Workspace knowledge: from manual to published guidance¶
A workspace knowledge library gives current members a shared set of manuals and reference documents that HiveAI can use in grounded answers. Administrators choose suitable material, prepare an immutable version, approve its processing cost and publish it deliberately.
For a business owner, the value is controlled reuse of current organizational guidance. Publication does not certify a manual's correctness, replace professional judgment or turn an answer into an approved business action. Assign an accountable content owner, review revisions and withdraw obsolete material.
Availability: the backend implements upload, paid processing, publication and withdrawal. These guides use the intended 06 Final Screens journey; the frontend is still in progress and environment delivery is unverified. A missing action may reflect incomplete delivery or current access. This documentation remains a draft for initial review.
What belongs in this library¶
Use documents classified Normal that are suitable for every current member of the workspace. The declaration is a content owner's responsibility. File checks and a successful upload do not establish that the information is appropriate for everyone.
This audience cannot be narrowed to selected departments or named people through the library workflow. Do not use it for Secret material or assume that a Secret-access exception changes the library audience. WorkOS records retain their own document and source authority.
Former members lose current library access when their membership or account no longer qualifies. Withdrawal does not recall a document or answer someone already read, copied or exported.
The stages have different meanings¶
| Stage | What it establishes | What still needs to happen |
|---|---|---|
| Source created | A named library entry exists | Upload and admit a document |
| Upload completed | A verified document version is retained | Review a current processing quote |
| Spending limit approved | Credits are reserved for that processing approval | Complete processing and account for measured usage |
| Document ready | Prepared content and payment evidence are complete | Review the version and request publication |
| Publication pending | The publication request is being coordinated | Confirm the version is available to members |
| Published | Current eligible members can use the confirmed version | Maintain content accuracy and current authority |
| Archived | The entry is withdrawn from new member use | Decide whether to restore it or follow the applicable retention process |
| Deleted entry | The source is marked deleted and withdrawn | Confirm any separately required storage cleanup, export or retention action |
A replacement is a new version of the same source. The old published version remains current while the replacement is prepared. The final switch is asynchronous and can have an availability gap before the replacement is confirmed. There is no guaranteed uninterrupted cutover.
Responsibilities¶
Administrators need current workspace administration authority and knowledge-management access. The current policy grants eligible knowledge administrators access to management, spending approval and publication together. Each processing maximum still needs an explicit approval, and publication remains a separate decision. Do not rely on independently assigned spending and publishing roles in this workflow. Platform staff support configuration and recovery through their own authorized boundaries; a staff role is not a substitute for membership in a customer workspace.
Members consume published guidance through their current HiveAI access. Managers and executives should verify the document owner, revision, audience and last confirmed publication when relying on organizational guidance. Support should retain safe source, version and processing references without asking users to repeat uncertain paid work.
Workspace access and publication are separate¶
A published manual remains subject to the reader's current workspace, membership and HiveAI access. Administrators also need current subscription coverage to manage the library. An expired covered period, a due plan change or another workspace restriction can affect access even when the manual itself has not changed. See workspace billing access and workspace restrictions.
Restoring access does not publish a draft, approve processing spending or prove that an earlier operation failed. Keep the original manual and operation references while an administrator checks the current cause. Buying processing credits alone does not resolve every workspace restriction.
Costs and limits¶
Accepted uploads are PDF, DOCX or UTF-8 TXT, up to 25 MiB (26,214,400 bytes). PDFs and server-rendered DOCX documents may contain at most 500 pages. Admission also requires the configured malware check. Processing has further text and search-passage limits; an admitted file can still fail extraction or exceed a processing limit.
Processing uses prepaid credits and requires an explicit maximum. The final confirmed charge for an approval cannot exceed its approved ceiling. Additional processing after a cost pause needs a separate approval. Failed or cancelled processing can still have measured charges; an unknown outcome is not zero usage.
A workspace restriction can stop new paid work while earlier processing still needs to be accounted for. It does not by itself cancel that work, release reserved credits or confirm a refund. A charge or credit release may appear later against the original operation. That result does not mean you approved new work or regained access. Preserve the original reference and ask support to check an uncertain outcome before repeating the action.
Publication and restoration do not themselves start another extraction or embedding operation. A retained version whose processing evidence or approved setup is unusable may require a new version and separately approved processing. See credits and spending.
Start a task¶
Follow the knowledge lifecycle guide to add a manual, review cost, monitor processing, preview, publish, replace, archive and recover an uncertain result. Read the governance guide when content suitability or access raises a wider concern.
When the processing setup changes¶
A provider or model change can affect retained processing evidence and search compatibility. Use the provider change guide to understand review, rollback and responsibility for existing work. Do not create a replacement paid operation just to bypass an uncertain earlier outcome.
Platform Support knowledge is a separate global publishing workflow. Tenant administrators do not gain platform publication authority, and a workspace manual is not automatically shared as global Support guidance.