1. Introduction & Overview
Workspace Settings allow you to customize how your workspace behaves, looks, and functions. You can configure chat behavior, manage workspace appearance, control document search settings, and manage team members—all from one convenient location.
Key Features:
- Customize workspace name and appearance
- Configure AI chat behavior and models
- Manage document search settings
- Add and manage workspace members
- Set up suggested chat messages
Who Can Access:
- Managers and Admins can access all workspace settings
- Default users cannot access workspace settings
2. How to Access Workspace Settings
Workspace Settings allow you to customize how your workspace behaves, looks, and functions. You can configure chat behavior, manage workspace appearance, control document search settings, and manage team members—all from one convenient location.
There are several ways to open workspace settings:
From Workspace Dashboard
Steps:
1. Navigate to your workspace dashboard
2. Look for the gear icon (⚙️) in the Quick Actions area
3. Click the gear icon labeled "Workspace Settings"
4. You'll be taken to the General Appearance tab
From Sidebar
Steps:
1. Hover over your workspace name in the sidebar
2. A floating menu will appear
3. Click the settings option (gear icon)
4. Settings page opens
Direct Navigation
If you know the workspace name (slug), you can navigate directly to:
- General: /workspace/[workspace-name]/settings/general-appearance
- Chat Settings: /workspace/[workspace-name]/settings/chat-settings
- Vector Database: /workspace/[workspace-name]/settings/vector-database
- Members: /workspace/[workspace-name]/settings/members
3. Settings Tabs Overview
The workspace settings page is organized into four main tabs:
1. General Appearance - Workspace identity and basic settings
2. Chat Settings - AI behavior and chat configuration
3. Vector Database - Document search and retrieval settings
4. Members - Team member management (Managers/Admins only)
Each tab appears as a clickable button at the top of the settings page. The active tab is highlighted in blue.
4. General Appearance Settings
This tab controls how your workspace looks and basic workspace information.
Workspace Name
What It Does:
- Sets the display name for your workspace
- Appears in sidebar, dashboard, and throughout the app
How to Change:
- Type a new name in the workspace name field
- Name must be 2-80 characters long
- Click "Update workspace" when done
Workspace Profile Picture
What It Does:
- Sets a custom image for your workspace
- Appears in workspace lists and headers
How to Change:
- Click the profile picture area
- Upload an image from your computer
- Image is saved automatically
Suggested Chat Messages
What It Does:
- Creates quick-start messages that appear on the home page
- Helps users discover useful questions to ask
- Each suggestion has a heading and full message text
How to Manage:
- Add new suggestions with the "+" button
- Edit existing suggestions by clicking on them
- Remove suggestions with the X button
- Changes save automatically
Delete Workspace
What It Does:
- Permanently removes the workspace and all its data
- This action cannot be undone
How to Delete:
- Scroll to the bottom of General Appearance tab
- Click "Delete Workspace" button
- Confirm the deletion
- Warning: All chats, documents, and settings will be lost
5. Chat Settings
This tab controls how the AI assistant behaves in conversations.
AI Model Selection
What It Does:
- Chooses which AI model to use for this workspace
- Different models have different capabilities and costs
How to Change:
- Select from available models in the dropdown
- Model options depend on your system configuration
- Changes apply to new conversations
Chat Mode
What It Does:
- Sets how the AI responds to questions
- Chat Mode: Conversational, contextual responses
- Query Mode: Direct, factual answers
How to Change:
- Toggle between "Chat" and "Query" modes
- Chat mode is more conversational
- Query mode is more focused on facts
Chat History Settings
What It Does:
- Controls whether conversations are saved
- Determines how much context the AI remembers
How to Configure:
- Enable or disable chat history
- Set how many previous messages to remember
- Useful for privacy or context management
System Prompt
What It Does:
- Sets instructions for how the AI should behave
- Customizes the AI's personality and response style
- Workspace-specific instructions override defaults
How to Set:
- Enter your custom instructions in the prompt field
- Be clear and specific about desired behavior
- Changes affect all new conversations
Temperature Settings
What It Does:
- Controls how creative or focused the AI responses are
- Lower values = more focused and consistent
- Higher values = more creative and varied
How to Adjust:
- Use the slider to set temperature (0.0 to 2.0)
- Default is usually around 0.7
- Adjust based on your needs
Query Refusal Response
What It Does:
- Sets a custom message when AI refuses to answer
- Appears when AI cannot or should not respond
How to Customize:
- Enter your preferred refusal message
- Leave blank to use system default
- Useful for brand consistency
6. Vector Database Settings
This tab controls how documents are searched and retrieved.
Database Identifier
What It Shows:
- Displays which vector database is being used
- Shows connection status
- Usually set by system administrators
Vector Count
What It Shows:
- Number of document chunks stored in the database
- Updates automatically as documents are added
- Useful for monitoring workspace size
Max Context Snippets
What It Does:
- Sets how many document snippets to include in responses
- More snippets = more context but longer responses
- Fewer snippets = faster but less detailed answers
How to Adjust:
- Set the maximum number of snippets (typically 1-10)
- Balance between detail and response length
- Higher values use more tokens
Similarity Threshold
What It Does:
- Sets how closely documents must match to be included
- Higher threshold = only very relevant documents
- Lower threshold = more documents, some may be less relevant
How to Adjust:
- Set threshold value (typically 0.0 to 1.0)
- Default is usually around 0.7
- Adjust based on document quality and needs
Reset Database
What It Does:
- Removes all documents from the workspace
- Clears the vector database
- Warning: This cannot be undone
When to Use:
- Starting fresh with new documents
- Fixing database corruption issues
- Removing outdated information
How to Reset:
- Click "Reset Database" button
- Confirm the action
- All documents will need to be re-uploaded
7. Members Settings
This tab allows you to manage who has access to your workspace.
Viewing Members
Who Can Access:
- Only Managers and Admins can see this tab
- Default users cannot access member management
What You'll See:
- Table showing all workspace members
- Username, role, and date added
- Remove buttons for each member
Adding Members
How to Add:
1. Click "Manage Users" button
2. Select users from the list
3. Choose their role (default, manager, or admin)
4. Click "Add" to confirm
Member Roles:
- Default: Can use workspace features
- Manager: Can manage workspace settings and members
- Admin: Full access to all features
Removing Members
How to Remove:
- Click the X button next to a member's name
- Confirm removal
- Member loses access immediately
8. Saving Changes
How Changes Are Saved
Automatic Saving:
- Some changes save automatically (like profile pictures)
- Most changes require clicking "Update workspace"
Update Button:
- Appears when you make changes
- Located at the bottom of each settings form
- Shows "Updating..." while saving
- Disappears after successful save
Change Indicators
Visual Feedback:
- Update button appears when changes are made
- Button is disabled while saving
- Success message appears after saving
- Error message appears if save fails
9. Tips for Using Workspace Settings
Getting Started
First Time Setup:
1. Set a clear workspace name
2. Upload a profile picture (optional)
3. Configure chat mode based on your needs
4. Add suggested messages to help users
Best Practices
Workspace Name:
- Use descriptive, clear names
- Keep names concise but informative
- Avoid special characters if possible
Chat Settings:
- Start with default settings
- Adjust temperature based on use case
- Test changes with sample conversations
- Custom prompts work best when specific
Vector Database:
- Monitor vector count regularly
- Adjust similarity threshold based on results
- Reset database only when necessary
- Higher context snippets = better answers but slower
Members:
- Add members gradually
- Use appropriate roles for each member
- Review member list periodically
- Remove inactive members
10. Troubleshooting
Can't Access Settings
Issue: Settings button doesn't appear or is disabled
Solutions:
- Verify you have Manager or Admin role
- Refresh the page
- Check if workspace exists
- Contact administrator if issue persists
Changes Not Saving
Issue: Update button doesn't work or changes don't persist
Solutions:
- Ensure you clicked "Update workspace" button
- Check for error messages
- Verify you have permission to edit
- Refresh page and try again
- Check internet connection
Settings Page Won't Load
Issue: Page shows loading spinner indefinitely
Solutions:
- Refresh the page
- Check workspace name in URL
- Verify you have workspace access
- Try navigating from dashboard instead
- Clear browser cache
Can't See Members Tab
Issue: Members tab doesn't appear
Solutions:
- Verify you have Manager or Admin role
- Default users cannot see this tab
- Contact administrator to upgrade role
Vector Database Issues
Issue: Documents not appearing in search
Solutions:
- Check vector count (should be > 0)
- Lower similarity threshold
- Increase max context snippets
- Try resetting database (as last resort)
- Re-upload documents if needed