Learn how to upload, organize, and manage files in your workspace—the secure foundation for all Smith AI conversations. We'll cover file management, folder organization, search and filtering, security architecture, and best practices for effective workspace structure.
What Is Your Workspace?
Your workspace is your personal knowledge base—a secure collection of files and folders that Smith can reference when answering questions. Upload documents, organize them into folders, and select which files to include in conversations. This transforms Smith from a general chatbot into a specialized assistant that understands your specific business context.
Organize Files
Structure documents in folders that fit your workflow
Secure Storage
Encrypted and isolated in your secure environment
Quick Search
Instant, responsive search across all files
Accessing Your Workspace
Access your workspace from two locations: the "My Workspace Files" panel on the homepage's left sidebar (collapsed view showing top-level folders), or click the "My Workspace" button in the top navigation for the full workspace interface with three tabs: Files, Prompts, and Personas.
Navigate to My Workspace
Click the "My Workspace" button in the top navigation bar (next to "Smith AI").
Select the Files Tab
Choose between Files, Prompts, or Personas. The Files tab opens by default.
View All Files or Recent Files
Toggle between "All Files" (folder structure) and "Recent" (chronological list) views.
Uploading Files to Your Workspace
Smith accepts PDF, Excel (.xls, .xlsx), Word (.doc, .docx), CSV, JSON, XML, and common image files (.png, .jpg, .jpeg). Maximum file size is 25MB. Additional file types will be supported over time.
Browse to Upload
Click "Browse files to upload" in the dashed-border upload area, select files, and they upload immediately.
Drag and Drop
Drag files directly into the upload area for the fastest method when uploading multiple documents.
Files upload to the currently viewed folder. Navigate to your destination folder first, then upload—files will land exactly where you want them.
Creating and Managing Folders
Folders help you maintain a clean, logical workspace structure. Create folders from the file tree on the left by right-clicking any folder to access "Add Folder" and "Favorite" options.
Creating New Folders
Right-click any folder in the file tree to see "Add Folder" and "Favorite" options. Give your folder a descriptive name and choose whether it's top-level or nested. Folders appear alphabetically in the tree immediately after creation.
Searching the File Tree
The search box at the top of "My Workspace Files" provides real-time filtering. As you type, the tree immediately shows only matching folders and files. Perfect for deeply nested structures—no need to click through multiple levels.
Moving Files Between Folders
Click the three-dot menu next to any file and select "Move." A dialog shows your complete folder structure. Select the destination and click "Move" to relocate instantly.
Right-Click Quick Actions
Right-click any file or folder in the file tree for quick access to common actions. For folders: "Add Folder" (create subfolder) and "Favorite" (mark for easy access). For files: Preview, Rename, Move, Download, and Delete—all from a convenient context menu.
Viewing Details & Comments
Click any file or folder name to open its details panel showing metadata (type, size, location, upload date, uploader) and comments. The Comments tab displays system-generated audit logs (uploads, updates) and lets you add notes about purpose or contents.
Working with Files
Once files are in your workspace, Smith provides tools to view details, manage metadata, and perform actions. Click any file to open its details panel, or use the three-dot menu for quick actions.
File Details & Metadata
Click any file name to open the details panel showing file name, size, folder location, upload date, and uploader. The Comments tab tracks all changes with timestamps and user attribution—a complete audit trail of activity.
Multi-Select for Bulk Actions
Select multiple files using checkboxes. A blue action bar appears at the bottom with options: Move (relocate to different folder), Download (batch download), and Delete (remove permanently). Click X to deselect all. Works in both "All Files" and "Recent" views.
Individual File Actions
Filtering and Searching Your Workspace
Find files quickly with filters and search. Click "Show Filters" to narrow by Created Date (today, yesterday, this week, this month, last month, older), Created By (specific users), or Type (files vs folders). Combine filters for precision—like "files created this week by John Smith."
The search bar provides instant results across all file and folder names. Start typing and matches appear immediately. Search is case-insensitive, works in both "All Files" and "Recent" views, and respects active filters.
Recent Tab: View all activity chronologically with newest uploads first—perfect when you remember uploading yesterday but forgot the folder.
Using Files in Conversations
The workspace bridges your documents and Smith's AI capabilities. When you include files in conversations, Smith analyzes their contents and provides insights based on your actual data.
Select files or folders from the "My Workspace Files" panel when starting conversations, or attach files to specific prompts using the + icon in the chat input. Smith reads contents across all supported file types—PDFs, Word documents, spreadsheets, CSVs, and more.
Example Workspace-Powered Queries
Financial Analysis
"Compare revenue across all quarterly reports and identify trends."
Smith synthesizes data from multiple Excel/PDF files.
Contract Review
"What are the termination clauses in all client contracts?"
Extracts specific sections from legal documents.
Data Extraction
"Create a summary table of customer names and account numbers."
Parses and reformats structured spreadsheet data.
Research Synthesis
"Summarize key recommendations from all analyst reports."
Reads entire folders and synthesizes insights.
Ask Smith to cite its sources by including "cite your sources" in your question. Smith will identify the specific files referenced when generating responses, helping you verify information.
Understanding Data Security and Storage
Your workspace data is stored in Smith's secure cloud infrastructure with enterprise-grade protection. All files are encrypted in transit (TLS/SSL) and at rest (AES-256). Your data is isolated to your specific instance—no other users can access your files, and your data is never used to train AI models.
🔒 Encryption & Isolation
Files encrypted with TLS/SSL (transit) and AES-256 (rest). Complete data isolation from other users.
🚫 No Model Training
Uploaded data is only used for your queries—never for training AI models.
📋 Complete Audit Trail
All uploads, updates, and deletions logged with timestamps and user attribution.
👤 Full Data Ownership
You retain complete ownership of all uploaded content. Delete anytime.
Workspaces are currently personal—your files are visible only to you. Team members each have separate workspaces. Files sync automatically every 24 hours with the backend for consistency and reliability.
Team Workspace Collaboration
Shared workspaces will enable teams to access the same files and folders. Designate folders as "Team Shared" so all organization members can access them in conversations while keeping other files private.
Workspace Best Practices
Organizing your workspace effectively from the start saves time and frustration later. These best practices will help you maintain a clean, efficient workspace as it grows.
Tips for Workspace Organization
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📝
Use Descriptive Names
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Name files and folders clearly so you can identify their contents at a glance. "Q4_2024_Budget_Variance_Report.pdf" is better than "Report_Final_v3.pdf." |
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🗂️
Create Logical Hierarchies
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Organize folders by project, client, department, or date. Nested folders work well: "Clients → ABC Corp → 2024 → Q4 Reports" creates a clear path. |
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🧹
Clean Up Regularly
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Delete outdated files, consolidate duplicate documents, and archive completed projects. A lean workspace is easier to search and navigate. |
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Use Comments for Context
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Add comments to folders explaining their purpose or to files noting important details. Future you will thank current you for the documentation. |
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📥
Leverage "Unassigned" for Sorting
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When uploading new files, it's okay to dump them in "Unassigned" temporarily. Set aside time weekly to move them into proper folders. |
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🎯
Select Files Strategically
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When starting conversations, select only the files relevant to your question. Too many files can dilute Smith's focus; too few might miss important context. |
Related Articles
Related Articles
Starting and Managing Conversations
Learn how to use your workspace files in AI conversations to get intelligent, context-aware responses from Smith.
Using and Creating Prompts
Discover how to create reusable prompts that reference specific files and folders in your workspace.
Managing Your Account & Security
Understand security settings, data protection features, and best practices for keeping your workspace secure.
Next Steps: Start organizing your workspace by creating a logical folder structure that matches your workflow. Upload your most frequently referenced documents, then begin conversations that leverage these files for context-aware AI assistance. A well-organized workspace is the foundation for powerful, productive interactions with Smith.
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