> For the complete documentation index, see [llms.txt](https://docs.phocassoftware.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.phocassoftware.com/workspaces/limitations-and-faqs.md). # Limitations and FAQs Learn about the limitations of Workspaces and get answers to some common questions. ### Limitations The following features are not yet available: * Uploading a file. * Sharing a chat with another Phocas user. * Exporting a chat as a PDF or executive summary. * Connecting Workspaces directly to external MCP servers. ### FAQs #### Who can access Workspaces? During beta, Workspaces is available automatically if you have a **Full Analytics license** and your organization has accepted the **new Phocas End User License Agreement (EULA)**. You don't need a separate Workspaces license or connection. If your organization hasn't accepted the new EULA, you won't see Workspaces. You can continue to use Analytics and the new Dashboards experience. #### What happened to the previous Phocas AI feature? The previous Phocas AI feature in Analytics is being retired on **2 November 2026**, when Workspaces becomes generally available. Workspaces is part of the broader Phocas AI offering, but it works differently from the previous feature. The previous Phocas AI feature translated your questions into actions within a single Analytics grid. Workspaces lets you ask questions across multiple Analytics databases, uses your business data and the context of your conversation, and supports follow-up questions to investigate results in more detail. You can open the data behind a Workspaces response in the new Analytics experience to continue your analysis, save it as a favorite, or add it to a dashboard. #### Can an administrator turn Workspaces off? There is no setting for administrators to turn Workspaces on or off during beta. #### Is there a usage limit? Yes. During beta, each user has a usage limit. You can see your progress toward the limit in Workspaces, and you'll receive an in-app notification as you approach it. #### How much will Workspaces cost? Workspaces is free during beta, with a usage limit for each user. Pricing is expected to be based on consumption when Workspaces becomes generally available. Details will be shared before general availability. #### Does Workspaces understand my business context? Workspaces uses your Phocas data and the context of your conversation when responding to questions. You can also use **Personalization** to provide information about your role and standing instructions that Workspaces keeps in mind across chats. #### Can I add my own context to guide the answers? Yes. Add relevant context directly to your question, or use **Settings** > **Personalization** to add instructions that apply across your chats. #### Do I need to connect Workspaces to my data? No. Workspaces uses the Analytics data already available in Phocas, including the calculations, hierarchies, and definitions already set up for that data. You don't need to export your data or set up a separate connection to an AI tool. You can review the data supporting an AI-generated response in the underlying Analytics grid. #### What databases can I use? Workspaces currently connects to Analytics databases. You can ask questions across multiple Analytics databases. Support for databases from other Phocas products is planned for the future. #### How do permissions and data restrictions work? Workspaces respects the user permissions and data access already set up in Phocas, so you can only access data you have permission to view. See [User licenses, profiles and permissions](/basics/getting-started/user-permissions-and-licenses.md) (all users) and [Manage a user's database access and restrictions](/administration/users/manage-a-users-database-access-and-restrictions.md) (administrators). #### Is my data secure? Absolutely. In Phocas, we store your confidential data securely and handle it with great care. See the [Security and Technology page](https://www.phocassoftware.com/platform/technology) on our website for more information. #### Will Workspaces change during early access? The current features are expected to remain and improve as Workspaces develops. Additional capabilities are also being considered for future releases. #### Can I use Workspaces with Analytics (Classic) and classic dashboards? You can use any Analytics database already set up in Phocas. However, analyses, favorites, and dashboards created from a Workspaces conversation use the new Analytics and Dashboards experiences, not Analytics (Classic) or classic dashboards. #### Can Workspaces connect to CRM or other systems? Not yet. Connections to CRM and other systems, such as HubSpot and NetSuite, are in development. #### Can I export or share the results of a conversation? Some options are available now. From the chat, you can download a grid result as an SVG file. When you open the grid's underlying data in Analytics, you can save it as a favorite or add it to a dashboard from there. See the limitations section above for more information. --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. 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