> ## 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.

# Manage Workspace files, members, and context

> Organize Workspace folders, upload files, manage members, use integrations, search content, and add Workspace context to Sofie chat.

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](/workspaces/workspace-knowledge).

## Understand Workspace tabs

Workspace pages organize project content into tabs.

| Tab              | Use it for                                                                      |
| ---------------- | ------------------------------------------------------------------------------- |
| **Overview**     | Files, folders, Surfaces, creation controls, and key Workspace content.         |
| **Recent Chats** | Conversations linked to the Workspace.                                          |
| **Artifacts**    | Surfaces, CoDrafts, CoSheets, and Orchestrations associated with the Workspace. |
| **Activity**     | Recent file, folder, artifact, and member activity.                             |
| **Integrations** | Connected cloud sources when enabled.                                           |

Start on **Overview** when you need to upload or create content. Use **Artifacts** when you need to find the outputs created from that Workspace.

## 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**

<Steps>
  <Step title="Open the Workspace">
    Click **Workspaces** in the sidebar and open the Workspace.
  </Step>

  <Step title="Open Create">
    Click **Create** from the Workspace.
  </Step>

  <Step title="Choose what to add">
    Select a folder, file upload, Surface, CoDraft, CoSheet, template, or CoMeeting.
  </Step>

  <Step title="Name it clearly">
    Include the product, batch, workstream, date, or document purpose when useful.
  </Step>

  <Step title="Place it in the right folder">
    Keep source files, data, drafts, meetings, and references easy to scan.
  </Step>
</Steps>

Recommended folders:

| Folder             | Example content                                                              |
| ------------------ | ---------------------------------------------------------------------------- |
| `Source documents` | SOPs, protocols, batch excerpts, reports, vendor files.                      |
| `Data`             | CSV files, Excel exports, trend data, assay data.                            |
| `Meetings`         | CoMeetings and related notes.                                                |
| `Drafts`           | CoDrafts, templates, summaries, reports, protocols.                          |
| `References`       | Public references, guidance excerpts, pharmacopoeia notes, technical papers. |

## 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.

<Warning>
  Deleting or replacing source material can make prior chat answers harder to interpret. Preserve key source files when they support important outputs.
</Warning>

## Use Workspace search

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.

## Add a Workspace to chat

<Steps>
  <Step title="Start or open a chat">
    Use a new chat for a new task, or continue the relevant Workspace chat.
  </Step>

  <Step title="Click +">
    Open the add menu in the chat input.
  </Step>

  <Step title="Choose Add context">
    Select the Workspace from the context picker.
  </Step>

  <Step title="Enable Workspace search">
    Open the sliders menu and turn on **Workspace search** when Sofie should search Workspace content.
  </Step>

  <Step title="Write a focused request">
    Tell Sofie which files, source types, or date range matter.
  </Step>
</Steps>

Example:

```text theme={null}
Use this Workspace to find documents related to PPQ sampling rationale. Return a table with source file, relevant section, useful quote summary, open question, and whether the source appears current.
```

<Note>
  Workspace context helps Sofie search and reason over available content. It does not mean every file is equally relevant or complete.
</Note>

## Manage members

Workspace access controls who can view, edit, and manage content.

General role guidance:

| Role       | Typical use                                               |
| ---------- | --------------------------------------------------------- |
| **Admin**  | Manage settings, members, sensitive changes, and cleanup. |
| **Editor** | Add, edit, move, create, and update Workspace content.    |
| **Viewer** | Read and use content without changing it.                 |

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.

<Warning>
  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.
</Warning>

## 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.

## 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.