The NAVI AI Enablement Journey · Guide 07

Workspace and Team Collaboration

A practical guide to where persistent AI-assisted work lives, how to keep it organized, and what shared folders make possible.

Persistent working filesPrivate by defaultIntentional sharingClear publishing boundaries
Core idea

Workspace is the place where work becomes a persistent file. Use it to keep inputs, drafts, analyses, datasets, and deliverables that should survive beyond one Chat conversation. Share selected folders when another NAVI user needs access to the same working files.

Where this guide fits: Guides 03 and 04 distinguish governed Knowledgebase content from working material. Guide 07 covers persistent Workspace files and collaboration; Guide 07A provides focused naming guidance, and Guide 08 turns approved working methods into reliable workflows.
Workspace
purpose

Use Workspace to save, continue, organize, and deliver real work after a Chat conversation ends.

Your working file area inside NAVI

Workspace is private to each user by default. It is designed for files that are still being used, changed, analyzed, reviewed, or delivered.

Common pattern: begin in Chat, save the useful output to Workspace, continue working from the saved file, and share or publish only when the purpose requires it.

What commonly belongs in Workspace

Working inputsUploaded documents, current exports, transcripts, images, and supporting files needed for a task.
Drafts and analysesReports, plans, comparisons, calculations, recommendations, and material still being improved.
Datasets and transformationsCSV working files, cleaned data, analysis results, and structured workflow inputs.
Finished deliverablesHTML reports, client-ready files, recurring outputs, and editable source versions of exported artifacts. A finished deliverable may remain in Workspace without becoming organizational knowledge.
NAVI work
surfaces

Understand where conversational work, saved files, shared materials, approved knowledge, and reusable instructions belong.

1

Chat

Where users ask, direct, question, and refine work with NAVI.

Use it forInstructions, clarification, iteration, judgment, and working conversation. Save useful outputs to Workspace when they should persist.
2

Workspace

Where persistent drafts, files, datasets, analyses, and deliverables are saved.

Use it forActive work that should remain available after the conversation ends. Files stay personal unless a folder is intentionally shared.
3

Shared folder

Where named participants access the same saved files and project materials.

Use it forFile delivery, shared access, review, and, when useful, coordinated work on one common copy.
4

Knowledgebase

Where approved organizational knowledge is available as trusted reference.

Use it forMaintained policies, procedures, standards, definitions, and approved templates, rather than temporary or unreviewed work.
5

Managed Context

The governed, writable area used to add and maintain approved organizational knowledge in NAVI.

Use it forPublishing guidance, context, and reference material that authorized owners intend to maintain for an organizational audience. It is part of the Knowledgebase, not a second Workspace.
6

Prompt Library

Where proven instructions can be preserved and reused.

Use it forTested instructions that repeatedly help users research, analyze, decide, or create. Keep related source files and outputs in their appropriate locations.
Routing rule: discuss and refine in Chat; save persistent work in Workspace; share selected folders when others need the files; publish approved organizational knowledge through the organization’s governed Knowledgebase process, including Managed Context when appropriate; and preserve proven instructions in Prompt Library.
Personal or
shared

Keep work private until another person needs the files. Sharing may provide access to a completed file or support a coordinated project.

Individual Workspace

The default place for your work

Keep files personal while you are preparing, exploring, drafting, or completing work that does not require another NAVI user.

  • Early thinking and temporary inputs
  • Drafts not ready to distribute
  • One-person recurring work
  • Sensitive preparation that your organization allows in Workspace
Private does not automatically mean permitted. Follow your organization’s information-handling rules.
Shared folder

A common read-and-write file area

Share a folder when named participants need the same project materials or finished files.

  • Deliver a completed file without sending an attachment
  • Give teammates ongoing access to project materials
  • Collect review changes in one working copy
  • Maintain shared datasets, templates, or recurring inputs
The simplest use is often file access and delivery, not a multi-person workflow.
Share the smallest useful folder with the people who need it, and match access to the audience and sensitivity of the work. Recipients open the folder from their shared area, so their complete displayed path may differ from the owner’s. Coordinate by the project, folder, and filename rather than by the complete path.
Workspace does not currently provide built-in notifications when a folder is shared or a file is changed. Use email, Teams, Slack, text, or another normal communication channel to tell the recipient what is available, what you need, and where to find it.
Shared-folder
behavior

Participants with read-and-write access use the same underlying files and subfolders, so changes affect the common working copy.

What participants can do

Create and uploadAdd supported files and create subfolders inside the shared area.
Open and editReview and update supported working files without creating a separate attachment chain.
Rename and organizeRename files and subfolders, and move them between folders inside the shared area.
Delete shared childrenRemove a child file or subfolder from the common working area, which removes it for the other participants as well.
Treat delete, rename, and move actions as shared changes. Confirm the target before reorganizing or removing another person’s working material.

What to keep in mind

The shared root is protectedManage participation and access through the sharing controls rather than trying to rename, move, or delete the root of a shared folder.
Sharing is common file accessIt does not add an internal conversation, review assignment, approval record, or complete change history.
Do not treat it as live coauthoringWorkspace is not intended to be a simultaneous editing environment. Avoid having two people edit the same file at the same time.
When more than one person will contribute, agree on one authoritative copy, communicate who is working on it, and hand off the file before the next person edits.
Organization and
version control

Use recognizable names, shallow folders, and one authoritative copy so personal and shared work remain easy to understand.

Four organization rules

Organize around recognizable workUse client, project, process, team, or recurring-output names that users naturally recognize.
Keep folders shallowAdd a layer only when it solves a real navigation, ownership, status, or permission problem.
Separate active and inactive materialKeep current working files easy to find, and move completed or obsolete material out of the active view.
Use the shared area deliberatelyDo not place unrelated personal work inside a folder merely because it has already been shared.

Maintain one authoritative copy

Use one official folder and stable filenameAvoid “Final 2,” “Final New,” and competing downloaded versions.
Make status visible when it mattersUse Draft, In Review, Approved, and Superseded in a folder, project note, or filename convention agreed by the team.
Mark or archive predecessorsWhen a shared copy becomes authoritative, retire or clearly label the earlier personal or attachment copy.
Stop before creating another branchIf the current copy is unclear, compare the files, choose which one controls, and retire the other before work continues.
Companion guide: Guide 07A, Naming Files and Folders, provides a focused convention for clear, minimal, sortable names that remain useful to both people and AI.
Optional shared-
project method

When a team needs back-and-forth work, use visible status folders, one project note, and normal communication to coordinate the handoffs.

A lightweight status structure

Moving the primary file between folders communicates its current team-defined state.

Project Name/
├── 00 Start Here/
│   └── Project Notes.md
├── 01 Draft/
├── 02 In Review/
├── 03 Approved/
└── 99 Superseded or Archive/
Keep the note simpleThe Markdown file inside 00 Start Here explains what the project is, which file controls, what help is needed, who is currently working, and what changed most recently.
Approval is a team conventionMoving a file into Approved makes its status visible, but it does not create a formal approval record or independently prove who approved it.

How the handoff works

The shared folder carries the files and visible status. The project note carries the standing context. Email, Teams, Slack, text, or another normal channel carries the notification.

1
Start with one primary filePlace the working file in Draft, and identify it as the authoritative copy in Project Notes.md.
2
Write the current requestIn Project Notes.md, state what you need, who should act next, whether edits are permitted, and any important deadline or context.
3
Notify the next personTell the teammate that the folder or file is available, and point them to 00 Start Here for the current instructions.
4
Complete one editing turnAvoid simultaneous edits. When the contribution is complete, update the project note, and move the file to the next agreed status folder.
5
Close the loopNotify the next person, keep the approved copy in one clear location, and move replaced material to Superseded or Archive.
Example project note:
Purpose: Prepare the customer health review.
Primary file: 02 In Review/Customer Health Review.html
Current request: The reviewer should check the recommendations and edit the shared file.
Editing now: No one.
Latest update: The project lead moved the revised report to In Review and requested the content review.
Where work
goes next

Route a useful Workspace file according to whether it remains working material, becomes approved knowledge, preserves reusable instructions, or supports a recurring workflow.

1Remain in WorkspaceUse when the file is an active draft, working dataset, project record, or deliverable that users will continue editing.
2Publish as organizational knowledgeUse Managed Context when authorized owners will publish and maintain the approved material directly in NAVI, or use another governed Knowledgebase source defined by the organization.
3Preserve in Prompt LibraryUse when the tested instructions, rather than the completed output, are what others should reuse.
4Use in a workflow or external systemUse when the file becomes a recurring input, approved template, delivered artifact, or record maintained in another authoritative system.
Example: A user develops an onboarding checklist in Chat, saves the draft in Workspace, and shares it for review. The completed client deliverable may remain in Workspace. If the organization adopts the checklist as a maintained procedure, an authorized owner publishes the approved version as organizational knowledge. If the instructions used to produce it become a repeatable method, those instructions may also be preserved in Prompt Library.
Knowledge lifecycle boundary: saving, finishing, or sharing a file does not automatically qualify it as trusted organizational knowledge. The Knowledge Content Lifecycle guide covers qualification, approval, publication, maintenance, and retirement.
Workspace
cleanup

Keep the active area useful by retaining the controlling result, archiving useful history, and removing working clutter that no longer has value.

1Confirm the resultIdentify the controlling deliverable, maintained knowledge item, template, or workflow input.
2Archive useful historyMove completed or superseded material outside the active view, and label it clearly.
3Remove disposable clutterDelete redundant downloads, failed experiments, and temporary exports with no continuing value.
4Review shares and dependenciesThe share owner should remove recipients who no longer need access, and the responsible owner should update prompts or workflows that reference obsolete files.

Practical starting point

Use Workspace for persistent work. Keep personal files organized around real tasks. Share a completed file or the smallest useful project folder when another NAVI user needs access. If the team will collaborate inside the folder, maintain one authoritative copy, avoid simultaneous edits, use visible status folders or a short project note, and continue using normal communication channels for notifications.

Product behavior last reviewed August 4, 2026. Recheck this guide when Workspace sharing, permissions, notifications, editing behavior, supported file operations, or Managed Context behavior changes.
This guide describes current practical Workspace behavior and recommended working habits. Workspace features will continue to improve. Use the Knowledgebase structure and Knowledge Content Lifecycle guides for deeper decisions about governed knowledge architecture, publication, maintenance, supersession, and records treatment.