Creating & Configuring Workspace & Sub-workspaces

Introduction to Workspaces

A Workspace is the first operational layer under your Organization in SoterAI. It’s where most of the day-to-day AI work takes place (Chat, Workflows, IQ documents, Action Dashboard, etc.). Think of a Workspace as a “project” or “team” space under the umbrella of your Organization.

Who Can Create a Workspace?

•Organization Owners can always create a Workspace.

•Managers (if granted permission by the Organization Owner) can also create additional Workspaces for the Organization.

Creating Your First Workspace

If you have no Workspaces yet (e.g., a brand-new Organization), follow these steps:

1. Go to Your Organization Page

• As an Organization Owner, you’ll see an overview of your Organization, including any Workspaces (which will be empty initially if you have none).

2. Click on “Add New button”

•You may see a button labeled “Add New"

3. Enter Workspace Details

• Workspace Title: The name of your Workspace (e.g., “Marketing Team,” “North America Operations,” etc.).

• Description (Optional): Short summary of this Workspace’s purpose.

• Additional Fields (optional): Depending on your configuration, you might see fields like Company Name, Industry, or Location that help define the AI context for this Workspace.

4. Save and Confirm

•Once you’ve saved, the system creates a new Workspace entry under your Organization. You’ll be taken to that Workspace’s dashboard or overview.

Configuring Workspace Settings

After creating or opening an existing Workspace, you can configure the following:

1. Workspace Details

• Title / Display Name: Update the name to reflect the team or project accurately.

• Logo (optional): Upload an image to represent this Workspace in the interface.

2. AI Context Configuration

• Company Name / Industry / Location: These fields feed into your AI engine (known as “IQ”) and help tailor regulatory matrices, language, or data suggestions.

• IQ Database: Add documents specific to this Workspace. Anything added here will also be available in any Sub-workspace you create later.

3. User Roles & Memberships

• Click Members (or User Management) to see who has access.

• Invite users via email and assign them a role (Manager, User, Chat-Only, Read-Only).

• For more details on roles, see our Roles, Access, Permissions Page.

Creating Sub-workspaces

A Sub-workspace is a “child” of a parent Workspace. It inherits core data and settings (IQ documents, regulatory matrices) from the parent but can override or refine them. Sub-workspaces are ideal for teams, departments, or special projects that need more tailored AI insights.

Who Can Create a Sub-workspace?

•Workspace Managers can create Sub-workspaces within the Workspace they manage.

•Organization Owners automatically have Manager privileges in all Workspaces, so they can also create Sub-workspaces anywhere.

Steps to Create a Sub-workspace

1. Open the Organization Workspace Page

• Click on the Add New Button

2. In Create New Pop-up Window, Select Parent Workspace

• Select the workspace that you wish to create a sub-workspace underneath

3. Enter Sub-workspace Details

• Title: Name the sub-workspace (e.g., “European Operations,” “R&D Team,” etc.).

• Refine AI Context: If needed, adjust the location, industry, or additional metadata to make it more specialized.

4. Assign Roles

• Sub-workspace Managers can be the same or different from the parent’s managers, as long as the new role does not downgrade an inherited higher role.

• Invite new members if this Sub-workspace’s team differs from the parent.

Best Practices for Organizing Workspaces

1. Department vs. Project

• Create separate top-level Workspaces for major departments or lines of business (e.g., North America, EU, Asia).

• Use Sub-workspaces for distinct projects or sub-teams (e.g., “Charlotte Facility”, "Chicago Facility").

2. Regulatory / Compliance Focus

• If certain regions or business functions require special compliance considerations, use Sub-workspaces to refine regulatory matrices or IQ settings.

3. Simplify Where Possible

• Avoid creating too many levels of Sub-workspaces unless necessary. The deeper your hierarchy, the more complex it can be to manage roles and data.

4. Keep Naming Conventions Clear

• Consistent naming helps users quickly identify where they are in the hierarchy.

• Example: Workspace: “Organization – Global,” Sub-workspace: “Region – EU Region.”

Next Steps

•Once your Workspaces and Sub-workspaces are set up, learn how to Invite Users effectively, so everyone on your team can collaborate.

•To explore how data and compliance settings cascade through this structure, check out our article on IQ Set-up.