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Create a Workspace

Workspaces are the foundation of your Vectense Platform organization. They provide isolated environments where teams can collaborate on AI workflows, manage knowledge bases, and organize automation projects.

What is a Workspace?​

A workspace is a self-contained environment that includes:

  • User Access Control: Team members with specific roles and permissions
  • AI Models: Configured language models for workflow execution
  • Knowledge Bases: Document stores and data sources for AI context
  • Workflows: Automation processes and business logic
  • Jobs: Execution history and monitoring data
  • Settings: Workspace-specific configuration and preferences

Creating a Workspace​

Via Setup Assistant​

During initial setup, the Setup Assistant guides you through workspace creation with:

  • Simplified configuration options
  • Recommended default settings
  • Integration with model and knowledge setup

Via Main Interface​

After initial setup, create additional workspaces through:

  1. Navigation: Click the workspace selector in the top navigation
  2. New Workspace: Select "Create New Workspace"
  3. Configuration: Follow the workspace creation wizard

Workspace Configuration​

Basic Information​

Workspace Name

  • Descriptive name for your team or project
  • Displayed throughout the interface
  • Can be changed later in workspace settings
  • Examples: "Marketing Automation", "Customer Service AI", "Document Processing"

Workspace URL

  • Unique identifier for accessing the workspace
  • Used in URLs and API endpoints
  • Cannot be changed after creation
  • Must be lowercase, alphanumeric, and may include hyphens
  • Examples: marketing-ai, customer-service, doc-processing

Description (Optional)

  • Brief description of the workspace purpose
  • Helps team members understand the workspace scope
  • Visible in workspace listings and selection

Access Control Setup​

Workspace Creator

  • Automatically becomes the workspace administrator
  • Has full access to all workspace features
  • Can invite other users and manage permissions

Initial Team Setup

  • Add team members during workspace creation
  • Assign roles and permissions
  • Send invitation emails automatically

Resource Allocation​

Storage Limits

  • Configure document and data storage limits
  • Set quotas for knowledge base content
  • Monitor usage against allocated resources

Processing Limits

  • Set limits on workflow execution
  • Configure model usage quotas
  • Manage costs and resource consumption

Workspace Roles and Permissions​

Administrator​

Full access to all workspace features:

  • Manage users and permissions
  • Configure models and knowledge bases
  • Create and modify workflows
  • Access all administration features
  • View usage metrics and billing

Editor​

Can create and modify content:

  • Create and edit workflows
  • Manage knowledge bases
  • Configure integrations
  • Run manual tests and workflows
  • View job histories and logs

Viewer​

Read-only access to workspace content:

  • View workflows and configurations
  • Access knowledge base content
  • Monitor job execution
  • View reports and metrics
  • Cannot modify or create content

Custom Roles​

Configure custom permission sets for specific use cases:

  • Workflow-specific access
  • Model usage restrictions
  • Knowledge base limitations
  • Integration permissions

Initial Workspace Setup​

1. Model Configuration​

After workspace creation, configure your first AI model:

  • Choose Provider: OpenAI, Anthropic, Mistral, or Ollama
  • Enter Credentials: API keys or endpoint configurations
  • Test Connection: Verify model accessibility
  • Set Defaults: Configure default models for workflows

2. Knowledge Base Creation​

Set up your first knowledge source:

  • Select Type: File uploads, web content, or local files
  • Configure Access: Set up data source connections
  • Upload Content: Add initial documents or data
  • Test Retrieval: Verify knowledge base functionality

3. Team Invitations​

Invite team members to collaborate:

  • Add Users: Enter email addresses for team members
  • Assign Roles: Set appropriate permission levels
  • Send Invitations: Automatic email invitations with setup links
  • Onboarding: Provide access to workspace resources

4. Integration Setup​

Connect to external systems:

  • Webhook Endpoints: Configure external system connections
  • API Access: Set up integration credentials
  • File Systems: Connect to network drives and repositories
  • Database Access: Configure data source connections

Workspace Management​

Workspace Settings​

Access workspace configuration through:

  • General Settings: Name, description, and basic configuration
  • User Management: Add, remove, and modify user permissions
  • License Information: View license status and usage
  • Resource Usage: Monitor storage and processing consumption

Data Migration​

When moving between workspaces:

  • Export Workflows: Save workflow definitions for import
  • Knowledge Transfer: Copy knowledge bases between workspaces
  • Model Configurations: Duplicate model setups
  • User Permissions: Replicate access control settings

Workspace Backup​

Protect your workspace data:

  • Automatic Backups: Regular system-level backups
  • Export Options: Manual data export capabilities
  • Version Control: Workflow and configuration versioning
  • Recovery Procedures: Data restoration processes

Best Practices​

Workspace Organization​

  • Purpose-Driven: Create workspaces around specific business functions
  • Team Alignment: Align workspaces with organizational teams
  • Project Scope: Use separate workspaces for different projects
  • Development Stages: Consider separate dev/test/production workspaces

Access Management​

  • Principle of Least Privilege: Grant minimum necessary permissions
  • Regular Reviews: Periodically review user access and roles
  • Role Templates: Create standard role configurations
  • Audit Trails: Monitor user activity and changes

Resource Planning​

  • Usage Monitoring: Track model and storage consumption
  • Cost Management: Set up alerts for usage thresholds
  • Capacity Planning: Plan for growth and scaling needs
  • Performance Optimization: Monitor and optimize workflow efficiency

Troubleshooting​

Workspace Creation Issues​

URL Already Exists

  • Choose a different workspace URL
  • Check for typos or similar names
  • Use organization prefixes for uniqueness

Permission Errors

  • Verify user has workspace creation rights
  • Check license limitations on workspace count
  • Contact administrator for permission resolution

Resource Limitations

  • Check available storage quota
  • Verify license allows additional workspaces
  • Review system resource availability

Access Problems​

User Invitation Failures

  • Verify email addresses are correct
  • Check email delivery and spam folders
  • Resend invitations if necessary

Permission Issues

  • Review user role assignments
  • Check workspace-level permissions
  • Verify license feature availability

Next Steps​

After creating your workspace:

  1. Configure Models: Set up AI model providers
  2. Create Knowledge Bases: Add your first knowledge sources
  3. Build Workflows: Create your first automation
  4. Invite Team Members: Add collaborators
  5. Monitor Usage: Track performance and costs

Your workspace is now ready for AI-powered automation and collaboration!