Project concepts
Understand what a project shares, what stays personal, and when to move recurring work into one.
4 min read
Use a project when several questions or tasks depend on the same reference material. A project brings together files, instructions, chats, a task board, and task agents. A one-off question can stay in an ordinary chat; a launch, customer handover, or ongoing investigation usually benefits from a project.
What the project keeps together
| Area | What belongs here |
|---|---|
| General | Name, description, standing instructions, and sharing settings. |
| Chats | Your project conversations and the conversations explicitly shared with the project. |
| Knowledge | Reference files organized into folders and scoped to this project. |
| Tasks | Work with an owner, status, comments, and a result to review. |
| Agents | Named agents configured to work on tasks. |
Project chat starts with the saved project instructions. It can search this project's files together with the organization's accessible knowledge. This gives later conversations a common starting point without copying a brief into every message. Other projects' files are outside that search scope.
Create an identity people can recognize
Create project asks for a name and a Project key, with an optional description, icon, and color. The key becomes the prefix of task IDs such as WR-1 and cannot change after creation. Choose a short, durable abbreviation.
You can revise the name, description, icon, color, and instructions on General later. Use Save to apply field edits or Discard to abandon them. For a complete walkthrough, follow Use projects.
Write instructions for recurring context: what this work covers, which sources take precedence, and how to handle missing information. Put a one-time request in a chat or task description. Project instructions should not become a log of every past decision.
Check who can open it
New projects default to Org-wide access. Choose teams under Who can see it when you create a project, or under Audience on General later. An empty audience means everyone in the organization; otherwise members of any listed team can open the project, and organization administrators always can. Unless you are an Owner or Admin, you can only pick teams you belong to. Removing a team later hides the project from members outside the remaining teams, and the page asks you to confirm that. Sharing is based on teams rather than individual invitations; the project list shows each project's teams in its Sharing column and offers a Teams filter.
Project files follow project access. They do not appear as ordinary library documents, and a team tag on a library file does not make that file a project attachment. Manage files explains moving documents and how removing a file from a project can widen its audience.
Keep personal and shared chats distinct
A chat inside a project starts as your own conversation. Other project members do not see it simply because they can open the project. Chats separates Your chats from Shared with project; use Share with project when the conversation is ready for colleagues.
Colleagues open a shared chat read-only: they cannot reply, edit a message, or rate an answer. Where you edited a message or retried an answer, they read the version you have selected, not the one it replaced.
Read the messages before sharing, including any sensitive information the answer quotes. Moving a shared chat to a different project, or out of the project, ends its project share. Share it again deliberately if the new audience should read it.
Use Move to project… in a chat's actions, or drag the chat onto the project in Home, when an existing conversation belongs with this work. Organization-wide snapshot links are a separate option, described in Share a chat.
Turn discussion into work
Create a task when a decision needs an owner or a result. A teammate can complete it manually, or a configured project agent can work on it. Keep the acceptance criteria in the description so the reviewer can judge the result.
Archive a finished project when you want it out of the active list. An archived project is read-only for everyone — its settings, tasks, files, and agents can be read but not changed — until a project administrator restores it from General. Before deleting, read the choice about its contents: detaching leaves files in the library and chats as personal conversations; deleting the contents removes them too. Detaching files can widen access, so choose according to what should remain available.