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A workspace is a designated area or environment designed to facilitate productivity, collaboration, and focus. Its purpose is to provide the necessary tools, resources, and conditions for individuals or teams to efficiently complete tasks and achieve their goals.
Workspace configuration directly impacts data security and compliance. Carefully review access permissions before creating or modifying workspaces to prevent unauthorized document exposure.

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Prerequisites

To manage workspaces, you must have one of the following roles:

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Permissions required

To create/modify workspaces:
  • Admin (Super Admin)
  • Sys Admin
  • Account Manager
  • Company Admin
To upload documents:
  • Admin (Super Admin)
  • Doc Manager (depending on memberships)
To view workspaces:
  • All users (according to their membership)

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Admin interface

The Admin Panel is Paradigm’s primary administrative interface for workspace management. It provides comprehensive controls for creating, configuring, and managing workspaces, their members, and associated permissions. The Admin Panel offers capabilities not available in other interfaces, including direct member management, association with a data source and detailed workspace settings.

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Who Can Access the Admin Panel?

Access to workspace management in the Admin Panel requires one of these elevated roles:
  • Super Admin (Admin) - Full access to all workspaces and settings
  • Sys Admin - System-level administration capabilities
  • Account Manager - Account-level administration capabilities
  • Company Admin - Company-level administration

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What You Can Do in the Admin Panel

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Core workspace operations:

  • ✅ Create new custom workspaces with full configuration
  • ✅ Update workspace properties (name, description, company)
  • ✅ Manage workspace members (add/remove users and teams)
  • ✅ View complete workspace details and metadata
  • ✅ Delete workspaces (with proper warnings)

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Unique capabilities:

  • ✅ Direct team management - Add both individual users AND teams as workspace members (not possible via API v2)
  • ✅ Complete visibility - See all workspaces in the company (based on your role)
  • ✅ Advanced configuration - Access to all workspace settings and properties

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Common Journeys

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Create a workspace

  • Step 1: Go to the workspace creation page
    1. Log in with an Admin, Sys Admin, Account Manager or Company Admin account
    2. Navigate to Workspaces in the menu
    3. Click on ”+ Add” in the menu to display the workspace creation form
  • Step 2: Create a workspace
    1. Fill in the Name field (mandatory)
      • Choose a descriptive and unique name
      • Example: “Project Phoenix - Documentation
      • Avoid ambiguous acronyms
    2. Fill in the Description field (optional)
      • Describe purpose and content
      • Example: “Technical documentation and specifications for Project Phoenix”.
      • Facilitates search and understanding
    3. Fill in the Company field (mandatory)
      • Select the associated company
      • Pre-filled if you are Company Admin
    4. Click on “Save” to finish and return to the workspace list page or “Save and continue editing” to add members
  • Step 3: Add members to a workspace (Custom and Private workspace only)
    1. Go to the Team section
    2. Click on the ”+ Add another Workspace Member” button
    3. Select users or teams to add
      1. Search for the user or team to add in the drop-down list
      2. Select the user or team
    4. Click on “Save” to finish and return to the workspace list page
Members are managed at Team level, not Workspace level. To add/remove members, edit the associated Team.

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Update a workspace

  • Step 1: Go to the workspace editing page
    1. Log in with an Admin, Sys Admin, Account Manager or Company Admin account
    2. Navigate to Workspaces in the menu
    3. Click on**“Workspaces**” in the menu to display the workspace table
  • Step 2: Update a workspace
    1. Select the workspace to update
    2. (option) Modify name and/or description
  • Step 3: Update members to a workspace (Custom and Private workspace only)
    1. Add workspace members
      1. Go to the Workspace Members section
      2. Click on the ”+ Add another Workspace Member” button to add
    2. Remove workspace members
      1. Go to the Workspace Members section
      2. Click on “x” to the right of a workspace member to delete it
    3. Click on “Save” to finish and return to the workspace list page

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Delete a workspace

  • Important considerations ⚠️ CAUTION: Deleting a workspace is IRREVERSIBLE and also deletes :
    • The associated collection
    • All contained documents
    • All generated embeddings
  • Step 1: Go to the workspace editing page
    1. Log in with an Admin, Sys Admin, Account Manager or Company Admin account
    2. Navigate to Workspaces in the menu
    3. Click on**“Workspaces**” in the menu to display the workspace table
  • Step 2: Delete a workspace
    1. Select the workspace to be deleted
    2. Click on “Delete workspace” at bottom right of form
    3. Click “Yes, I’m sure” to confirm deletion

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User interface (UI Chat)

The Chat UI is Paradigm’s primary interface for end users to manage documents through conversational AIfred. The Chat UI provides an intuitive interface for uploading, searching, and querying documents across workspaces without requiring technical knowledge.

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Who Can Access the Chat UI?

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Workspaces consultation and search :

  • All users - Can access and query documents in workspaces they’re members of

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Document upload and management wihtin Workspaces :

  • Document Manager - Document upload and deletion within their workspace memberships

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Workspace control

  • ✅ Select which workspace(s) to query
  • ✅ Filter by company, custom, or private workspaces
  • ✅ Search across all accessible workspaces
  • ✅ Switch workspace context dynamically during conversation

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Document management within workspaces

  • ✅ Upload documents to specific workspaces
  • ✅ Select target workspace before upload
  • ✅ View upload status and confirmation
  • ✅ Access uploaded documents immediately after processing

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Document interaction from workspaces:

  • ✅ Search across multiple workspaces simultaneously

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Supported formats

  • ✅ Documents : PDF, DOCX, TXT, MD
  • ✅ Presentations : PPTX
  • ✅ Spreadsheets: XLSX, CSV
  • ✅ Images: PNG, JPG, JPEG
  • Additional formats supported (see full list in documentation)
Visual Content Understanding :Paradigm can understand and query visual content in documents, including:
  • Diagrams and flowcharts
  • Screenshots and UI mockups
  • Charts and graphs
  • Tables and structured data
  • Handwritten notes (with OCR)

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Common Journeys

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Consult accessible documents

  1. Navigate to the “Documents” section in the main menu
  2. (option) Select the workspace
  3. The document list displays all files you have access to
  4. Documents are automatically filtered based on your workspace memberships

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Upload a document

Step 1: Select workspace
  1. Navigate to document list
  2. Use workspace filter
  3. Select target workspace Step 2: Upload document
  4. Click on “Upload Document
  5. Select file
  6. The document is automatically associated with the selected workspace
  7. The document appears in the list

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Request a document

  1. Open a new chat or existing conversation
  2. (optional) Click on the workspace selector (typically in the chat input area or sidebar) to choose your scope:
    • Custom workspace(s): Select one or multiple workspaces from the dropdown
    • Company workspace: Include company-wide documents
    • Private workspace: Include your personal documents
  3. Start your conversation - Alfred only reference documents from selected workspaces in using its tools (, etc.)docsearch
The document filtering system automatically ensures users only see documents they have permission to access. This helps maintain data security while providing a clean user experience.
By following these instructions, you can effectively manage document access and ensure the security and collaboration needs of your organization are met.