Creating and Managing Shares

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

Also note that you can only share an expert or knowledge database if you created it yourself. Only in this case will the share button appear.

Steps for Sharing

Creating an Expert or Knowledge Database

Create an expert or a knowledge database according to the linked documentation, or select an existing entity that you created yourself.

Granting access

• Click on the "Share with others" button in an expert or knowledge database.
• 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 whether the share includes only read or also write permissions.
  • If a shared user is allowed to "use" the expert or knowledge database, the user can use the entity for chatting and view its configuration.
  • If a shared user is allowed to "edit" the expert or knowledge database, the user can use the entity for chatting and edit the entity's configuration (e.g. add files to the knowledge database).
• Click on the "Share" button to grant access.

When a knowledge database or expert is shared with individual users or an existing share with them is edited, 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 or knowledge database 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 or knowledge database.

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.