Artifacts, Assets, and Workspaces

Use this guide to organize durable work, review generated output, manage reusable files, collaborate on drafts, and publish only an approved live version.

Product model and access

• A workspace groups instructions, documents, skills, chats, apps, and outputs for one business outcome.
• An artifact is a durable saved output such as a document, report, image, data file, dashboard, app, tool, or hosted MCP server.
• An asset is a reusable tenant file referenced by chat, workspaces, branding, artifacts, or coding tasks.
• A draft, an immutable version, and the live artifact are different states with different access and rollback behavior.

Open Apps & Workspaces at /projects, Assets at /assets, or a specific artifact at /artifacts/:id. Visibility and write controls depend on tenant capabilities, ownership, direct sharing, workspace membership, and live viewer policy.

Create and organize a workspace

1. In Apps & Workspaces, choose New workspace.
2. Give it a business-outcome name and concise description.
3. Open the workspace and add stable instructions or documents.
4. Bind only the approved skills needed for its repeatable workflows.
5. Start the workspace main chat or a bounded thread.
6. Save or move owned apps and outputs into the workspace.
7. Use Sharing & access to add only the intended collaborators.

Choose All workspaces or a specific workspace before filtering. The Apps & outputs heading repeats the active scope and item count so the selected workspace is unambiguous. Artifact-type, creator, status, ownership, sort, and text filters apply inside that scope. Clear filters or choose another workspace before concluding an item is missing. Unfiled remains a separate table for apps and outputs with no workspace; only owned items can be moved.

Each artifact row has an action menu that opens Item details, Tests, or Problems directly. Operators with artifact write access also see Artifact symbol. These links open the selected drawer on the artifact page; they do not create another artifact or change its live version.

Choose workspace and artifact symbols

Workspace owners can open the workspace menu and choose Workspace symbol. Artifact owners, editors, and co-authors can choose Artifact symbol from an artifact row or artifact action menu. Upload a square PNG, JPEG, WebP, or GIF smaller than 10 MB, or choose Use default to restore the generated symbol.

The uploaded image becomes a tenant asset and the resource stores its asset identity. View-only collaborators can see the symbol but cannot change it. If upload or save fails, the current symbol remains unchanged; retry from the same resource after confirming write access and file type.

Rename, archive, restore, or delete

The owner can rename the workspace, change its symbol, or archive it. Archiving removes it from active navigation without deleting its content or audit history. Use /projects/archived to restore it.

Permanent deletion is a separate irreversible workflow. Topline first inventories apps, artifacts, chats, tasks, schedules, documents, skills, and other dependencies. Deletion remains blocked while dependencies or active work make it unsafe. When eligible, the operator must type the exact workspace name.

Review an artifact

Before accepting or sharing an artifact, verify:

• title, owner, workspace, and intended audience;
• source conversation or coding task;
• current draft, immutable version, and live-version identity;
• data source, generated time, refresh model, and current freshness;
• validation, rendered smoke, and acceptance evidence;
• schedules and external connections;
• sharing mode and sensitive content; and
• rollback or prior live version.

Unsupported or binary files should provide safe download guidance. Raw payload views can contain sensitive data; expand them only when necessary and do not copy them into tickets or chat without redaction.

Build and publish an artifact app

1. Create or update a private draft in the owning workspace.
2. Validate the manifest, source package, routes, and declared data/secret bindings.
3. Deploy the private draft through the trusted broker.
4. Run route, data, browser, and acceptance checks against that exact version.
5. Review the rendered draft and logs.
6. Promote the reviewed version through the operator UI.
7. Verify the live route and preserve the prior live version for rollback.

A source commit, successful build, deployed private draft, passing HTTP check, or Storybook story is not proof of live promotion. A shared-platform deploy is also distinct from customer-runtime rollout.

Hosted MCP server artifacts add a connection-review step after promotion. See Build a hosted MCP server.

Share safely

Use People with access for collaboration inside Topline:

• Viewer can open the shared artifact and, for artifact apps, review the current draft and immutable versions but cannot edit, publish, share, or schedule.
• Editor can use write-capable artifact controls, while owner-only sharing, workspace visibility, and deletion remain restricted.
• Direct workspace membership can grant corresponding workspace artifact access while membership remains active.

Use General access for delivery of an approved live artifact. A restricted or public viewer token opens only the live version; it does not grant workspace membership, draft review, immutable-version access, or editing.

Never use public access for tenant-private data, credentials, raw PII, or an unreviewed draft.

Manage assets

Uploads accept PNG, JPEG, WebP, GIF, PDF, plain text, Markdown, CSV, JSON, DOCX, XLSX, and ZIP files. Images are limited to 10 MiB and 25 million pixels; other files are limited to 25 MiB. Topline verifies the declared type against the file content, so renaming an unsupported file does not make it uploadable.

In Assets:

1. choose All assets, Unfiled, or a folder;
2. search by file or folder name;
3. create a folder or upload approved files;
4. preview supported content and edit descriptive metadata;
5. copy the stable asset reference for another Topline workflow;
6. cut and paste an asset into another folder when reorganizing; and
7. download or delete only after checking active consumers.

A folder must be empty before deletion. Failed upload, move, metadata save, or delete operations preserve the existing asset and show a recoverable error. Brand logos and favicons can be selected from this library, but changing a brand asset does not automatically update a separately deployed customer runtime.

Storyboard and feedback

Storyboard at /storyboard owns visual drafting and review. Keep the task in its originating Storyboard conversation, inspect the rendered result and validation, then publish only the approved draft. Restore the previous published version when rollback is required.

Feedback at /feedback accepts a bounded bug, polish, or feature report and optional images. It queues a coding task; it does not itself merge or deploy a fix. Submit once, preserve the returned task, and answer its attention items instead of creating duplicates.

Automation and MCP

An artifact schedule repeats the saved refresh or supported run under its existing authority. Confirm the target, timezone, cadence, next run, and last outcome before enabling it. App-managed schedules are changed through the app manifest rather than the generic schedule editor.

Build MCP supports private artifact build, inspection, validation, deployment, logs, and handoff. Live promotion remains an operator action. Workspace MCP exposes only permission-filtered context and reviewed knowledge operations.

Errors and recovery

• Artifact missing: confirm tenant, workspace membership, direct share, and whether the requested state is draft, version, or live.
• Draft deploy failed: preserve the exact version and logs, fix the narrow source or configuration issue, then deploy a new reviewed version.
• Live route failed: restore the previous reviewed live version when safe and investigate without promoting an unchanged retry.
• Move failed: the item stays in its prior workspace and remains selected when recovery is possible.
• Share failed: do not assume partial access; reload the authoritative people and general-access state.
• Asset upload failed: keep the source file, verify it is one of the listed types and within the applicable byte and pixel limits, then retry only after the reported format, authorization, or storage issue is corrected.

Enablement and smoke check

Use a non-sensitive test workspace and artifact:

1. create the workspace and one thread;
2. save and file an output;
3. upload and reference a small asset;
4. validate and deploy a private artifact draft;
5. verify a named viewer can read but not edit;
6. promote and verify the live viewer route separately;
7. archive and restore the workspace; and
8. verify permanent deletion remains blocked while dependencies exist.

Current limitations

Supported renderers, artifact app runtimes, share modes, schedules, and MCP connections vary by tenant and artifact kind. Public and embedded links expose only live content. Deleting a workspace, artifact, asset, schedule, or connection does not erase historical audit records.