Use public workspaces

What this does

Public workspaces make selected documents and prompts available through a shared workspace surface. This guide selects a public workspace, browses documents, and uses filters, tags, and chat actions where your role permits.

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Use public workspaces walkthrough

Recording planned. Show use public workspaces end to end and explain why this task helps a user.

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2. Save a poster frame as docs/images/video-posters/guide-use-public-workspaces.png.
3. Add the watch URL to this slot in docs/_data/media.yml.

Why you would use this

Use public workspaces for curated materials intended for a broad audience, such as reference libraries, policies, onboarding packs, or published knowledge collections. They reduce duplicate uploads; use group workspaces instead when membership or contribution must be tighter.

Before you start

• Admins must enable enable_public_workspaces; creation may require require_member_of_create_public_workspace; see Workspaces settings.
• Your role determines whether you can upload, manage prompts, tag documents, or only browse.
• Downloads and File Sync for public workspaces have separate admin controls.

Steps

1. Open Public Workspaces.
2. Use Select a workspace… to choose the public workspace.
3. Review the role indicator.

1. On Documents, use Show Search/Filters to search by file name, title, classification, author, keywords, abstract, or tags.
2. Switch between List, Cards, Folders, and Folders + Cards views as needed.

1. If permitted, upload files, select documents, use Chat with Selected, or manage prompts from Prompts.

Verify it worked

The selected public workspace shows owner, description, role, documents, and prompts. A chat started with selected documents uses public workspace files as context.

Troubleshooting

Symptom	Likely cause	Fix
You cannot upload or manage prompts	Your role does not allow management	Ask the public workspace owner to update your role.
Public workspace navigation is missing	Public workspaces are disabled	Ask an admin to enable enable_public_workspaces.

Related

• Use tags in chat
• Create a file sync
• Workspaces settings