Spaces is the definitive control panel and repository for all files uploaded or generated within your workspace in Tess. It centralizes chat uploads, artifacts generated by autonomous agents, shared bases, and corporate documents in a single secure location. With Spaces, you manage, view, and delete files quickly, optimizing storage and ensuring corporate data compliance.
What is it?
Unlike local and individual databases (such as the RAG of a specific chat or the restricted memory of an agent in Agent Studio), Spaces works as Tess’s unified file management system.
It indexes and organizes transparently:
- User Files: Files that you or your team uploaded in everyday conversations.
- Autopilot Artifacts: Files, images, pages, or reports consolidated and autonomously generated by Tess automations.
- Open Spaces, Team Spaces, and Company Space: Shared logical environments for team collaboration.
Where to find it
Access to Spaces is immediate and located in the product’s priority navigation menu:
- Go to the left sidebar of Tess AI.
- The Spaces button is positioned directly below + New chat and just above Agent Studio.
How to use it?
- Locate your Files: In the top search bar “Search files…”, type the document name to filter data. Use the Filter button to segment files by extension (images, PDFs, text documents, etc.) or by creator.
- View Content: Identify the file in the table and click the Open button, located in the Actions column.
The file will open and in this modal you will be able to download it for a quick check.
- Delete Individual Files: If you want to delete a specific file for which you have edit permission (indicated by Edit in the Access column), click Delete in the Actions column.
- Bulk Delete:
- Select the checkboxes to the left of the file names you want to remove.
- Click the Delete selected (X) button that will appear in the upper right corner to clear storage in bulk.
Understanding the Panel
When analyzing the Spaces table interface, you will find essential informational columns for data governance:
- Name: Displays the original title of the uploaded file and, just below, the associated metadata or instructions (such as act-as prompts or rendering strings).
- Owner: Identifies which user uploaded the document and in which environment it was originally used (e.g., Chat, Agent).
- Space: Shows the security partition where the file is stored (e.g., My Files for the user’s personal files in the conversation or Company Space for company-wide publicly accessible documents).
- Access: Defines the modification restriction for the document:
- Read only: Files you can view but cannot delete individually or collectively (as they belong to third-party flows or workspace security).
- Edit: Full permission to open or delete the file from the inventory.
Best practices
- Validate before Deleting: Always check the links and the Owner before bulk deleting, ensuring the file is not actively being used as a data source (RAG) by any production agent in the company.
- Smart Use of Filters: In large workspaces (with thousands of files), avoid scrolling the page manually. Combine the text search field with category filters to find the desired file in seconds.
Important notes
- Administrative Permissions: Regular users can only see their own uploads privately in Spaces. Only workspace Owners and Managers have the global view and the ability to view or delete files from the entire team for audits.
- Impact of Deletion: Keep in mind that removing a file from the Spaces panel permanently unlinks it from the platform’s resources.
When deleting a file from Spaces that was originally uploaded in a conversation, the attachment is permanently removed from that chat’s knowledge base.
