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🗂️ From Chaos to Clarity: Organize Your Conversations

Over time, your chat history on YuIA becomes a true gold mine: a repository of ideas, drafts, answers, and solutions. But how do you find that brilliant conversation from three weeks ago among hundreds of others?

This is where organizational tools come into play. They transform your history from a river of information into a smart, searchable library, where nothing is lost and everything is found with ease.

🔍 History Search: Find Any Conversation in Seconds​

Before organizing, how about simply searching? YuIA offers a powerful search that finds any conversation instantly.

  • Quick shortcut: Press Ctrl+K (or Cmd+K on Mac) to open search at any time.
  • Full search: The search scans titles, message content, and tags across all your conversations.
  • Search by tag: Use the syntax tag:name to filter only conversations with a specific tag. E.g.: tag:urgent.
tip

⚡ Productivity tip: Get used to using Ctrl+K. It's the fastest way to find any conversation, like your browser's "find" feature, but for your chats.

🗂️ Folders vs. 🏷️ Tags: Which to Use?​

Think of the difference between a drawer and a sticky note. Both organize, but in different and complementary ways.

🗂️ Folders: Your Personal Projects​

Folders in YuIA are much more than simple drawers. They function as smart projects. Each folder can have:

  • A custom system prompt: Define instructions that the AI will automatically follow in all chats created within the folder. E.g.: in the "Marketing" folder, the AI will always use a persuasive and creative tone.
  • Linked knowledge bases: Attach a Knowledge Base to the folder and all conversations within it will have automatic access to those documents.
  • Custom background image: Give each project a visual identity with an exclusive background image.
  • Nested folders: Organize projects within projects, with subfolders for an even more detailed hierarchy.

How does it work? Create a folder, drag conversations into it (or create new conversations directly in the folder) and all will automatically inherit the project settings. A conversation can only be in one folder at a time.

Ideal for:

  • Separating conversations by Clients, each with their own documents and instructions.
  • Grouping everything from a specific Project, with automatically inherited context.
  • Organizing by Study Area, where each folder already "knows" what you're studying.

🏷️ Tags: Your Smart Sticky Notes​

Use tags for flexible, thematic organization. They allow you to add keywords to any conversation, connecting ideas that may be in different folders.

  • How does it work? You can add as many tags as you want to a conversation (e.g., #idea, #urgent, #review). A conversation can have multiple tags.
  • Ideal for:
    • Marking conversations with a status (e.g., #approved, #pending).
    • Categorizing by topic (e.g., #marketing, #copywriting, #brainstorm).
    • Quickly filtering everything related to a keyword.

🧰 Your Management Toolbox​

In addition to folders and tags, you have a complete set of tools to keep your history clean, accessible, and secure.

⚡️ Quick Access: What's important, always at hand​

  • 📌 Pin Chats: Have a conversation you use every day? Pin it to the top of your list for instant access.
  • 🔄 Generation History: Review every response the AI has ever generated within a conversation, ensuring you never lose a good alternative.

🧹 Cleanup and Archiving: Keep everything in its place​

  • 📬 Archive: Project finished? Archive the conversation. It leaves your main list, keeping your workspace clean, but is stored for future reference.
  • 🗃️ Archive All: Need a "reset" for your workspace without losing anything? Use this function to archive all active conversations at once.
  • 🗑️ Delete Chat: For conversations that are no longer needed, deletion removes them permanently.
  • 🗑️ Delete All Chats: The definitive option for a total fresh start. This action permanently deletes all your conversation history. Use with caution.

🔄 Portability and Backup: Your data, your rules​

  • 📄 Export Conversations: Download any conversation individually as PDF, TXT, or JSON. Perfect for sharing, creating reports, or keeping a record.
  • 📦 Export All: Make a complete backup of all your conversations in a single JSON file.
  • 📥 Import Conversations: Bring your conversations back from a JSON file. You can also import conversations from ChatGPT (the format is automatically converted). Imports are additive, meaning they don't replace your existing conversations.

📂 Data Control​

In addition to everyday tools, YuIA offers a centralized panel in Settings > Data Control for you to have full control over all your data.

📎 File Management​

All documents you've ever sent on YuIA are organized in one place. In this panel, you can:

  • Search and sort your files by name or date.
  • View the content of any file directly in the browser.
  • Delete safely: when you remove a file, YuIA also automatically cleans up all knowledge base associations. Nothing gets "lost" in the system.

📬 Archived Chats​

Access the archived conversations panel to:

  • Search among your archived chats.
  • Unarchive any conversation to bring it back to the main list.
  • Permanently delete conversations you no longer need.

🔗 Shared Chats​

Want to know which conversations you've already shared? In this panel you can:

  • View all sharing links you've ever created.
  • Copy the link of any shared chat with one click.
  • Revoke access instantly. The link stops working immediately.
  • 📤 Import Conversations: Coming from another tool or received a history from a colleague? Simply drag the JSON file to the sidebar and import conversations with ease.