Team Collaboration

Build shared knowledge bases, collaborate on research, and manage team access.

Workspaces

Workspaces are collaborative containers for documents, collections, and conversations.

Creating a Workspace

1. Click on the workspace selector in the top-left
2. Choose "Create New Workspace"
3. Enter a name and description
4. Invite team members

Workspace Roles

Role	View Documents	Upload Documents	Edit Collections	Invite Members	Manage Settings
Owner	✅	✅	✅	✅	✅
Editor	✅	✅	✅	❌	❌
Viewer	✅	❌	❌	❌	❌

Inviting Team Members

1. Go to Settings → Workspaces
2. Select the workspace
3. Click "Invite Members"
4. Enter email addresses
5. Assign roles (Owner, Editor, Viewer)
6. Send invitations

Collections

Collections organize documents by topic, project, or research area. They can be shared across your workspace.

Collection Permissions

Collections inherit workspace permissions:

• Workspace members can view all collections in the workspace
• Collection-specific settings can be configured for processing (chunking strategy, embedding model, etc.)
• Descriptions help AI agents select the right collection for queries

Creating Collections

1. Click "Knowledge Stack" icon in the sidebar
2. Click "Create Collection"
3. Enter name and description
4. Configure processing settings (optional)
5. Upload documents or connect external sources

Best Practice: Write detailed collection descriptions. The AI uses these to automatically select the most relevant collection for each query.

Collaborative Notes

The Notes feature provides real-time collaborative editing for team discussions and research synthesis.

Features

• Rich Text Editor - Bold, italic, headings, lists, code blocks
• Real-time Collaboration - Multiple users editing simultaneously
• Comments Panel - Threaded discussions
• Version History - Track changes over time
• Slash Commands - Quick formatting with /heading1, /code, etc.

Creating Notes

1. Click the Notes icon in the sidebar
2. Click "New Note"
3. Enter a title
4. Start writing

Sharing Notes

Notes are automatically shared with all workspace members. Use the comments panel for discussions.

Slash Commands

• /heading1, /heading2, /heading3 - Headings
• /bullet, /number - Lists
• /code - Code block
• /quote - Blockquote
• /image, /link - Insert media

Shared Conversations

Chat sessions can be shared with your workspace team.

Sharing a Chat

1. Open a chat session
2. Click the share icon
3. Select team members or "All workspace members"
4. Shared users can view the conversation and continue asking questions

Use Cases

• Research collaboration - Share literature review conversations
• Onboarding - New team members can see how questions are answered
• Knowledge transfer - Preserve institutional knowledge in searchable conversations

Document Management

Uploading Documents

Any workspace member with Editor or Owner role can upload documents.

Supported File Types:

• PDF (.pdf)
• EPUB (.epub)
• Microsoft Word (.docx, .doc)
• Text files (.txt, .md)
• CSV (.csv)
• And more...

Document Processing

Documents are processed asynchronously:

1. Upload - File is stored
2. Chunking - Text is split using selected strategy
3. Embedding - Chunks are vectorized
4. Indexing - Stored in pgvector and optionally Neo4j
5. Ready - Document is searchable

Processing status is visible in the Knowledge Stack dialog.

External Connectors

Connect cloud storage and academic databases to automatically sync documents.

Available Connectors

• Google Drive - Sync folders automatically
• Dropbox - Import files from Dropbox
• Notion - Pull pages and databases
• Google Scholar - Search and import papers
• Semantic Scholar - AI-powered paper search
• arXiv - Access preprint repository

Setting Up Connectors

1. Go to Settings → Workspace Connectors
2. Click on a connector (e.g., "Connect Google Drive")
3. Authorize access via OAuth
4. Configure sync settings
5. Select destination collection

All workspace members can benefit from connected sources, but only Owners can configure connectors.

See Integrations for detailed setup instructions.

Team Settings

Workspace Settings

Access via Settings → Workspaces tab:

• Workspace Name - Update workspace name
• Default Collection - Set default for uploads
• Storage Quota - View usage (cloud plans only)
• Members - Manage team members and roles
• Connectors - Configure external integrations

User Settings

Personal settings (apply to your account across all workspaces):

• Theme - Light, dark, or system
• Language - UI language preference
• AI Models - Default model selection
• Notifications - Email and in-app notifications

Collaboration Workflows

Research Team Workflow

1. Create workspace for the research project
2. Create collections by research topic or paper category
3. Connect academic sources (Google Scholar, arXiv)
4. Upload literature - PDFs, EPUBs, papers
5. Collaborative notes - Synthesize findings
6. Shared chats - Discuss insights

Documentation Team Workflow

1. Create workspace for the documentation project
2. Connect cloud storage (Google Drive, Notion)
3. Organize by topic using collections
4. Invite writers with Editor role
5. Use chat to query documentation
6. Share sessions for onboarding

Academic Institution Workflow

1. Department workspace for each research group
2. Shared collections for core literature
3. Student access via Viewer role
4. Professor ownership for management
5. Collaborative research with notes and chats

Privacy and Security

Data Access

• Workspace isolation - Documents in one workspace are not accessible from another
• Row Level Security (RLS) - Database-level access control
• Role-based permissions - Fine-grained control over who can do what

Data Ownership

• You own your data - Documents belong to the workspace owner
• Export anytime - Download all documents and data
• Delete anytime - Complete data removal on request

Deployment Options

Desktop App (Open Source):

• Run locally on your machine
• Full data sovereignty
• All research features included
• See Getting Started for download

Enterprise On-Premise:

• Deploy our team collaboration code to your cloud infrastructure
• Full control over data and hosting
• Custom deployment support available
• See Deployment Guide for instructions

Related Documentation

• User Guide - General usage
• Integrations - Connect external sources
• FAQ - Common questions
• Settings - Configuration options

Tips for Effective Collaboration

1. Write detailed collection descriptions - Helps AI route queries correctly
2. Use consistent naming - Makes collections easy to find
3. Share conversations - Preserve knowledge in chat history
4. Leverage connectors - Automate document ingestion
5. Organize by project - Create workspaces for each major initiative
6. Assign roles thoughtfully - Limit Owners to maintain consistency