Organize Workspaces and Projects

AiNecto organizes information as Workspace → Project → Folder → Document. A workspace is the broadest operating boundary for a set of projects. A project is the basic unit in which people and Agents share one work context.

What is a workspace?

A workspace groups related projects. You can separate workspaces by company, organization, team, client, or another boundary that should be managed independently.

For example, one organization might keep these projects in the same workspace:

• Product launch
• Customer research
• Brand refresh
• Operations automation

Keep actual materials and execution records in projects with a clear purpose rather than accumulating working documents at the workspace level.

Workspace versus project

	Workspace	Project
Purpose	Groups several projects	Holds one work objective and its context
Contains	Projects	Folders, documents, Kanban, and deliverables
Useful boundary	Organization, team, client, or operating area	Launch, research, campaign, or development initiative
Agent use	Narrows the area to search	Reads context and saves results here

A project is more than a document container. Operate it as shared work memory that connects goals, decisions, active work, and results.

Choose the workspace first

Show me the workspaces I can access and the projects in each one.

Projects can share a name across workspaces. Include both the workspace and project when the name alone could point to the wrong place.

Use [project name] in [workspace name] as the work target.

An Agent sees only the workspaces and projects available to the connected user. If an expected item is missing, check the connected account and access permissions.

Create a workspace

Create a workspace when no existing workspace matches the work boundary.

Create a workspace named [workspace name].

Use the name to describe the organization or operating boundary. Use the description to explain which projects belong there. After creation, confirm the name and description before adding projects.

Too many workspaces fragment search and collaboration. A workspace that combines unrelated clients, organizations, or security boundaries becomes difficult to manage.

Add people to a workspace

Use the workspace sharing or member management screen in the AiNecto web app.

1. Open the target workspace.
2. Open sharing or member management.
3. Select the person or enter the correct email.
4. Choose the required role.
5. Confirm the target and scope before inviting or adding the person.

A workspace member participates within that workspace according to their role:

• Owner — ownership and full administration
• Admin — members and sharing boundaries
• Editor — create and edit materials
• Viewer — view materials and participate in comments

Add a person to the workspace only when they need to work across its projects. If they need one project, use project sharing instead.

Workspace invitations, role changes, and removals are performed in the AiNecto web app and need a Team plan. People outside your team join as Viewers through an invitation email. An Agent works only within the permissions already granted to the connected user.

Create a project

Start with a small piece of real work.

Create a project named [work name].

A project belongs to one workspace. If several workspaces are available, include the destination.

Create a project named [work name] in [workspace name].

Choose a name that identifies the work objective, and use the description to state what the project is intended to solve. Confirm the workspace, project name, and description after creation.

Add people to a project

When someone needs only one project, add them from that project's sharing screen in the AiNecto web app.

1. Confirm the workspace and project.
2. Open project sharing.
3. Select the person or enter the correct email.
4. Choose the role needed in this project.
5. Check the folders and documents that will be visible, then add the person.

Afterward, confirm that the person can open the project, see the required materials, participate in comments and Kanban, and does not have broader access than necessary.

Before removing a project member, hand off their Kanban assignments and review requests, then preserve important decisions and progress in the project documents.

Project role changes and removals are performed in the AiNecto web app. You can add people in the web app or ask your connected Agent to invite them with the role you choose; both need a Team plan and owner or admin rights on the project — see Connect the Agent You Already Use.

Review access after adding a person

• Is this the correct workspace or project?
• Is the role no broader than necessary?
• Does a parent scope grant more access than expected?
• Is there a closer folder or document sharing rule?
• Has access for people who no longer participate been removed?
• Does the account used by the Agent have only the intended permissions?

Understand the full structure

• Workspace — groups related projects
• Project — holds one work objective and its context
• Folder — separates context, active work, reviews, deliverables, and references
• Document — Markdown, Kanban, HTML, Diagram, OpenAPI, File, or ERD
• Attachment — a file kept with a specific document or collaboration context

Always identify the workspace and project of a document. This helps distinguish same-name documents and obsolete materials.

Inspect the current structure

Show me the projects in [workspace name].

Show me the folders and documents in [project name].

If an expected item is missing, check the connected account, workspace, same-name projects, permissions, moves or renames, and archive or trash status.

Add folders when they become useful

Do not build a large hierarchy before the work exists. Create the first source-of-truth document, then add structure as the project grows.

Example:

• 00 Context and Decisions
• 10 Work in Progress
• 20 Review Results
• 30 Specialized Deliverables
• 90 References

Create a folder named 00 Context and Decisions, then move the Project Context document into it.

Move the existing document instead of copying or recreating it. If the target is ambiguous, inspect the candidates first.

Move a project to another workspace

Move a project when its owner or operating boundary changes. Before moving it, check write access to the destination and how the move will affect members.

Move [project name] to [destination workspace].

Afterward, review who can see the project, its sharing scope, linked documents, and active Kanban work. A workspace move can change the collaboration boundary; it is not merely visual reordering.

Rename and move items

Workspace, project, folder, and document names can change as the work evolves. Documents can move between folders in the same project.

Confirm that the new name still explains the purpose, does not conflict with a similar item, and can be found by the next person or Agent. Update references that still use the old name.

Show me the workspace, project, folder, and document structure after the change.

Place documents and deliverables

• Markdown — goals, decisions, open questions, and next actions
• Kanban — executable work, owners, and review flow
• HTML — browser-based content, screens, and prototypes
• Diagram — flows, relationships, and structures
• OpenAPI — API contracts
• File — source and output files
• ERD — data structures

Keep the current standard and key decisions linked from the Markdown source of truth even when specialized deliverables live separately.

File versus attachment

A File is an independent item in the project tree. An attachment is viewed with a particular document or collaboration context.

Uploading a file does not create project context by itself. Summarize important content in Markdown and link the original file as evidence. Before sharing sensitive files, review their workspace, project, folder, document, and public-link exposure.

Work with several documents

Use app tabs to compare the source of truth, reference material, and deliverables. When several tabs are open, confirm the active document and save target.

An Agent does not automatically treat the visible tab as its work target.

Read [document name] in [project name] in [workspace name].

Choose the right boundary

Create a new workspace when the organization, owner, project list, or access boundary must be separate.

Create a new project in the same workspace when the objective, completion criteria, source of truth, deliverable life cycle, Kanban, or review flow is distinct.

Add a folder to the existing project when the goal and responsibility stay the same and only the material type needs organization.

Next, go to Search, Versions, and Restore to find the correct material inside that structure.