Creating and Managing Shares

Before you can share an expert, a knowledge database, or an ability, it must be created and saved. Only then will the share button appear.

Also note that you can only share an expert, a knowledge database, or an ability if you created it yourself or have been granted the share permission. Only in this case will the share button appear.

Steps for Sharing

Creating an Expert, Knowledge Database or Ability

Create an expert, a knowledge database, or an ability according to the linked documentation, or select an existing entity that you created yourself or for which you have the share permission.

Granting access

• Click on the "Share with others" button on the detail page of an expert, a knowledge database, or an ability in the settings.
• Enter the names of the users or groups (e.g. "All") in the search field to whom you want to grant access. Based on your input, suggestions will be displayed.
• Choose the permissions that the users or groups should receive.
  • If a shared user is allowed to use the expert, knowledge database or ability, the user can use the resource for chatting and view the content.
  • If a shared user is allowed to use and edit the expert, knowledge database or ability, the user can use the resource for chatting and edit its configuration (e.g., add files to the knowledge database).
  • If a shared user is allowed to use, edit, share, and delete the expert, knowledge database or ability, the user can use the resource for chatting, edit its configuration, share it with other users, and delete it.
• Click on the "Share" button to grant access.

When an expert, knowledge database or ability is shared with individual users or an existing share with them is deleted, these users will receive a notification. When sharing with groups, no notification is sent.

Managing and Removing Access

When clicking on the share button in an expert, knowledge database or ability that you created, you can not only grant new shares, but also manage existing access permissions.

Here, you can see the list of users who already have access to the shared expert, knowledge database or ability.

If necessary, you can revoke access for individual users or groups by clicking on the "X" symbol next to the name of a user. This is particularly useful when roles change within your organization or certain users no longer need access.