Projects, chats and a workspace you can understand

Think in three layers

A chat is a conversation for a task. A Project or workspace, where the platform supports it, can organize related conversations, instructions and references. Your system of record is the approved place where official decisions, records and completed work belong. These layers serve different purposes.

Project organization can make relevant material easier to find, but does not guarantee that every chat uses every file or recalls every prior conversation. Verify the material available for each important task.

• Instructions: stable rules for how you want the assistant to work.
• References: authorized source documents, labeled with scope and version.
• Task chats: focused work with a clear objective and review point.
• Official records: approved results saved in the appropriate business system.

Name for retrieval, not decoration

Use names that describe purpose and scope: ‘North site — vendor follow-ups’ is more useful than ‘New chat 7.’ Where your organization's policy allows, include a date or reporting period for time-sensitive work. Keep unrelated clients or communities separate when their information must not be mixed.

Do not create an elaborate folder structure before you have a real need. A small set of clear names and current references is often easier to maintain than dozens of nearly identical files.

Keep sources current and unambiguous

Label the authoritative version, date and scope of each reference. If two files disagree, resolve which one governs before asking AI to combine them. A newer filename is not proof of approval.

Maintain your source list outside the conversation when needed. Record what changed and who approved it. Avoid silently replacing an important reference mid-task without reviewing work already generated from the older version.

For Ginny, follow the installed workspace

Use the workspace structure specified by your product. Work Sessions are task chats inside the same Project; they are not additional products or additional installations. Some expansions belong in an existing Project rather than a new one.

Before adding a second Project, reinstalling or moving an expansion, read your protected product instructions. General organizational advice should not change the structure of an installed Ginny environment.