Spaces Overview

Overview

A Space is the central home for a matter or project in Harvey. It contains the work's background, the people working on it, and resources: related Vaults, Agents, Workflows, Playbooks, threads, Horizon Scanning scans, and tasks.

Spaces support both internal and external collaboration:

• Internal Spaces: Start a private Space to collect context for a matter or project, or invite colleagues from within your own workspace to collaborate. Threads you start in a Space are private to you until you share them with other colleagues within the Space.
• External Spaces: Share a Space with one other Harvey organization, such as a client or co-counsel. Each organization maintains control and visibility over what it shares within the Space.
• Guest Accounts: Invite collaborators who don't use Harvey through a free, limited-access account. For details, see Guest Accounts Overview.

Law firms can also associate a Space with a client matter, and optionally enforce ethical walls as well. If walls are enabled, only people with access to the matter can open the Space, and Harvey filters its content according to your ethical walls policies.

This article explains when to use a Space, where to find your Spaces, and how to create, set up, and work in one. For details on configuring permissions, admins can refer to Manage Spaces.

Key Concepts

• Space Admin: The person who manages a Space's members, settings, and Space Context. Whoever creates a Space becomes its first Space Admin.
• Party: Refers to each organization in a Space. An internal Space has one party (your organization). An external Space has two parties: your organization and one other Harvey organization or guest organization.
• Access Level: Determines what a party can do with a resource in a Space. The access levels are View, Edit, Run (applies to Workflows and agents only), Full access, and No access.
• Thread Visibility: Determines who can see a thread you start in a Space. The options are Private, Internal, and External. Threads are Private by default.

When to Use Spaces

Use a Space for any matter or project that involves multiple tasks, documents, or people.
By keeping all of the work’s resources together in one place, you give Harvey the context it needs without re-explaining that context for each new thread.

Common use cases for Spaces include:

• Client matters (for law firms): Create one Space per active matter. Add the deal Vault, the relevant Playbooks and agents, and Space Context that describes the parties and key terms.
• Projects and initiatives (for in-house teams): Create a Space for a vendor contract renegotiation or a regulatory response, where the team assigns and tracks work.
• Private project workspaces: Create a personal Space for your own work to keep the resources and context you rely on in one place.
• Practice group hubs: Use the Space to curate Workflows and Playbooks tailored for a practice group, such as your M&A or Employment groups.
• Business unit portals: Give teams such as Sales, HR, or Procurement self-service access to pre-approved Workflows and guidance.
• Onboarding: Create a Space that contains training materials, example threads, and commonly used Playbooks for new hires.
• Client collaboration: Share finalized Workflows and review Playbooks with a client, or run joint due diligence from a shared Vault.

Find and Open Your Spaces

Your five most recently used Spaces appear in Harvey’s main sidebar under Spaces for easy access.

To view all of the Spaces that you belong to, select View all spaces from the main sidebar. From the Spaces page, use the search bar to find a specific Space, or use the tabs at the top of the page to filter the list:

• All: Displays every Space you belong to
• External: Displays Spaces shared with another Harvey organization or with guests
• Internal: Displays Spaces with members from your organization only

Set Up a Space

Step 1: Create the Space

1. In Harvey’s main sidebar, hover over Spaces and select the Add icon.
2. In the popover, enter a name for the Space. Use a clear naming convention, such as Firm | Client — Matter name or Practice Group — Internal Hub.
3. [Optional] If your firm uses client matter numbers, select a client matter from the dropdown. Jump to Attach A Client Matter to a Space for more details.
4. Select Create.

Harvey creates your Space. Proceed with the creation flow to add context, resources, and collaborators to the Space.

Step 2: Add Space Context

Space context gives Harvey background on the Space’s matter or project, such as the parties, key dates, and standing instructions. Harvey applies it to every new thread and agent run in the Space. You can add context while creating a Space, and you can also add or edit context after the Space has been created.

Add Context While Creating a Space

1. In the Space creation flow, proceed to the Add context to your Space step.
2. Add context in one of two ways:

   • Enter the background, parties, goals, key facts, deadlines, and guidance in the text box.
   • Select Generate context from files, then upload up to 3 files, such as a term sheet or engagement letter. Harvey drafts the Space Context from them. Note that these files are only used to draft the context and are not added to Space.
3. Review and edit the context as needed.
4. Select Next.

Add or Edit Context in an Existing Space

1. Open the Space.
2. Select the ellipsis menu (•••) in the top-right corner.
3. Select Customize.
4. In the popover, select the Context tab.
5. Add context manually, or select Generate context from files.
6. Select Save.

Step 3: Add Resources to a Space

If you are a space admin, you can add resources like Vaults, Agents, Threads, Review Tables, scans, and more when creating a Space. You can also add or remove resources after the Space has been created. Set per-party access levels on a resource to control what each party can do with a resource.

Add Resources While Creating a Space

1. In the Space creation flow, proceed to the Add resources to your Space step.
2. Browse and select the resources to add to the Space.
3. Select + Add.

Add Resources To an Existing Space

1. Open the Space.
2. From the Space’s menu, navigate to the appropriate tab for that resource (for example, Vaults or Agents).
3. Select + Add.
4. In the popover, choose the resource(s) you want to add and select Add to space.

Remove Resources From an Existing Space

1. Open the Space.
2. From the Space’s menu, navigate to the appropriate tab for that resource. For example, Vaults or Agents).
3. Select the ellipsis menu (•••) by the resource you want to remove.
4. Select Remove.

Set Per-Party Access on a Resource

1. Hover over the resource and select the ellipsis menu (•••) in the upper-right corner.
2. Select Manage access.
3. Choose an access level for each party listed:

   • View: the party can open the resource
   • Edit: the party can open and edit the resource
   • Run (workflows and agents only): the party can run the workflow or agent but can't see its underlying prompts
   • No access: the party can't see or open the resource

To review everything in one place, open the Space, select the ellipsis menu (•••) in the upper-right corner and choose Manage access to see every party and their access levels for each resource.

Step 4: Invite Collaborators

You can invite collaborators while creating a Space, and you can also add or remove them after the Space has been created. Invitations to people in your own workspace don't need approval. Invitations to people at another organization go to admins for approval, and you can track those requests within the Space.

Invite Members While Creating a Space

1. In the Space creation flow, proceed to the Invite collaborators step.
2. Add the people you want to invite in one of two ways:

   1. Enter each person’s email address.
   2. Paste a list of email addresses. These can be copied from an Excel spreadsheet and pasted directly into the address field.
3. Select Invite.

Invite Members After Creating a Space

1. Open the Space.
2. In the top-right corner, select Invite.
3. Enter the email addresses of people from your workspace or from a connected Harvey organization.
4. [Optional] Select a role for each person, such as Space Admin.
5. Select Invite.

Track an Invite or Share Request

When you share a Space or resource with another organization, you're prompted to add a justification note. The note is optional, but explaining the use case, who's involved, and why access is needed helps admins act faster.

To check on a request, open the Space and select Requests in the top-right corner.

• The In progress tab shows your outstanding requests and whose approval you're waiting on.
• The Resolved tab shows past requests and their outcomes.

Access is granted only after admins at both organizations approve. To learn how admins review requests, see Manage Spaces.

Attach A Client Matter to a Space

You can link a Space to a client matter number (CM#), and optionally enforce ethical walls. Only users with access to the matter can open the Space. Harvey filters content within the Space according to your firm's ethical walls policies.

Refer to Client Matters Numbers for more details.

Work in a Space

Inside a Space, you can:

• Ask Harvey questions across the Space for summaries, analysis, and quick answers
• Run Workflows, Playbooks, and agents shared to the Space
• Review developments from Horizon Scanning scans shared to the Space, depending on your access level
• View shared threads, and view or edit shared drafts and review tables, depending on your access level
• Create, assign, and track tasks

Query a Space from a New Thread

You don't need to open a Space to ask Harvey questions about its contents. Instead, you can start a new thread outside of a Space and attach a Space as context for the query.

Harvey automatically includes the Space's context and contents with your query. The query will be available within your Space History for future reference.

Control Who Sees Your Threads

Every thread you start in a Space is Private by default, so only you can see it. When the work is ready, you can share it:

• Internally: Visible to all members of the Space from your organization
• Externally: Visible to all members of the Space, including outside collaborators and guests

To share a thread with your Space:

1. Open the thread you want to share.
2. In the top-right corner, select Share to space.
3. In the popover, select an access level for the thread.
4. Select Share.

Create and Assign Tasks in a Space

Tasks are action items that can be created and assigned within a Space. Use them to assign a specific piece of work within the Space, such as asking outside counsel to review a draft agreement or asking an associate to mark up a contract, and follow it through to completion.

Any member of a Space can create, update, or reassign a task, and every task is visible to everyone in the Space. You can assign tasks to:

• Yourself
• Another member of the Space
• Harvey
• A custom agent within the Space

You can create tasks by asking Harvey to create them for you or create them manually.

Create Tasks with Harvey

1. Open a Space.
2. Start a new thread, or open an existing one.
3. Describe the tasks you want Harvey to create.
4. In the prompt window, select the Files icon or the Sources icon to add context for Harvey. For example:

   • Upload files from your computer.
   • Attach a Vault or review table, such as a closing checklist or document set to be reviewed.
   • Add from connectors. Use Outlook to pull action items from an email thread in the Harvey for Outlook add-in and include filters such as the sender, subject, folder, or date range.
   • Use knowledge sources, such as Web Search or regional legal sources, to give more context to your tasks.
5. Send your query.
6. If Harvey asks for more details, such as a due date or assignee, provide them.

Harvey adds the tasks to the Space.

Create Tasks Manually

1. Open the Space.
2. Select the Tasks tab.
3. Select + Create task.
4. Enter the task details:

   • Task name: A short name for the task.
   • Description (optional): What needs to be done.
   • Assignee: Yourself, another member of the Space, Harvey, or a custom agent.
   • Due Date: When the task is due.
   • Status: The task's current status. New tasks default to To do.
   • Phase: Organize your tasks into custom stages, so your team has a lightweight, shared map of the matter. Select an existing phase, or select New phase to create one.
   • Add files (optional): Any relevant documents.
5. Select Create.

Assign a Task to Harvey

When you assign a task to Harvey, Harvey starts right away. It treats the task as its brief and works in a linked thread, using the documents and context already in the Space. Harvey reports its progress, questions, results, and deliverables through the task. When it finishes, it assigns the task back to you for review.

Assign a Task to a Custom Agent

When you assign a task to a custom agent, the agent starts right away. It follows its published instructions and configured knowledge sources, which makes it useful for repeatable or firm-specific work. To assign a task to a custom agent, the agent must be published and available to you, and you must have permission to run it.

Track and Update Tasks

Each task has one of four statuses: To do, In progress, Done, or Cancelled. Anyone in the Space can update a task.

1. Open the Space.
2. Select the Tasks tab.
3. [Optional] Apply a filter to narrow the list, or select Assigned to me to see only your tasks.
4. To make a quick change, select a task's status, assignee, or due date in the list.
5. To see everything about a task, select the task to open its details.

In a task's details, you can:

• Update any field, including the task's phase
• Attach files
• Comment on the task, @mention other members of the Space, and edit or delete your own comments
• View the activity log, which records who created the task and every change to its assignee and status

You can also ask Harvey to manage tasks for you. In a thread in the Space, Harvey can find and summarize tasks and update a task's assignee, status, due date, description, comments, and linked resources.

Task assignments, status updates, comments, and mentions also appear in your Harvey notifications. To see them, select the Notify icon in the top-right corner.

Customize a Space

Space Admins can change how a Space looks and what collaborators see when they open the Space.

Update a Space's Branding

1. Open the Space.
2. Select the ellipsis menu (•••) in the top-right corner.
3. Select Customize.
4. In the popover, select the Appearance tab.
5. Update the Space's accent color and header image.

Set a Welcome Message

A welcome message appears the first time an external collaborator enters the Space. Use it to set expectations, surface disclaimers (for example, "This Space does not constitute legal advice"), or give engagement-specific instructions.

1. Open the Space and select the ellipsis menu (•••) in the top-right corner.
2. Select Customize.
3. In the popover, select the Welcome tab.
4. Enter a title and body for the message (up to 10,000 characters). You can include links to a privacy statement, client terms, or a contact email.
5. Select Preview to see what collaborators will see the first time they enter the Space.
6. Select Save to enable the message.

Preview What Collaborators See

Before or after you share resources, you can check what others will see in the Space. Use Preview to catch overexposed content, confirm access levels, and make sure clients have a clean experience.

1. Open the Space.
2. Select the ellipsis menu (•••).
3. Select Preview.
4. Choose how to preview:

   • Preview Experience: See the general collaborator or guest experience before anyone is invited. This view doesn't reflect specific resources.
   • View as party: See the Space exactly as a specific party sees it, including which resources they can open and at what access level.

A banner confirms that you're in preview mode. You can change access levels directly from preview mode, and exit at any time. The welcome message also appears in preview mode.

Review Activity in a Space

The Activity Feed shows recent activity in a Space, so you can see what changed and pick up where your collaborators left off. It includes:

• Resource engagement, such as resource views and Workflow runs
• Review table updates, such as comments, rows, and columns added
• Shared Vault changes, such as files added, downloaded, or removed
• Members added and resources shared
• Exports of Space resources, such as review data and threads

To open the Activity Feed:

1. Open the Space.
2. Select the ellipsis menu (•••).
3. Select Activity.

In an external Space or guest account, you see the other organization's activity only if they choose to share it.

Review Analytics in a Space

Refer to Using Space Analytics for details on viewing usage metrics, identify trends, and measure engagement across resources, workflows, and organizations

FAQs