Groups & Access Control

Groups control which documents each user can see and query. Available at Admin → Groups.

---

How access control works

Every document belongs to one or more groups, chosen at upload time. A user only sees and retrieves documents from groups they are a member of, everywhere in the product:

• Chat — retrieval only searches documents in your groups; answers never draw from documents you cannot access
• Knowledge Base — the document list shows only your groups' documents
• Spreadsheet queries — natural-language queries over Excel/CSV data are restricted the same way
• Graph search — entity-relationship results are filtered to your groups

Access is deny-by-default: a user who belongs to no groups sees no documents at all. Org admins see everything.

Every organisation starts with a default All Staff group (renameable) that new users join automatically. Documents can also be uploaded as Personal — visible only to the uploader and org admins.

---

Member permissions: view vs edit

Each group membership carries a permission level:

Permission	Query group documents	Upload to the group	Delete / re-categorise group documents
View	✓	—	—
Edit	✓	✓	✓

A document's uploader can always delete their own document, regardless of permission level.

---

Group admins

Any group can have one or more group admins — granted from the group's detail view. A group admin can, for that group only:

• Add and remove members, and change their view/edit permission
• Rename the group
• Approve or deny access requests for the group
• Create organisation skills scoped to the group

Group admins always have edit rights on their group. They are not org admins — their powers stop at their own groups.

---

Access requests

When a user's question touches content outside their groups, the answer shows a "Some content was restricted" notice with a Request access button. The user picks the group and whether they need view or edit permission.

Requests appear at Admin → Access Requests, visible to org admins and to the relevant group's admins. Approving can grant a different level than requested (e.g. approve a view request that asked for edit). The Usage Metrics page shows how often restricted content was encountered and how many requests are pending.

---

Creating a group

1. Go to Admin → Groups
2. Click New group
3. Enter a group name
4. Add members and set each one's view/edit permission

---

Managing members

Click any group to open it. You can add and remove members, change their permission level, grant or revoke group admin, rename the group, or delete it (deleting a group does not delete its users or its documents — the documents simply stop being visible through that group).