Managing Spaces
Spaces allow you to create distinct knowledge bases for different contexts (e.g., "Work Project", "Creative Writing", "Personal Budget").
How Spaces Work: Full Context Injection
Rephlo uses Full Context Injection to provide AI with your Space content. This means:
- ALL files in a Space are concatenated together
- ALL content is sent to the LLM with every request
- There is no indexing, semantic search, or chunk retrieval
This approach ensures the AI has complete access to all your Space content, but it also means Token Budget matters - larger Spaces consume more tokens per request.
Note: A future RAG (Retrieval-Augmented Generation) enhancement is planned, which would enable semantic search and selective chunk retrieval for very large knowledge bases.
Creating a Space
- Open the Dashboard and go to the Spaces tab.
- Click "New Space".
- Name: Give it a clear name (e.g., "TextAssistant Docs").
- Description: Optional context.
- Create.
Adding Data (Ingestion)
Once a Space is created, you need to feed it information.
- Open the Space details.
- Click "Add Files" or drag-and-drop files into the window.
- Supported Formats: PDF, DOCX, TXT, MD, CS, JS, etc.
- Processing: You will see a progress bar as Rephlo reads ("ingests") the files. This extracts and stores the text content for use in prompts.
┌─────────────────────────────────────────────────────────────────────────┐
│ SPACE FILE BROWSER │
├─────────────────────────────────────────────────────────────────────────┤
│ │
│ ┌─────────────────────────────────────────────────────────────────┐ │
│ │ Space: "Q3 Analysis" [X] │ │
│ ├─────────────────────────────────────────────────────────────────┤ │
│ │ │ │
│ │ ┌───────────────────────────────────────────────────────────┐ │ │
│ │ │ Drag and drop files here to add to Space │ │ │
│ │ │ - or - │ │ │
│ │ │ [Browse Files...] │ │ │
│ │ └───────────────────────────────────────────────────────────┘ │ │
│ │ │ │
│ │ FILES IN THIS SPACE │ │
│ │ ┌───────────────────────────────────────────────────────────┐ │ │
│ │ │ [PDF] Q3_Financial_Report.pdf │ 1,245 tokens │ [...] │ │ │
│ │ ├───────────────────────────────────────────────────────────┤ │ │
│ │ │ [DOC] Meeting_Notes.docx │ 432 tokens │ [...] │ │ │
│ │ ├───────────────────────────────────────────────────────────┤ │ │
│ │ │ [TXT] Action_Items.txt │ 128 tokens │ [...] │ │ │
│ │ ├───────────────────────────────────────────────────────────┤ │ │
│ │ │ [CSV] Sales_Data.csv │ 645 tokens │ [...] │ │ │
│ │ └────────────── ─────────────────────────────────────────────┘ │ │
│ │ │ │
│ │ ───────────────────────────────────────────────────────── │ │
│ │ PROCESSING │ │
│ │ ┌───────────────────────────────────────────────────────────┐ │ │
│ │ │ [=============================> ] 78% │ │ │
│ │ │ Extracting: Budget_Forecast.pdf │ │ │
│ │ └───────────────────────────────────────────────────────────┘ │ │
│ │ │ │
│ │ Total: 4 files | 2,450 tokens | Last updated: 2h ago │ │
│ │ │ │
│ │ [Compact] [Close] │ │
│ │ │ │
│ └─────────────────────────────────────────────────────────────────┘ │
│ │
└─────────────────────────────────────────────────────────────────────────┘
Viewing Space Content
You can see a list of all files currently in a Space.
- Inspect: Click a file to see exactly what text Rephlo extracted from it. This is useful to verify that a PDF was read correctly.
- Remove: Delete obsolete files to keep the Space clean.
Space Settings
Token Budget
Each Space has a Token Budget that limits the total amount of content that can be stored:
- Range: 1,000 to 1,000,000 tokens per Space
- Why it matters: Since ALL Space content is injected into every prompt (Full Context Injection), larger Spaces consume more tokens per request and increase API costs
- Recommendation: Set a reasonable budget based on your use case. For most projects, 50,000-100,000 tokens is sufficient.
Data Mode
Spaces support two data modes that control how content is stored and sent to the AI:
| Mode | Description | Best For |
|---|---|---|
| UseRaw | Stores and sends the original extracted text exactly as-is | When you need precise formatting, code files, or structured data |
| UseCompact | Uses AI-generated summaries instead of raw text | When you want to reduce token usage while preserving meaning |
Space Maintenance
Token Usage & Compaction
Every time you run a command with a Space attached, Rephlo includes all the Space content in the prompt sent to the AI. To manage size:
- Monitor: Check the Space's stats to see how many "tokens" (units of text) it contains.
- Compact: If a Space becomes too large or cluttered, use the Compact feature.
- Rephlo will analyze the documents and generate concise summaries, replacing the raw text with dense information.
- This preserves the meaning while reducing the size.
Archive & Unarchive
You can archive Spaces you are not currently using:
- Archive: Hides the Space from the main list without deleting it. Archived Spaces are not available for command execution.
- Unarchive: Restores an archived Space back to active status.
This is useful for keeping your workspace organized while preserving Spaces for future use.
Deleting a Space
- Go to the Spaces list.
- Select Delete.
- Warning: This permanently removes the Space and all associated file references from Rephlo (original files on your disk remain untouched).
Next Feature: configuring your AI brains in Managing Providers.