Projects
What is a project?
Section titled “What is a project?”A project is the desk for one particular piece of work: the files that belong to it right now, what the project knows, and the conversations about it. All in one place, for everyone involved.
A typical project is a proposal, a tender, a customer engagement, an audit or a product launch. You upload the documents, keep track of where things stand and hold your chats inside it. In those chats the AI knows the state and the files without you selecting anything.
How this differs from the knowledge base: The knowledge base is your curated company knowledge and stays for good: manuals, policies, the product catalogue. A project holds the working state of one particular thing, and it is allowed to disappear once that thing is done.
Projects are included in the Business and Max license. Within your workspace, the “Use projects” group permission controls who may see and create them, see Groups and models. By default every member has it. Anyone without it is not shown the area at all.
Creating a project
Section titled “Creating a project”You reach your projects via the sidebar → Projects. In the sidebar itself they appear under My projects, and whatever colleagues have shared with you under Shared with me. The overview page shows them all together as cards, with a search box above them.
“New project” offers two ways in:
- Fill in myself: you enter a name and description and land in the new project straight away.
- Create in a chat: a short conversation clarifies what the work is about and creates the project afterwards.
The description is optional but worth writing: it becomes the starting point of the project context and is the first thing the AI reads about the project.
A new project belongs to you alone at first. Who else may enter it is up to you under Access.
The project page
Section titled “The project page”The project’s start page shows its name and description at the top, with the chats below in two groups: My chats and Shared with the project.
On the right sits the project panel with everything that belongs to the project: the number of files including their processing state, the people involved and their role, the chat lists, and the “Configure” button (members who may only read the project find “Details” there). This panel follows you into every chat in the project, so you never have to go back to the start page to add a file.
“Configure” takes you to the settings with three tabs: General (name, description, owner, access, deletion), Context and Files.
In the Files tab you drag files into the drop area or pick them via “Select files”.
Every uploaded file goes through a short processing step and then becomes searchable. Each file shows where it stands:
- Processing: the file is being read and prepared
- Searchable: the AI can find its content from now on
- Failed: the file could not be read, with a button to try again
For most finished files a short description of their content is generated automatically, so you can tell what is in what even in a long list. It is left out when there is next to nothing in the file, an empty page for instance. Scanned documents are not affected: their text is read out of the scan, and images are described by the AI itself.
What you can upload: PDF, Word, PowerPoint, Excel, HTML, CSV, Markdown, text files and images (PNG, JPG, TIFF, BMP, GIF). For the Office formats this means the current ones (.docx, .xlsx, .pptx); the pre-2007 ones (.doc, .xls, .ppt) are rejected, so save them again in the newer format first. A single file may be up to 50 MB, and a project may hold up to 500 files.
Same name, new version: uploading a file the project already has asks you first and shows which file would be replaced. Confirm and the new version takes its place, for everybody in the project. That is the convenient way to hand in a newer version.
Deleting affects everyone: a deleted file is gone for everyone involved and stops being searchable.
Project files count towards your company’s storage, just like connected data sources. How much space you have depends on your licenses. Administrators see how much is used under Settings → Data sources; as soon as projects take up space, the Storage usage bar splits into Connected systems and Projects.
When the quota is full, the upload is refused. Unlike a connected data source, the file does not queue up waiting for space; once you have cleared some, simply upload it again.
Chats in a project
Section titled “Chats in a project”A project holds two kinds of chats, and you choose which one you start:
- New chat: private, only you can see it
- Shared chat: visible to everyone who can see the project
Visibility is not a one-way street. For every chat, the project panel carries the Visibility of this chat switch with its two positions, Only me and In the project. So you can make a private chat visible later, once something comes out of it that concerns the others. Switching back to Only me works as long as nobody else has written in it: once a colleague has replied, the chat stays in the project so their contributions do not vanish from their own view.
What the AI knows in a project chat: the project context and all of the project’s files, without you selecting anything.
Important: this only applies inside the project. An ordinary chat outside leaves project files out, including those from your own projects. If you want the AI to search a project’s documents, hold the conversation in the project.
Filing an existing chat under a project
Section titled “Filing an existing chat under a project”Work often starts as an ordinary chat and only later turns out to deserve a project. Via the menu on a chat in your history, choose “File under a project”. The chat moves into the project and leaves your general history. It stays private; sharing is a separate step.
Taking it back out happens elsewhere: in the project panel the chat appears under My chats, and its menu there carries “Remove from project”.
You can also simply say so: “Let’s open a project for this”. The AI creates it and, if you want, takes the running conversation along with the files you attached to it. Those files go through the same processing as an upload and are searchable afterwards.
The project context
Section titled “The project context”The context is what the project knows about itself: what it is for, where it stands, what has been decided. It is available in every chat in the project.
You find it under Configure → Context. It comes pre-structured when the project is created:
- What this is about (where your description lands)
- Where it stands
- Decisions
- Open points
- Further notes
You can edit the text directly in the editor, and the AI keeps it up to date as you work: when something is decided, a date or amount is fixed, or an open point is closed, it records that here. What the project’s files already say is not repeated.
“History” shows every earlier version with its time and author, lets you compare it against the current one and restore it. You can see whether you, a colleague or the AI wrote a given version.
Tip: keep the board short. Detail belongs in notes of its own next to the board, which merely points at them; the AI creates them on request. This does not mean the uploaded project files, which stand on their own anyway. If the board grows too long, the editor says so.
Access: who may do what?
Section titled “Access: who may do what?”Anyone with access sees the project’s files and the chats shared in it. Other people’s private chats stay private.
In the General tab you add colleagues or whole groups under People and groups and give each one a role:
| Role | May |
|---|---|
| Read only | Read, search and chat in the project |
| Can edit | Also change files and context |
| Can administer | Also manage access and delete the project |
The owner is shown in the same place. “Change owner” hands the project to somebody else in your workspace, for example when responsibility moves on or somebody leaves the company. Everyone who may administer the project can do this, not just the owner.
Careful: after the handover the previous owner holds no role in this project any more. If they are to keep working on it, add them to the People and groups list first.
Hiding a project: whatever you no longer need, you hide from your list via the menu on the project card, shared and your own alike. That is purely your own view and changes nothing for the others. A Hidden section then appears at the bottom of the projects overview, where you bring them back.
Deleting a project
Section titled “Deleting a project”Once the work is done, the project can go. “Delete project” sits at the bottom of Configure → General. As a safeguard you have to type the project’s name.
Files and context are removed for good, for everyone with access, and cannot be brought back. The chats survive: they return to the general history of whoever held them, and are therefore no longer visible to the other people involved.