Overview
TeamAI's folder system provides flexible content organization through private and shared folders, enabling users to control visibility and collaboration levels for different types of work while maintaining efficient workspace organization.
Scope:
Private folder functionality and use cases
Shared folder creation and management
Folder organization strategies
Content visibility and access control
Team collaboration workflows
Prerequisites
You'll Need:
Active TeamAI account
Access to a workspace
Understanding of TeamAI chat and content creation
Team members added to workspace (for shared functionality)
Private Folders
Personal Workspace Organization
Private folders serve as your personal filing system within TeamAI, keeping work organized while maintaining complete privacy control.
Key Characteristics:
Visible only to you
Default location for new chats
Full control over content sharing
Personal workspace organization
Creating Private Folders
Navigate to your personal workspace
Click on your private workspace section in the left sidebar
Click the "New Folder" or "+" button
Look for folder creation options in your private space
Enter descriptive folder name
Use clear, specific names for easy identification
Confirm folder creation
Save your new private folder
Result: New private folder appears in your personal workspace for content organization.
Tip: Create folders based on project types, clients, or workflow stages for optimal organization.
Team Collaboration Spaces
Shared folders enable team-wide access to content, creating centralized resources for collaborative work.
Key Characteristics:
Accessible to all team members with permissions
Permanent team resource location
Centralized collaboration hub
Organized team knowledge base
Creating Shared Folders
Navigate to "Shared Projects" section
Click on shared projects area in TeamAI interface
Click "New Folder" or "+" button
Look for folder creation options in shared space
Enter descriptive folder name
Use team-recognizable naming conventions
Set folder permissions (if available)
Configure access levels based on team needs
Confirm shared folder creation
Save folder to shared workspace
Result: New shared folder becomes available to all team members with appropriate access.
Collaborating Within Chats Using Comments
Direct Team Communication
TeamAI enables direct collaboration within chats through a commenting system that notifies team members when their input is needed.
Open shared chat where you need assistance
Navigate to the chat requiring team input
Click "Comment" button
Locate the commenting feature within the chat interface
Type your message mentioning team member
Include the specific team member's name in your comment
Submit your comment
Post the comment to trigger notification system
Result: Mentioned team member receives email notification with direct link to chat for immediate collaboration.
Tip: Use comments for specific questions rather than general feedback to maintain focused conversations.
Note: This feature is particularly useful when you're stuck on a problem or need specialized input from a specific colleague.
Important: If you don't see the comment button, ensure your chat is moved to a shared folder first before attempting to use the commenting feature.
Folder Organization Strategies
Effective Structure Planning
Organization Method | Best For | Example Structure |
Project-Based | Teams with distinct projects | Project A, Project B, Project C |
Client-Based | Service organizations | Client 1, Client 2, Client 3 |
Department-Based | Large organizations | Marketing, Sales, Operations |
Content-Type | Workflow-focused teams | Research, Drafts, Final Content |
Best Practices
Plan folder structure early: Establish organizational system before accumulating significant content to avoid extensive reorganization
Use descriptive naming: Create clear, searchable folder names that indicate contents and purpose for easy identification
Implement standardized naming conventions: Establish consistent naming practices for your team's shared content
Use targeted comments: Focus comments on specific questions rather than general feedback to keep conversations focused
Maintain workspace hygiene: Periodically review and clean up your shared workspace to remove outdated content
Common Questions
Q: Can I convert a private folder to a shared folder?
A: You cannot directly convert folder types, but you can move individual contents from private to shared folders.
Q: What happens when I mention a team member in a comment?
A: The mentioned team member receives an email notification with a link to the chat, enabling quick collaboration.
Q: What happens to folder contents when I move them between private and shared spaces?
A: Content visibility changes based on destination - private content becomes team-accessible when moved to shared folders.
Q: Can I control which team members see specific shared folders?
A: Basic shared folders are visible to all workspace members. Advanced permission controls may be available based on your plan level.
Q: How should I organize my workspace to avoid clutter?
A: Create a logical folder structure early, use descriptive names, and regularly review content to remove outdated materials.
Q: What are the privacy implications of moving chats to shared folders?
A: Moving chats to shared folders makes them visible to everyone with access to that folder, so review content for sensitive information first.
Q: How do I know if a folder is private or shared?
A: Folders appear in distinct sections (Private Workspace vs. Shared Projects) and may have visual indicators showing their sharing status.
Q: Can team members reorganize shared folder structures?
A: Content organization is a team responsibility, but specific permissions may vary depending on workspace settings and user roles.