Workspace

TODO (New Screenshot): Workspace switch + migration flow (App 2.0) Include: workspace selector, workspace management dialog, and migration confirmation modal. Suggested filename: workspace-switch-migrate-v2-en.png

Scope

Workspaces isolate project-level assets:

• Workspace create/edit/delete
• Search and sort
• Current workspace switching
• Cross-workspace asset migration

Use Cases

• Multi-client or multi-project operations
• Personal/work data separation
• Team organization with clearer project boundaries

Steps

1. Open the workspace selector at the top of the sidebar.
2. Create a workspace with name and description.
3. Switch to the target workspace before running tasks.
4. Move assets across workspaces when restructuring projects.
5. Keep workspace naming/sorting rules consistent.

Naming and Governance Tips

• Recommended pattern: Client-Project-YYYY-Phase (for example ACME-2026-Q1).
• Add owner/objective/deadline in description to improve handoffs.
• Maintain active and archived workspace tiers to keep lists manageable.

Term Explanations

• Isolation: data visibility is scoped per workspace by default.
• Migration: moves assets and related records, often with temporary reload.
• Archived workspace: completed projects kept with lower change frequency.

Example Workflow (Client-by-Client Isolation)

1. Create one workspace per client with a strict naming rule.
2. Verify current workspace before each new transcription task.
3. Archive completed client workspaces and keep only key outputs.

Real Scenario (Multi-client Week)

When several client projects run in parallel during the same week:

1. Create all required workspaces on Monday and assign owners.
2. Confirm current workspace before every transcription/AI run.
3. Archive completed spaces on Friday and keep only reusable assets.

FAQ

Q: Why did my media list disappear after switching workspace?
A: Data is workspace-scoped by design.

Q: What happens when deleting a workspace?
A: Follow in-app confirmation carefully to avoid unintended data loss.

Q: Can I switch workspace with active tasks running?
A: Some transitions are protected and may require task completion first.

Common Mistakes and Better Alternatives

• Mistake: vague workspace names like “new” or “test”
  Better: use searchable naming (client-project-cycle).
• Mistake: migrating without checking destination limits
  Better: verify quota/permissions before migration.
• Mistake: keeping everything in one default workspace
  Better: split by project early to reduce cross-project risk.

Data Safety Tips

1. Export key notes/subtitles before deletion operations.
2. Verify destination workspace quota and permissions before migration.
3. Assign an owner for batch migration in team environments.

Limitations

• Status: Stable (non-Beta), with operation details adjusted by version.
• Workspace capacity and operations depend on account policy.
• Migration triggers data reload and may take time on large datasets.
• Watch-folder configurations should be reviewed after migration.
• Platform: Workspace logic is consistent on Windows/macOS, but path permission and external-drive behavior differ.