How to set up a Toqan Space in your web browser

Toqan Spaces is a great new feature that allows you to set up a personal workspace that’s customised to your needs in the web version of Toqan. If you’re not sure what Toqan Spaces is about, watch this introduction video here then pop back to this guide so we can show you how to get started.

You can watch the video or follow the instructions beneath it.

Watch the video guide

A step-by-step guide to setting it up

Step 1: Go to Spaces in the navigation bar

When you open Toqan you’ll see a dropdown menu at the top. This is to indicate that you’re not in a specific space – you’re just in “normal” Toqan.

Step 2: Describe the Space

This step is to show your users what the Space is about. It’s also an indication to Toqan as to what the Space is about, which will help Toqan to add some details for you.

Step 3: Take a closer look at the details

Have a look at the Space name. This is important if you plan to have many Spaces or will be invited to many spaces – you’ll need to be able to identify them easily.

Then look at the instructions. It’s important to spend some time here. This is the area in which you tell Toqan what you want it to do in this Space. Here you’ll identify what you want the Space to do. You’ll give Toqan specific instructions that you want it to follow (for example, telling it to ask a user a question if they don’t add all the necessary details to their prompts or telling it to refer to a specific document you’ve uploaded for a specific task in that Space).

You can change the instructions at any point by going to the Spaces menu, finding that particular space and clicking Edit. Remember to save your changes. People you share with will always see the updated version of your Space.

Step 4: Add files

These are the files specific to this space. If it’s a Space containing all HR policies, for example, you would upload your company HR policies. If it’s a Space to do copy editing according to a style guide, this is where you’ll upload the style guides of your company, team or brand. If it’s a Space where you have all your research and background detail for a particular part of your work, this is where you’d upload all your relevant documents so you don’t have to upload it every time you use Toqan.

You can upload only 15 PDF files and each has a 20MB file limit. This may seem like a small amount but it’s important that you think carefully about what files you’re uploading. You need to curate high-quality documents so that you can get the best output instead of dumping the contents of your Google Drive or Sharepoint folders into Toqan. In this instance the much-quoted “garbage in, garbage out” concept very much applies.

Don’t forget to click “Save changes” – the first time you set it up but also every time you make a change to your Space.

Sharing a space

You can share your Space with others. Go to Spaces in your navigation bar and find the one you want to share. Click on “Share” and activate the toggle that says “Enable sharing”. Copy the link and share this link with those you want to give access to.

You can remove access by clicking on the “Enable sharing” toggle again – everyone who has access to the Space will no longer be able to access it.

See who shared a Space with you

When you have shared Spaces, you’ll be able to see who shared a Space with you. Go to Spaces in the navigation bar – the name will appear next to the name of the space.

Accessing different Spaces

You can drop down from the menu on your Toqan homepage or go to Spaces in the navigation bar.

View conversations you’ve had in a Space

In between your normal conversations, you’ll be able to easily spot which chats happened in a particular Space.

If you’d like to connect your Space to a channel in Slack, watch this video to find out how.