A Workspace is a shared context and knowledge base for a project, product, process, or team activity. Use it when Sofie needs related files and artifacts, or when teammates need access to the same work.
For a deeper explanation of how Workspaces centralize searchable context for Sofie, see Workspace knowledge. For detailed file, member, integration, and context instructions, see Manage Workspace files, members, and context.
When to create a Workspace
Create a Workspace for work that has durable context:
- Tech transfer packages.
- Validation or qualification work.
- Deviation investigations.
- CAPA development and effectiveness checks.
- Regulatory or pharmacopoeia research.
- Batch record review.
- Quality risk assessment.
- Cross-functional meeting series.
Do not create a Workspace for every quick question. Use chat attachments for one-time work.
Workspace types
| Type | Use it for |
|---|
| Personal | Work you manage yourself. |
| Collaborative | Shared project work with invited teammates. |
| Organization | Organization-managed context available to a broader group. |
| Pinned or favorites | Workspaces you need to reopen often. |
Create a Workspace
Open Workspaces
Click Workspaces in the sidebar.
Start creation
Click New Workspace from the home shortcuts or open the create option on the Workspaces page.
Name the Workspace
Use a name that identifies the product, process, campaign, or workstream.
Add a description
Describe what belongs in the Workspace and what is out of scope.
Invite teammates
Add teammates and choose a role such as Admin, Editor, or Viewer.
Fill-finish deviation DI-2026-014Stage 2 PPQ protocol packageTech transfer - product A to CDMO BAPR 2026 source files
Use the Workspace tabs
Workspace detail pages organize work into tabs.
| Tab | Use it for |
|---|
| Overview | Files, folders, CoDrafts, CoSheets, CoMeetings, and creation controls. |
| Recent Chats | Conversations tied to the Workspace. |
| Artifacts | CoDrafts and CoSheets associated with the Workspace. |
| Activity | Workspace activity history. |
| Integrations | Connected cloud file sources when enabled. |
Add and organize files
Use Create in the Workspace to add:
- New Folder
- New CoDraft
- New CoSheet
- New Template
- New CoMeeting
- Upload Files
Use Import when your organization has cloud integrations available.
Recommended folder structure for regulated or technical work:
| Folder | Example contents |
|---|
Source documents | SOPs, protocols, reports, batch record excerpts. |
Data | CSV, XLSX, trend exports, assay data. |
Meetings | CoMeetings and notes from SMEs or project teams. |
Drafts | CoDraft reports, protocols, summaries, or briefs. |
References | Public guidance, pharmacopoeia notes, vendor materials. |
Keep file names descriptive. Sofie and teammates can work faster with PPQ sampling rationale v2.docx than draft-final-new.docx.
Search inside a Workspace
Use Workspace search when you need to find files, folders, chats, meetings, or documents in the Workspace.
Workspace search is how Sofie uses Workspace knowledge. When useful files, documents, and meetings are included in Workspace search, Sofie can retrieve relevant context from that shared source set instead of relying only on the current chat.
Search examples:
- Product name or project code.
- Equipment name.
- Batch, lot, campaign, or protocol identifier.
release assayacceptance criteriaopen questions
Then use chat with Workspace search enabled when you want Sofie to reason over the Workspace content.
Learn how to curate that source set in Workspace knowledge.
Use a Workspace in chat
Start a chat from the Workspace or add the Workspace as context.
Example:
Use this Workspace to prepare a validation protocol gap list. Group the gaps by objective, scope, sampling plan, acceptance criteria, deviation handling, data analysis, and unresolved SME questions.
- Which Workspace to use.
- Which source types matter.
- Whether to search all files or focus on specific files.
- Whether the output should be a checklist, table, CoDraft, or CoSheet.
Manage artifacts
Artifacts connected to a Workspace stay with the project context.
Use:
- CoDraft for reports, protocols, URS, meeting briefs, investigation narratives, and SOP drafts.
- CoSheet for issue logs, batch review tables, risk scoring, sampling plans, and trend analysis.
- CoMeeting for SME interviews, working sessions, and decision capture.
- Templates for recurring document structures.
- Recent chats for the reasoning trail that led to artifacts.
Move, rename, and clean up content
Workspaces support file and folder management. Depending on your permissions, you can rename, move, delete, download, or bulk-manage items.
Before moving or deleting:
- Confirm the item is not the active source for a CoDraft, CoSheet, CoMeeting, or chat.
- Check whether teammates are using the content.
- Preserve source files needed for later review.
Manage access
Workspace access affects files, artifacts, and related context.
General role guidance:
| Role | Typical use |
|---|
| Admin | Manage Workspace settings, members, and sensitive changes. |
| Editor | Add, edit, move, and create Workspace content. |
| Viewer | Read and use content without changing it. |
Review Workspace membership before adding sensitive or draft quality content. Shared Workspaces can expose files and artifacts to everyone with access.
Connect cloud files
If your organization enables integrations, you may be able to import from cloud sources such as Google Drive, OneDrive, or SharePoint.
Use cloud import when:
- The source file already lives in a team document library.
- You need Workspace context without manually downloading files.
- Teammates already maintain the source outside Sofie.
Integration availability depends on organization settings and your connected account permissions.
Detailed Workspace guide
Use Manage Workspace files, members, and context for step-by-step instructions on folders, uploads, moving content, member access, integrations, Workspace search, and adding Workspace context to chat. 
