts: 90 days
  audio: 7 days

Permissions:
  - Admins: Full access
  - Members: Create, edit own
  - Viewers: Read only (for PMs)
```

## User Management

### User Provisioning
```markdown
## Provisioning Methods

Manual:
1. Settings > Members
2. Invite by email
3. Assign to workspace(s)
4. Set role

SSO/SCIM:
1. Configure SSO provider
2. Enable SCIM provisioning
3. Map groups to workspaces
4. Roles assigned by group

JIT (Just-in-Time):
1. Enable JIT provisioning
2. User signs in via SSO
3. Auto-added to default workspace
4. Upgrade as needed
```

### Role Definitions
| Role | Permissions | Use Case |
|------|------------|----------|
| Owner | Full admin + billing | Organization owner |
| Admin | Workspace management | Team leads |
| Member | Create + edit notes | Regular users |
| Viewer | Read only | Stakeholders |
| Guest | Single workspace | Contractors |

### Group Mappings
```yaml
# SSO Group → Granola Workspace Mapping

SSO Groups:
  engineering-team:
    workspace: Engineering
    role: member

  engineering-leads:
    workspace: Engineering
    role: admin

  sales-team:
    workspace: Sales
    role: member

  all-employees:
    workspace: General
    role: member
```

## Integration Per Environment

### Environment-Specific Integrations
```yaml
# Production Environment
Environment: Production

Workspaces:
  Sales:
    hubspot:
      portal_id: prod-12345
      sync: bidirectional
      auto_create: true
    slack:
      workspace: acme-corp
      channel: #sales-meetings

  Engineering:
    linear:
      team_id: ENG
      auto_tasks: true
    github:
      org: acme-corp
      repo_linking: true

# Staging Environment (for testing)
Environment: Staging

Workspaces:
  Test-Sales:
    hubspot:
      portal_id: sandbox-67890
      sync: unidirectional
      auto_create: false
```

### Integration Testing
```markdown
## Pre-Production Testing

For each integration:
1. [ ] Test in staging workspace
2. [ ] Verify data flow
3. [ ] Check permissions
4. [ ] Validate error handling
5. [ ] Document configuration
6. [ ] Enable in production
```

## Cross-Workspace Features

### Shared Templates
```markdown
## Organization Templates

Location: Organization Settings > Templates

Template Sharing:
- Organization-wide templates
- Workspace-specific templates
- Personal templates

Hierarchy:
Org Templates > Workspace Templates > Personal Templates

Administration:
- Org templates: Org admins only
- Workspace templates: Workspace admins
- Personal: Individual users
```

### Cross-Workspace Search
```markdown
## Search Configuration

Enable:
1. Settings > Search > Cross-workspace search
2. Select participating workspaces
3. Configure access levels

Visibility Rules:
- Only sees notes they have access to
- Respects workspace permissions
- Excludes confidential workspaces
```

## Compliance Configuration

### Per-Workspace Compliance
```yaml
# HR Workspace - Strict Compliance
Workspace: HR

Compliance Settings:
  data_residency: us-west-2
  encryption: customer-managed-keys
  audit_logging: enabled
  retention:
    override: 30 days
    legal_hold: supported
  sharing:
    external: prohibited
    download: restricted
  access:
    mfa_required: true
    session_timeout: 4 hours
```

### Audit Configuration
```markdown
## Audit Log Settings

Events Logged:
- User sign-in/out
- Note created/edited/deleted
- Sharing changes
- Export requests
- Admin actions

Retention: 2 years
Export: Daily to SIEM
Format: JSON
Destination: Splunk/Datadog
```

## Environment Promotion

### Staging to Production
```markdown
## Configuration Promotion

1. Test in Staging Workspace
   - Create test workspace
   - Configure integrations
   - Validate with sample data

2. Document Configuration
   - Export settings (JSON)
   - Screenshot integrations
   - Note manual steps

3. Promote to Production
   - Create production workspace
   - Apply documented settings
   - Re-authorize integrations
   - Verify connections

4. Validate
   - Test meeting capture
   - Verify integration flow
   - Confirm permissions
   - Monitor for 24 hours
```

## Troubleshooting Multi-Env

### Common Issues
| Issue | Cause | Solution |
|-------|-------|----------|
| User in wrong workspace | SSO mapping error | Check group assignments |
| Integration not syncing | Wrong environment config | Verify API keys |
| Notes not visible | Permission mismatch | Check role assignment |
| Cross-workspace search failing | Feature not enabled | Enable in org settings |

## Resources
- [Granola Enterprise Admin](https://granola.ai/admin)
- [SSO Configuration](https://granola.ai/help/sso)
- [SCIM Provisioning](https://granola.ai/help/scim)

## Next Steps
Proceed to `granola-observability` for monitoring and analytics.