Documentation

Workspaces

Documentation

Accessing EveryAnswer

Features and Functionalities

Security and Privacy

Troubleshooting and Support

Introduction

Workspaces are the central unit within EveryAnswer, serving as the primary organizational structure for managing your AI Experts, users, and resources efficiently. Typically associated with a business or organization, each Workspace operates independently, providing a secure environment for your data and resources.

In a Workspace, you can create and manage multiple Experts tailored to different audiences, such as employees, customers, prospects, or website visitors. Workspaces ensure robust data security, privacy, and user access control, allowing only authorized users access. You can invite team members, assign roles, and manage permissions, giving you full administrative control over your Experts and their interactions with users.

Workspace Structure

Basics of a Workspace

In EveryAnswer, Workspaces are typically associated with a business or organization. Each Workspace operates independently, providing a secure environment for managing your data and resources. Within a Workspace, you can create multiple AI Experts, each trained on unique data sets.

User Management

Workspaces provide robust control over user access to ensure data security and privacy. Users are invited to join a Workspace via their email address. Once invited, they can access the Workspace by creating an account in EveryAnswer.

It's possible for users to be added to multiple Workspaces using the same email address, facilitating collaboration across different projects and organizations. The list of Workspaces a user has access to appears in a dropdown in the left navigation, allowing easy switching between Workspaces.

Admin Controls

Managing User Roles and Permissions

Admins have the authority to manage user roles and permissions within their Workspace. This ensures that each user has the appropriate level of access based on their role. Permissions to specific Experts are managed at the Expert level, meaning that even if a user belongs to a Workspace, they must be invited to access individual Experts within that Workspace.

Scaling and Flexibility

Workspaces in EveryAnswer are designed to scale according to your needs, whether you operate a small team or a large organization. You can create unlimited Experts and invite unlimited users. There are no costs per user, only the subscription costs associated with each Expert.

Creating and Managing a Workspace

Creating a Workspace

When you create a new Workspace, you automatically become the Workspace Admin. This role gives you extensive control over user access and Workspace settings. Creating a new Workspace is straightforward: simply log into your EveryAnswer account and select the option to create a new Workspace.

Resources and Payment Methods

All resources, including payment methods, are managed at the Workspace level. This centralization simplifies the management of subscriptions and other assets related to your AI Experts. Remember, only Experts have subscriptions; Workspaces themselves do not require a subscription plan.

Access and Customization

Switching Between Workspaces

The Workspaces a user has access to are listed in a dropdown in the left navigation. This feature allows users to switch between Workspaces easily, enabling seamless participation in various projects and organizations they are involved in.

Customization Limits

While Workspaces provide essential management and control features, customization is focused at the Expert level. This includes configurations for audiences, interfaces, and specific functionalities. Every customization related to the performance and appearance of an Expert is done independently of the Workspace settings.

Related Documentation

Frequently Asked Questions

Who manages user access to Experts?
User access to Experts is managed by both Workspace Admins and Expert Admins. Workspace Admins can assign or remove the Expert Admin role for any user. Expert Admins can promote Expert Users to Expert Admins within their specific Expert. Both types of admins can invite people to Workspaces, controlling who has access to and can interact with each Expert.
What user roles are available at the workspace level in EveryAnswer?
At the workspace level, there are two user roles: Workspace Admins and Workspace Users. Workspace Admins have the highest level of permissions and manage all Experts, workspace-wide settings, billing, and user management. Workspace Users are regular users with limited permissions and primarily interact with the Experts they have access to.
How is a user account identified in EveryAnswer?
Each user account is linked to a unique email address. This email address is used to identify the user across multiple workspaces, meaning the same user account can have access to multiple workspaces without needing separate logins.
How can I manage payment methods in EveryAnswer?
To manage payment methods, log in as a Workspace administrator, then from the left navigation menu, click 'Billing' under 'Settings'. In the Billing section, go to the 'Manage Billing' area and navigate to the 'Payment Methods' tab.
What is a Workspace in EveryAnswer?
A Workspace in EveryAnswer is the central unit that serves as the primary organizational structure. It allows you to manage Experts, users, and resources efficiently. Each Workspace typically represents a business or organization and operates independently, providing a secure environment for data and resources.
How are AI Experts associated with Workspaces?
Within a Workspace, you can create multiple Experts, each trained on unique data sets. These Experts belong to the Workspace and are managed from within it.
Can a user be a member of multiple Workspaces?
Yes, a user can be added to multiple Workspaces using the same email address. This allows for collaboration across different projects and organizations.
Do Workspaces have a limit on the number of Experts or users?
No, Workspaces in EveryAnswer support unlimited Experts and users. There are no costs per user; only the subscription costs associated with each Expert.
Who can create a new Workspace in EveryAnswer?
Any user can create a new Workspace for various purposes, including personal projects, charities, sports teams, etc. The person who creates the new Workspace automatically becomes the Workspace Admin.
What are the steps to create a new Workspace?
To create a new Workspace, log into your EveryAnswer account. From workspace picker dropdown in the left menu, select the New Workspace option. You will automatically become the Workspace Admin of any Workspaces you create.
Do Workspaces themselves require a subscription plan?
No, Workspaces do not require a subscription plan. Only the Experts within a Workspace have subscriptions.
How do users switch between different Workspaces?
Users can switch between different Workspaces using a dropdown in the left navigation. This feature makes it easy to participate in various projects and organizations.
What level of customization is available at the Workspace level?
Customization at the Workspace level in EveryAnswer includes configuring various settings to tailor the Workspace to the organization's needs: - Access Control: Managing who has access to the Workspace, including inviting users and setting permissions. - Data and Privacy Settings: Implementing data security measures and privacy controls to protect sensitive information. - Expert Management: Adding, organizing, and managing multiple Experts within the Workspace. - User Roles: Defining and assigning user roles and permissions within the Workspace to control access to specific Experts and data. - Billing and Invoicing: Managing billing, invoices, purchase orders, payment methods, and other financial aspects related to Expert subscriptions. These customization options ensure that the Workspace is securely and efficiently organized, providing a tailored experience for the organization's specific needs.
What happens to user roles when they create their own Workspace?
When a user creates a new Workspace, they automatically become the Workspace Admin for that Workspace. This has no effect on their roles in other Workspaces they belong to.
Can users access all AI Experts within a Workspace?
No, users must be invited to access specific Experts within a Workspace, even if they belong to the Workspace.
Are there any costs associated with user access in EveryAnswer?
There are no costs per user in EveryAnswer. Costs are associated only with the subscription plans of individual Experts within a Workspace.
How do admins manage permissions to specific Experts in a Workspace?
Permissions to specific Experts are managed at the Expert level. Admins must invite users to access individual Experts within a Workspace.
Do all members of a Workspace have the same level of access to Experts?
No, access to individual Experts is managed separately. A user must be invited to each specific Expert to have access, even if they are a member of the Workspace.
How does creating a new Workspace affect existing Workspaces a user belongs to?
Creating a new Workspace has no effect on the user's role or access in other Workspaces. Each Workspace operates independently.
What is included in customization at the Expert level?
Customization at the Expert level in EveryAnswer includes configuring all settings related to the Expert, such as: - Access Permissions: Managing who has access to the Expert, ensuring that only invited users can interact with it. - Data and Content: Adding and managing unique data sets, documents, websites, and custom Q&As to train the Expert. - Persona and Behavior: Defining the Expert's persona, tone, and behavior to match the desired interaction style for the target audience. - Audience Customization: Tailoring the Expert to specific audiences, such as employees, customers, prospects, residents, or website visitors. - Branding: Customizing the Expert's visual and brand elements to align with the organization's branding guidelines. - Privacy and Security Controls: Implementing data security and privacy measures to protect sensitive information. These comprehensive customization options ensure that each Expert is uniquely configured to meet the specific needs and preferences of its intended users.
What happens if a user is invited to an Expert within a Workspace they do not yet have access to?
If a user is invited to an Expert within a Workspace they don't have access to, they'll receive an email invitation that includes details about who invited them and the Expert they're invited to. Existing EveryAnswer users can simply accept the invitation to gain access, while new users will need to create an account using the link provided. Once the invitation is accepted or the account is created, the new Workspace will automatically appear in the user's list of accessible Workspaces.
Last Updated:
October 8, 2024