My work · My Workspace

Spaces

Group related chats with Next into a space, with shared files and instructions that every answer in the space follows.

A space is a folder for your conversations in My Workspace. It keeps related chats together and gives them two things in common:

Files that every chat in the space can read, so you do not have to attach the same documents again and again.
Instructions that every answer in the space follows, such as the tone, the format or what to focus on.

Use a space for an ongoing piece of work — an audit, a supplier review or a product area — where you will ask Next many questions against the same material.

Before you start

Spaces are part of My Workspace.
If the Spaces heading shows Spaces aren’t set up for your organisation yet., your organisation has not enabled spaces. Ask your administrator.

Create a space

Open My Workspace.
Select + next to the Spaces heading.
Enter a Space name and press Enter.

The new space opens, ready for you to add files and instructions.

To cancel, press Esc. Each of your spaces needs a different name; if the name is already taken, you see You already have a space called ”…”.

Understanding the space page

Select a space’s name in the chat list to open its page.

Area	What it is for
Name and description	What the space is called and what it is for.
Message box	Starts a new chat in this space.
Instructions	How every answer in the space should read.
Files	Documents and spreadsheets shared with every chat in the space.
Chats	The chats in this space, with when each was last updated.
Delete icon	Deletes the space.

Name and describe the space

Select the space’s name to change it.
Select Add a description: what this space is for to add a description, or select the existing description to change it.
Click away from the field.

Your change saves when you click away. If it cannot be saved, you see That change couldn’t be saved. and the field goes back to its last saved value.

Write instructions for the space

Instructions tell Next how to write every answer in the space.

Select the Instructions box.
Describe how answers should read. For example: “Answer as a short table. Name the control id for every finding.”
Click away from the box to save.

Instructions can be up to 4,000 characters long. They apply to every answer in the space from the moment they are saved, including answers in existing chats.

Add files to the space

In the Files area, select Upload, or drag files from your computer and drop them onto the area.
Wait while each file shows Uploading and reading….

When it is ready, the file shows its size. Every chat in the space can now read it.

To keep a file out of answers without deleting it, switch it off. It then shows Excluded from answers. To delete a file, hover over it, select the delete icon and confirm.

When the space has no files, the area shows No files yet. Add documents or spreadsheets every chat here should know about.

Start a chat in the space

You can start a chat in a space in three ways:

Type in the message box on the space page (it reads Start a chat in …) and send.
Select New chat in the Chats area.
In the chat list, hover over the space and select + (New chat in this space).

Every answer in the new chat follows the space’s instructions and can read its files. If you have just changed the instructions, the chat waits for them to save before it starts.

Move chats in and out of a space

In the chat list, hover over the chat and select •••.
Select Move to space, then the space.

To take a chat out of its space, select Move to space → Remove from space. The chat moves back to Recent.

Delete a space

Open the space, then select the delete icon at the top right.
Read the confirmation, which tells you how many files will be deleted.
Select Delete space.

You can also delete a space from the chat list: hover over the space, select ••• → Delete space, then select it again (Click again: delete space and its files (chats are kept)) to confirm.

What happens next

When you delete a space, its files are deleted. Its chats are kept and move to Recent, no longer in any space. If you open a link to a deleted space, you see This space doesn’t exist any more. with a link Back to My Workspace.

Good to know

Files added to a space are shared with every chat in that space. Files added to a single chat stay with that chat.
A chat’s Files button lists both its own files and its space’s files, so you can switch either off from inside the chat.
Space names can be up to 100 characters long.