> ## Documentation Index
> Fetch the complete documentation index at: https://sofiedocs.usetransfer.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Understand Surfaces

> Learn how Surface versions, records, feeds, snapshots, Workspaces, and access rules fit together.

A Surface combines an experience with data and access rules. Those pieces do not all change at the same time. Learn the model before you import records, share externally, or make a draft live.

## Follow the Surface lifecycle

```mermaid theme={null}
flowchart LR
  A["Create a draft"] --> B["Build and test"]
  B --> C["Review Make live summary"]
  C --> D["Current live version"]
  D --> E["Create another draft"]
  E --> B
  D --> F["Receive record and feed updates"]
  F --> G["Save a snapshot of the version and feeds"]
```

A live version is the experience used by Viewers, Participants, and external guests who are not draft reviewers. It is not an approval of the content. Use your organization's required review process before controlled use.

## Know the main concepts

| Concept    | What it means                                                                                                                        |
| ---------- | ------------------------------------------------------------------------------------------------------------------------------------ |
| Surface    | The reusable Interactive, Pages, or Slides experience and everything managed with it.                                                |
| Version    | One definition of the layout, content, behavior, collections, fields, and access rules. A version can be Draft, Live, or Previous.   |
| Collection | A type of structured record used by the Surface, such as `Actions`, `Risks`, or `Sites`.                                             |
| Record     | One item in a collection, such as one action or one risk.                                                                            |
| Source     | The person or system that supplied an update, such as chat, a file import, an integration, or an Orchestration.                      |
| Feed       | A named stream of structured updates that the Surface reads. Each update keeps its source and validation result.                     |
| Part       | The named section an Orchestration sends output to, such as `Metrics` or `Risk Register`. A part maps to the feed the Surface reads. |
| Snapshot   | A saved reference to one Surface version and the latest event not marked invalid in each configured feed at that moment.             |

## Separate records from feeds

Record collections and feeds can both change what appears on a Surface, but they have different lifecycles.

|                       | Record collections                                                                          | Feeds                                                                         |
| --------------------- | ------------------------------------------------------------------------------------------- | ----------------------------------------------------------------------------- |
| Typical use           | Actions, submissions, owners, statuses, and attachments.                                    | Metrics, summaries, timelines, and structured Orchestration output.           |
| How data arrives      | Forms, direct record edits, file imports, CoSheet imports, chat, or automation.             | Chat, integrations, or Orchestration Surface output.                          |
| Where to inspect it   | **Data** > **Records** and **Activity**.                                                    | **Data** > **Sources** and **Activity**.                                      |
| What a snapshot saves | Records are not frozen. The view reads the records available when it is opened or exported. | The latest event not marked invalid for each feed is saved with the snapshot. |

<Warning>
  A snapshot is not a record backup. If you need record evidence from a specific moment, export the records or the rendered Surface at that time and retain the file according to your process.
</Warning>

## Understand the first draft

The data badge depends on whether the Surface has ever had a live version.

| Surface state                              | Badge in **Data** > **Records** | What happens to records                                                                                                               |
| ------------------------------------------ | ------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------- |
| Before the first version is live           | **Live data**                   | Records you add or import are the future live records. They remain available after the first **Make live**.                           |
| A later draft, after a live version exists | **Test data**                   | The draft uses an isolated copy. Test record changes do not affect live records and do not become live when you make the design live. |

Always check the badge before you add, import, or remove records. Use **Update test data...** when a later draft needs a fresh copy of current live records.

## See how access narrows

```mermaid theme={null}
flowchart TD
  A["How the person reaches the Surface"] --> B{"Signed-in teammate or external guest?"}
  B -->|Signed-in| C["Owner, direct teammate role, or inherited Workspace Viewer"]
  B -->|Guest| D["Surface-wide guest collection policy"]
  D --> E["Invitation level: view or participate"]
  C --> F["Collection rules"]
  E --> F
  F --> G["Record scope"]
  G --> H["Field limits"]
  H --> I["Effective access"]
```

* A direct teammate role determines whether that person can view, participate, or manage.
* Adding a Surface to a Workspace gives every Workspace member inherited Viewer access to the current live version.
* The guest collection policy applies to all invitations for the live Surface.
* An individual guest invitation can narrow access through its view-or-participate level and selected record scope. It cannot grant more access than the Surface-wide guest policy allows.
* Field limits are the final boundary on the values a guest receives or changes.

<Warning>
  Moving a Surface into a Workspace changes access. Review Workspace membership first. Moving it out removes inherited Viewer access, but any direct teammate shares remain.
</Warning>

## Know when a change takes effect

| Change                                                                       | When it affects people                                                                                                      |
| ---------------------------------------------------------------------------- | --------------------------------------------------------------------------------------------------------------------------- |
| Layout, content, interactions, collections, fields, or detailed access rules | After you make the draft live.                                                                                              |
| First-draft records                                                          | They are retained as the live records when you make the first version live.                                                 |
| Test records in a later draft                                                | Never promoted. They are removed when the draft is discarded or after its test environment is no longer needed.             |
| Live record edits                                                            | Immediately in the live data environment.                                                                                   |
| Simplified guest collection levels in **Share**                              | When you click **Save and update live surface**. The current live Surface and existing live guest invitations are affected. |
| Teammate or guest invitations                                                | When you share or send the invitation.                                                                                      |
| Snapshot                                                                     | Saves a version and feed selections. It does not change the live Surface.                                                   |

## Ask Sofie to explain the current state

Use prompts like these before a high-impact change:

```text theme={null}
Explain which Surface version I am viewing, whether a draft exists, and whether the Records tab is using Live data or Test data. Do not change anything.
```

```text theme={null}
Review this Surface's access. Separate direct teammate roles, inherited Workspace Viewer access, collection rules, guest record scope, and guest field limits. Do not broaden access.
```

```text theme={null}
Check this draft for readiness. Summarize layout, data structure, access, guest behavior, and live-record changes that need human review before Make live. Do not make it live.
```

Next, [build your first Surface](/surfaces/build-your-first-surface) or review [versions and snapshots](/surfaces/versions-and-snapshots).