04 - Project & Workspace Management Guide

04 - Project & Workspace Management Guide

📁 Organize Your Transcripts Like a Pro
⏱️ Time Estimate: 10 minutes
📋 What You’ll Learn: Project creation, organization strategies, navigation, search & filtering

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Table of Contents

• Understanding Projects
• Creating Projects
• Project Navigation
• Moving Transcripts Between Projects
• Project Search & Filtering
• Project Management
• Organization Best Practices
• Keyboard Shortcuts

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Understanding Projects

What is a Project?

A project in Selfoss is a folder that contains related transcripts. Think of it as:

• 📁 A folder for a specific team (e.g., “Engineering Team”)
• 📅 A time period (e.g., “Q4 2024 Meetings”)
• 🎯 A topic or initiative (e.g., “Product Launch Campaign”)
• 🏢 A client or department (e.g., “Acme Corp Calls”)

Benefits of Projects

✅ Organization: Keep related transcripts together
✅ Context: Quickly find meetings by topic
✅ Visual clarity: Color-coded for easy identification
✅ Search scope: Filter searches by project
✅ Workflow: Separate work and personal transcripts

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Creating Projects

Quick Create

1. Click ”+ New Project” button in the sidebar (top-left)
2. Fill in the form:
   • Name: “Marketing Team Meetings” (required)
   • Description: “Weekly sync meetings” (optional)
   • Color: Choose a color tag (optional)
3. Click “Create Project”

✅ Success: Your new project appears in the sidebar!

Project Form Details

┌────────────────────────────────┐
│ Create New Project             │
├────────────────────────────────┤
│ Name:        [________________]│
│              (required)         │
│                                │
│ Description: [________________]│
│              [________________]│
│              (optional)         │
│                                │
│ Color:       🔴 🟢 🔵 🟡 🟣    │
│              (click to select)  │
│                                │
│ [Cancel]    [Create Project]   │
└────────────────────────────────┘

Color Coding

Choose meaningful colors for quick visual identification:

Color	Suggested Use
🔵 Blue	Internal team meetings
🟢 Green	Client meetings
🟡 Yellow	Planning & strategy
🟣 Purple	Personal notes
🔴 Red	Urgent/priority
🟠 Orange	External collaborations

💡 Pro Tip: Use consistent color themes across related projects.

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Project Navigation

Sidebar Layout

The left sidebar (F001) displays all your projects:

┌─────────────────────────┐
│ + New Project           │ ← Create button
├─────────────────────────┤
│ 🔍 Search...            │ ← Project search (F020)
├─────────────────────────┤
│ 🔵 Engineering Team (12)│ ← Project name + count
│ 🟢 Client Meetings  (8) │
│ 🟡 Planning Sessions(5) │
│ 🟣 Personal Notes   (3) │
└─────────────────────────┘

Project Metadata

Each project displays:

• 🎨 Color indicator (left border)
• 📝 Project name
• 🔢 Transcript count (in parentheses)
• 📅 Last accessed (hover tooltip)

Selecting a Project

Method 1: Click

1. Click on any project in the sidebar
2. The project expands to show transcripts
3. Main area updates to show project details

Method 2: Keyboard

1. Press Ctrl+B / Cmd+B to focus sidebar
2. Use ↑ ↓ arrow keys to navigate
3. Press Enter to select

Sidebar States

Collapsed:

• Only project names visible
• Maximizes main content area
• Toggle with Ctrl+B / Cmd+B

Expanded:

• Shows transcripts within selected project
• Default state
• Better for browsing

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Moving Transcripts Between Projects

Via Drag-and-Drop (Planned)

Currently in development (F001 enhancement)

Via Context Menu

1. Right-click transcript in list
2. Select “Move to Project…”
3. Choose destination project
4. Click “Move”

✅ Success: Transcript moves and appears in new project.

Via Edit Dialog

1. Click transcript to view
2. Click “Edit Metadata” button
3. Change “Project” dropdown
4. Click “Save”

⚠️ Note: Moving a transcript updates all visualizations and references.

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Project Search & Filtering

Global Search (F020)

The header search bar searches across all projects:

1. Click search bar or press Ctrl+K / Cmd+K
2. Type your query (minimum 2 characters)
3. Results appear in dropdown, categorized by:
   • 🎯 Decisions (target icon)
   • ➡️ Actions (arrow icon)
   • 💡 Concepts (lightbulb icon)
   • 📄 Transcripts (file icon)

Result Format:

🎯 Decision: "Approve marketing budget"
   In: Q4 Budget Meeting
   Project: 🟡 Planning Sessions

Click any result to:

• Switch to that project automatically
• Select the transcript
• Scroll to the relevant content

💡 Pro Tip: Use specific keywords for better results (names, dates, technical terms).

Project-Specific Search

To search within a single project:

1. Select the project in sidebar
2. Use the search bar (searches only selected project)
3. Or filter transcripts by date/name

Search Syntax (Advanced)

keyword                  # Simple text search
"exact phrase"           # Exact match
owner:John              # Find actions by owner
priority:high           # Filter by priority
project:Engineering     # Limit to project

👉 Learn More: See 11_SEARCH_DISCOVERY_GUIDE.md

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Project Management

Editing Projects

1. Right-click project in sidebar
2. Select “Edit Project”
3. Update name, description, or color
4. Click “Save Changes”

Deleting Projects

⚠️ Warning: Deleting a project also deletes all transcripts within it!

Steps:

1. Right-click project in sidebar
2. Select “Delete Project”
3. Confirm deletion in dialog
4. Enter project name to confirm (safety check)

Recommended workflow:

1. Export project data first (F013)
2. Verify backup completed
3. Then delete

Archiving Projects (Planned)

Feature in development:

• Mark projects as “Archived”
• Hidden from main view
• Still searchable
• Can be restored later

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Organization Best Practices

Strategy 1: By Team

🔵 Engineering Team
   ├─ Sprint Planning
   ├─ Retrospectives
   └─ Architecture Reviews

🟢 Sales Team
   ├─ Client Calls
   ├─ Team Sync
   └─ Deal Reviews

🟡 Leadership
   ├─ Strategy Sessions
   └─ Board Meetings

Benefits:

• Clear ownership
• Easy access control
• Team-specific workflows

Strategy 2: By Time Period

📅 2024 Q1
   ├─ Jan Meetings
   ├─ Feb Meetings
   └─ Mar Meetings

📅 2024 Q2
   ├─ Apr Meetings
   └─ ...

Benefits:

• Easy archival
• Historical reference
• Performance reviews

Strategy 3: By Project/Initiative

🚀 Product Launch
   ├─ Planning
   ├─ Development
   └─ Go-to-Market

💰 Budget Planning
   ├─ Department Reviews
   └─ Executive Approvals

Benefits:

• Cross-functional visibility
• Initiative tracking
• Clear milestones

Strategy 4: Hybrid Approach

🔵 Engineering
   └─ Q4 2024
       ├─ Product Launch
       └─ Tech Debt Sprint

🟢 Sales
   └─ Q4 2024
       ├─ Q4 Pipeline
       └─ Year-End Push

Benefits:

• Maximum flexibility
• Clear hierarchy
• Multiple organization axes

Naming Conventions

✅ Good Names:

• “Engineering Sprint Planning 2024”
• “Client: Acme Corp”
• “Leadership Strategy Sessions”
• “Personal Voice Notes”

❌ Avoid:

• “Project 1” (too generic)
• “asdfasdf” (no meaning)
• “Meeting Notes” (too broad)
• Very long names (truncation issues)

💡 Pro Tip: Use prefixes for sorting (e.g., “A_” for high priority, “Z_” for archive).

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Keyboard Shortcuts

Global Shortcuts

Shortcut	Action
Ctrl+B / Cmd+B	Toggle sidebar visibility
Ctrl+K / Cmd+K	Open global search
Ctrl+N / Cmd+N	New project (planned)

Navigation Shortcuts

Shortcut	Action
↑ ↓	Navigate projects/transcripts
Enter	Select/open
Esc	Close modal/deselect
Tab	Move between panels

Transcript Shortcuts

Shortcut	Action
Ctrl+U / Cmd+U	Upload transcript
Ctrl+R / Cmd+R	Start recording (planned)
Delete	Delete selected transcript

💡 Pro Tip: Keyboard shortcuts work globally - no need to click first!

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Advanced Features

Project Statistics (Planned)

View project analytics:

• Total transcripts
• Total duration (for recordings)
• Processing costs
• Most active participants
• Decision count trends

Project Templates (Planned)

Create reusable project templates:

• Pre-defined settings
• Default workflows
• Custom metadata fields

Project Sharing (Future)

Enterprise feature roadmap:

• Export project as shareable link
• Collaborate with team members
• Permission-based access

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Troubleshooting

”Project not found” error

Causes:

• Project was deleted
• Database corruption

Solutions: ✅ Check Recent Projects list
✅ Use global search to find transcripts
✅ Restore from backup (F013)

Transcripts missing from project

Causes:

• Moved to different project
• Deleted accidentally
• Search filter active

Solutions: ✅ Check “All Projects” view
✅ Use global search
✅ Clear any active filters
✅ Restore from backup if deleted

Sidebar not showing projects

Causes:

• Sidebar collapsed
• Window too narrow
• No projects created yet

Solutions: ✅ Press Ctrl+B / Cmd+B to expand
✅ Resize window
✅ Create your first project

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Next Steps

🎉 You’re now a project organization expert!

Recommended Actions:

1. 📁 Create your project structure - Plan before creating
2. 🎨 Set up color coding - Choose a system
3. 🔍 Try global search → 11_SEARCH_DISCOVERY_GUIDE.md
4. 📊 Process some transcripts → 06_TRANSCRIPT_UPLOAD_PROCESSING_GUIDE.md
5. 💾 Set up backups → 09_DATA_MANAGEMENT_GUIDE.md

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📁 Stay organized, stay productive.