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A Workspace is more than a folder. It is a shared knowledge base for a project, product, process, investigation, or team workstream. When you add useful source material to a Workspace and include it in Workspace search, Sofie can find relevant context from that Workspace during chat, drafting, analysis, meetings, and Orchestrations. This helps your team work from the same source set instead of re-attaching files or repeating context in every chat.
You do not need to understand the underlying search system. Treat Workspace knowledge as the curated set of Workspace content Sofie can search when you enable Workspace search.

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What Workspace knowledge does

Workspace knowledge helps Sofie:
  • Search across selected Workspace content.
  • Find relevant passages from files, CoDrafts, CoMeetings, and other Workspace material when available.
  • Use shared project context in chat.
  • Help draft CoDraft sections from known sources.
  • Summarize CoMeetings alongside related files.
  • Analyze CoSheets with project context.
  • Run Orchestrations against a consistent source set.
  • Return source-aware answers when citations or source cards are available.
It is useful for questions like: 
Use Workspace search to find source material for PPQ sampling rationale. Return source, relevant section, finding, and open question.

Search this Workspace for documents and meetings related to release assay readiness. Summarize the evidence and list source gaps.

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What belongs in Workspace knowledge

Add content that should inform future Sofie work. Good Workspace knowledge sources:
SourceExamples
Source documentsSOPs, protocols, reports, batch record excerpts, URS files, vendor documents.
Data filesCSV exports, Excel files, trend data, assay data, issue logs.
CoDraftsInvestigation outlines, validation drafts, meeting briefs, templates.
CoMeetingsSME interviews, project meetings, technical reviews, decision discussions.
ReferencesPublic guidance notes, pharmacopoeia comparison notes, technical references.
Avoid adding content that will create noise:
  • Duplicates with unclear version status.
  • Unrelated files from another product, site, or workstream.
  • Draft notes that should not influence future answers.
  • Old files that have been superseded and are not clearly labeled.
  • Sensitive content that should not be available to all Workspace members.
Workspace knowledge inherits the practical risk of the content you add. If a Workspace contains stale, wrong, or unrelated sources, Sofie may retrieve them unless you exclude or clean them up.

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Build a useful Workspace knowledge base

1

Create the Workspace

Name the Workspace for the project, process, product, deviation, CAPA, validation package, or team workstream.
2

Add source material

Upload files, import cloud files when enabled, create CoDrafts, add CoMeetings, and add CoSheets that belong to the workstream.
3

Organize by source type

Use folders such as Source documents, Data, Meetings, Drafts, and References.
4

Include useful items in Workspace search

Use item actions to include files, documents, or meetings that should be searchable.
5

Exclude noisy or sensitive items

Exclude content that is unrelated, superseded, too rough, or not intended for shared search.
6

Ask a search-backed question

Add the Workspace to chat, enable Workspace search, and ask Sofie to cite or name the sources it used.
A smaller, cleaner Workspace usually produces better answers than a large Workspace full of mixed-purpose files.

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Include or exclude content from Workspace search

Some Workspace items can be included in or excluded from Workspace search. Use Include in workspace search when:
  • The item is a source of truth for the workstream.
  • The item should inform future chat, CoDraft, CoSheet, CoMeeting, or Orchestration work.
  • Teammates should be able to ask Sofie questions that use this content.
  • The item is current enough to be useful.
Use Exclude from workspace search when:
  • The file is unrelated or temporary.
  • The document is an early scratch draft.
  • The meeting contains sensitive discussion that should not guide future answers.
  • The file was replaced by a newer version.
  • The item is useful to store but not useful as search context.
Excluding an item from Workspace search does not necessarily remove it from the Workspace. It helps control whether Sofie should use it as searchable context.

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Use Workspace knowledge in chat

1

Add the Workspace

Click +, choose Add context, and select the Workspace.
2

Enable Workspace search

Open the sliders menu and turn on Workspace search.
3

Ask for source-aware output

Tell Sofie what to find, compare, extract, or draft.
4

Request source handling

Ask Sofie to separate source-backed findings, assumptions, open questions, and missing sources.
5

Review the answer

Open the source material before relying on the result.
Useful prompts: 
Use Workspace search to identify all files that discuss acceptance criteria for this validation package. Return source file, section, stated criterion, and any ambiguity.

Search this Workspace for root cause discussion across files and CoMeetings. Separate confirmed facts, SME opinions, assumptions, and open evidence gaps.

Use this Workspace to draft a CoDraft outline for the investigation report. Include a source map and questions for the document owner.

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Use Workspace knowledge with Sofie surfaces

SurfaceHow Workspace knowledge helps
ChatAsk source-aware questions across the Workspace.
CoDraftDraft sections from shared sources and check unsupported claims.
CoSheetInterpret spreadsheet data with project context from files and meetings.
CoMeetingCompare decisions or action items against source documents.
OrchestrateRun repeatable workflows against a consistent Workspace source set.
Sofie EverywhereAsk page-specific questions while the Workspace or artifact is open.
Example Orchestration request: 
Run the deviation investigation Orchestration using this Workspace. Search included Workspace content first, ask me about missing evidence, and do not draft a root cause conclusion until I review the evidence table.

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Keep Workspace knowledge current

Workspace knowledge needs curation. Good habits:
  • Keep source files in clear folders.
  • Label superseded files instead of leaving ambiguous duplicates.
  • Exclude files that should no longer guide answers.
  • Add CoMeeting summaries after important SME discussions.
  • Move final CoDrafts into the Workspace when they become useful references.
  • Review Workspace membership before adding sensitive sources.
  • Ask Sofie to identify stale or conflicting sources before major work.
Maintenance prompt: 
Review this Workspace as a knowledge base. List duplicate files, likely superseded sources, missing source types, content that may be too draft-like for search, and folders that need cleanup.

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Understand limits

Workspace knowledge helps Sofie find and use relevant context, but it does not make the Workspace perfect. Sofie may still:
  • Miss content that is not included in Workspace search.
  • Retrieve an older or less relevant source if the Workspace is cluttered.
  • Need you to identify which source is authoritative.
  • Need more specific prompts for broad questions.
  • Produce synthesis that requires human review.
Use Workspace knowledge to prepare and organize work. For quality, regulatory, clinical, or controlled workflows, verify sources and conclusions through your required review process.