Pin reference files to a workspace
Workspace admins and members can pin reference files to a workspace so ISMS Copilot uses them as context in every conversation there. This is useful for policies, standards documents, risk registers, or any reference material you want consistently available across all chats in a project.
Find the Workspace Files section
Open a workspace from your Workspaces list. Scroll down past the project instructions and recent conversations—the Workspace Files card appears near the chat composer.
The card shows your pinned files with their current status and a count of how many files you've used out of the 5-file limit.
Upload a pinned file
Click Upload file and select a PDF, DOCX, or XLSX file from your device. The file begins processing immediately.
Each workspace can have up to 5 pinned files. When you reach the limit, the upload button disables and you'll see a maximum-reached message.
Pinned files are stored with the same privacy standards as all ISMS Copilot data: EU-hosted, encrypted, and never used for AI training.
File processing statuses
Each pinned file shows one of three status labels:
Processing — The file is being analyzed. You'll see a spinner icon while this completes.
Ready — Processing finished successfully. The file is now available as context in all workspace conversations.
Failed — Something went wrong during processing. Try uploading the file again or check that it's a valid PDF, DOCX, or XLSX under 10MB.
You can't delete a file while it's still processing. Wait for the status to change to Ready or Failed before removing it.
View a file summary
Once a file shows Ready status, click View content to see a compacted summary of the file contents. This summary is what ISMS Copilot injects into every conversation in the workspace—helping the assistant reference your pinned documents accurately.
If the summary hasn't finished generating, you'll see a fallback message indicating it's not available yet.
How pinned files work in conversations
When you start a conversation in a workspace with pinned files, ISMS Copilot automatically includes summaries of those files as reference context. You don't need to mention or re-upload the files—the assistant already knows about them.
The assistant uses compact summaries rather than full file contents, which lets it reference key information efficiently during long conversations.
Pinned files are workspace-scoped: they only appear in conversations within that workspace, not across your entire account.
Remove a pinned file
Click Delete on any file row to remove it from the workspace. A confirmation dialog appears with the file name and a reminder that removing it stops the file from being referenced in future conversations.
Click Remove to confirm. The file is deleted from the workspace immediately.
Removing a pinned file means ISMS Copilot will no longer have that document's context for new conversations. Existing conversation history is preserved, but follow-up questions won't reference the removed file.
Pinned files vs. generated files
The Workspace Files section is for reference documents you upload—policies, standards, risk registers, or other materials you want the assistant to know about.
The Generated Files card in the same workspace view shows documents created by ISMS Copilot during conversations—policies, procedures, gap analyses, and other outputs you've asked the assistant to generate.
Next steps
After pinning reference files, start a conversation in the workspace and ask questions that draw on those documents. The assistant will use the pinned file summaries as context automatically—no need to re-upload or reference them in each chat.