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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.

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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.

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Workspace types

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Create a Workspace

1

Open Workspaces

Click Workspaces in the sidebar.
2

Start creation

Click New Workspace from the home shortcuts or open the create option on the Workspaces page.
3

Name the Workspace

Use a name that identifies the product, process, campaign, or workstream.
4

Add a description

Describe what belongs in the Workspace and what is out of scope.
5

Invite teammates

Add teammates and choose a role such as Admin, Editor, or Viewer.
Good Workspace names:
  • Fill-finish deviation DI-2026-014
  • Stage 2 PPQ protocol package
  • Tech transfer - product A to CDMO B
  • APR 2026 source files
Sofie onboarding screen showing Workspaces for organizing shared work

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Use the Workspace tabs

Workspace detail pages organize work into tabs.

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Add and organize files

Use Create in the Workspace to add:
  • New Folder
  • New Surface
  • 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:
Keep file names descriptive. Sofie and teammates can work faster with PPQ sampling rationale v2.docx than draft-final-new.docx.

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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 assay
  • acceptance criteria
  • open 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.

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Use a Workspace in chat

Start a chat from the Workspace or add the Workspace as context. Example:
Better prompts tell Sofie:
  • 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.

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Manage artifacts

Artifacts connected to a Workspace stay with the project context. Use:
  • Surface for interactive trackers, forms, dashboards, page-based deliverables, and slide decks.
  • 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.

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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.

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Manage access

Workspace access affects files, artifacts, and related context. General role guidance:
Review Workspace membership before adding sensitive or draft quality content. Shared Workspaces can expose files and artifacts to everyone with access.When you create or move a Surface into a Workspace, every Workspace member receives inherited Viewer access to its current live version. They cannot use that inherited access to open drafts or previous versions. Direct Surface shares remain separate.

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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.

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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.