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Use this guide when a Workspace already exists and you need to manage the content, access, and context inside it. For the user-facing model of how Workspace content becomes searchable Sofie context, see Workspace knowledge.

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Understand Workspace tabs

Workspace pages organize project content into tabs. Start on Overview when you need to upload or create content. Use Artifacts when you need to find the outputs created from that Workspace.

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Add files and folders

Use Create in the Workspace to add:
  • New Folder
  • New Surface
  • New CoDraft
  • New CoSheet
  • New Template
  • New CoMeeting
  • Upload Files
1

Open the Workspace

Click Workspaces in the sidebar and open the Workspace.
2

Open Create

Click Create from the Workspace.
3

Choose what to add

Select a folder, file upload, Surface, CoDraft, CoSheet, template, or CoMeeting.
4

Name it clearly

Include the product, batch, workstream, date, or document purpose when useful.
5

Place it in the right folder

Keep source files, data, drafts, meetings, and references easy to scan.
Recommended folders:

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Move, rename, download, or delete content

Use item actions to manage Workspace files and folders. Available actions depend on your permissions and item type. Before moving or deleting content, check:
  • Whether a chat, CoDraft, CoSheet, CoMeeting, or Orchestration uses the item as source context.
  • Whether teammates are actively working in the Workspace.
  • Whether the source file should be retained for later review.
  • Whether the item belongs in another Workspace instead of being deleted.
Deleting or replacing source material can make prior chat answers harder to interpret. Preserve key source files when they support important outputs.
Use Workspace search when you need to find content by name or text. Search for:
  • Product, process, equipment, or site names.
  • Batch, lot, campaign, protocol, deviation, or CAPA identifiers.
  • Phrases such as acceptance criteria, root cause, sampling rationale, release assay, or open questions.
  • Owner names or workstream names.
Then open the result directly or add the Workspace to chat with Workspace search enabled. Use item actions such as Include in workspace search and Exclude from workspace search to control which files, documents, and meetings should guide Workspace search.

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Add a Workspace to chat

1

Start or open a chat

Use a new chat for a new task, or continue the relevant Workspace chat.
2

Click +

Open the add menu in the chat input.
3

Choose Add context

Select the Workspace from the context picker.
4

Enable Workspace search

Open the sliders menu and turn on Workspace search when Sofie should search Workspace content.
5

Write a focused request

Tell Sofie which files, source types, or date range matter.
Example:
Workspace context helps Sofie search and reason over available content. It does not mean every file is equally relevant or complete.

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Manage members

Workspace access controls who can view, edit, and manage content. General role guidance: Before inviting someone:
  • Confirm they need access to the files and artifacts.
  • Check whether the Workspace includes sensitive draft content.
  • Choose the lowest role that supports their work.
  • Remove access when the workstream ends or ownership changes.
A Surface in the Workspace gives every Workspace member inherited Viewer access to its current live version. Removing a direct Surface share does not remove that Workspace access.

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Use integrations

If your organization enables cloud file integrations, use Integrations or Import to bring files into the Workspace from connected sources. Use integrations when:
  • Source files already live in a shared drive.
  • You need a controlled copy of files in Sofie.
  • Teammates maintain source documents outside Sofie.
  • The Workspace should collect files from multiple systems for a specific project.
After importing:
  • Check file names.
  • Confirm the imported version is the one you meant to use.
  • Put imported files in the right folder.
  • Add a note in a CoDraft or chat if a file came from a particular source location.

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Keep Workspace context useful

Workspace quality affects chat, artifacts, and Orchestrations. Good maintenance habits:
  • Pin Workspaces you return to often.
  • Archive or remove unrelated files.
  • Use folder names that describe source type or workflow stage.
  • Store final outputs separately from scratch drafts.
  • Use CoMeetings for discussions that should become searchable source context.
  • Use CoSheets for tabular evidence instead of pasting large tables into chat.