Overview
A workspace is a place to keep the context you want to work with alongside the Healthproximate AI chat assistant. Each workspace holds two kinds of content — uploaded files and authored documents — and gives you precise control over which of that content the chat assistant actually uses. The key idea: adding content to a workspace does not automatically change how the assistant behaves. You decide what the assistant honors by promoting specific documents to chat. Everything else stays as reference material you can browse, but that the assistant won’t treat as instructions. Open workspaces from Dashboard → AI → Workspaces.Workspaces are currently available to superusers.
When to use it
- You want the chat assistant to follow consistent preferences every time you work in a workspace (tone, format, house conventions).
- You have reusable how-to content or standing facts you want the assistant to apply without re-explaining them each session.
- You want to keep reference PDFs and documents in one place that the assistant can look through when you ask.
Files vs. documents
A workspace separates content you bring in from content you author in the app.
Files are always available to the assistant as readable context: it can list them, open
them, and search across them in response to your questions. Documents are different —
authored documents are inert by default, and only start influencing the assistant once
you promote them (see Promoting a document to chat).
Creating and editing documents
1
Create the document
In a workspace, choose + New document and pick a type (see
The five document types).
2
Write and preview
Author the content in markdown. The editor has an edit view and a preview view so
you can check how it will read.
3
Save
Click Save to store your changes. Saving is explicit — if you try to leave with
unsaved edits, you’ll be warned so you don’t lose work.
The five document types
When you create a document you choose one of five types. The type determines what the document is for and, importantly, whether it can influence the chat assistant.
Notes and Runbooks are for you and your team — they never affect the assistant. The
other three types are the ones you can promote.
Promoting a document to chat
Promotion is how you tell the assistant to honor a document. To promote, open the document’s ⋯ menu and choose Promote to chat. A promoted document shows an “In chat” badge and a lightning icon in the sidebar, and the chat assistant in that workspace will start honoring it. Three types can be promoted, and each carries a different kind of standing:- Workspace instructions — workspace-wide behavior preferences. These have the highest standing of the three. Only one Workspace instructions document can be active per workspace.
- Skill template — reusable how-to or skill content the assistant applies when it’s relevant.
- Memory note — standing facts and context the assistant considers. Treat these as context, not commands — they inform the assistant rather than direct it.
Editing a promoted document removes it from chat
Promotion is tied to the exact content you reviewed. To keep “what you approved is what runs,” Healthproximate automatically removes a document from chat when it changes:- Editing the content of a promoted document removes it from chat. You’ll see a warning when you save. Review the change, then re-promote it.
- Changing its type removes it from chat.
- Archiving it removes it from chat.
Removing a document from chat
To deactivate a promotion at any time, open the document’s ⋯ menu and choose Remove from chat. The document stays in the workspace as reference — it just no longer influences the assistant. The “In chat” badge and lightning icon go away.The skills.md file
A workspace can also carry an uploaded file named exactly skills.md at the workspace
root. It behaves like Workspace instructions. For most cases, an authored Workspace
instructions document is the recommended in-app replacement — it’s easier to edit,
preview, and manage through the promotion lifecycle above.
Limits and scope
- Organization scope. Everything in a workspace — files, documents, and promotions — is scoped to the workspace’s organization.
- Session size limits. There’s a limit on how much promoted content the assistant uses in a single chat session. An oversized document is skipped whole, with a notice, rather than being partially truncated — so the assistant never acts on half a document. If you hit this, split large content into focused documents.
Troubleshooting
Why doesn't the chat assistant see my document?
Why doesn't the chat assistant see my document?
The most common reason is that the document isn’t promoted. Authored documents
are reference-only until you promote them — open the document’s ⋯ menu and
choose Promote to chat, then look for the “In chat” badge. Note that Notes
and Runbooks can’t be promoted at all; only Memory notes, Skill templates, and
Workspace instructions can.
It worked before, but the assistant stopped following my document.
It worked before, but the assistant stopped following my document.
Editing a promoted document’s content removes it from chat automatically — the same
happens if its type was changed or it was archived. Open the document, confirm the
content is right, and Promote to chat again.
I can't promote a second Workspace instructions document.
I can't promote a second Workspace instructions document.
Only one Workspace instructions document can be active per workspace. Remove the
currently active one from chat first (its ⋯ menu → Remove from chat), then
promote the new one.
My document is promoted but the assistant seems to ignore part of it.
My document is promoted but the assistant seems to ignore part of it.
Check whether it exceeds the per-session size limit. Oversized promoted documents
are skipped whole rather than truncated, and you’ll see a notice. Split long content
into smaller, focused documents.