Sharing & Access Control

Control who can view, edit, and manage your knowledge bases

Knowledge bases support fine-grained access control, allowing you to share them with specific users, groups, or your entire organization. Each person or group receives a role that determines what they can do.

Roles

Each access binding assigns one of four roles:

Role	Documents	Settings	Sharing	Delete
Reader	View and search	No	No	No
Editor	View, search, upload, delete files	View and edit	No	No
Admin	Full document access	Full settings access	Manage access	No
Owner	Full document access	Full settings access	Manage access	Yes

Role Capabilities

Reader

Readers can:

• View the knowledge base in their list
• Search documents
• View document chunks
• Use the knowledge base with agents

Readers cannot upload, modify, or delete anything.

Editor

Editors have reader access plus:

• Upload new documents
• Delete documents
• Trigger reindexing of individual files
• Modify RAG settings (chunk size, overlap, etc.)
• Add or remove web sources

Editors cannot manage who has access.

Admin

Admins have editor access plus:

• Grant access to users, groups, or the organization
• Change role assignments
• Remove access bindings

Admins cannot delete the knowledge base.

Owner

Owners have full control:

• All admin capabilities
• Delete the entire knowledge base
• Transfer ownership (by granting owner to someone else)

The creator of a knowledge base is automatically the owner.

Tab Visibility

The tabs you see in a knowledge base depend on your role:

Tab	Visible To
Documents	All roles
Settings	Editor, Admin, Owner
Sharing	Admin, Owner

If you don’t see certain tabs, you may not have sufficient permissions.

Sharing with Users

Share a knowledge base with specific people by their email address or user ID.

1. Open the knowledge base

   Navigate to the knowledge base you want to share.

2. Go to Sharing tab

   Click the Sharing tab. If you don’t see this tab, you need Admin or Owner access.

3. Select User

   In the Grant access form:

   • Set type to User
   • Enter the person’s email address or user ID
   • Select a role (Reader, Editor, or Admin)
4. Click Add

   The user now has access with the assigned role.

The user must have an account on your Prisme.ai platform. If you enter an email that doesn’t exist, the binding is created but the person won’t be able to access until they create an account.

Sharing with Groups

Share with multiple people at once using organization groups.

1. Open the Sharing tab

   Navigate to your knowledge base and click Sharing.

2. Select Group

   • Set type to Group
   • Select a group from the dropdown
   • Choose a role
3. Click Add

   All members of that group now have access.

Groups are managed in Governe. When people are added to or removed from a group, their access to shared knowledge bases updates automatically.

Sharing with Your Organization

Grant access to everyone in your organization at once.

1. Open the Sharing tab

   Navigate to your knowledge base and click Sharing.

2. Select Organization

   • Set type to Organization
   • Your organization slug appears automatically
   • Choose a role
3. Click Add

   Everyone in your organization now has access at the specified role.

Organization-wide sharing gives access to all current and future members. Use this carefully, especially with Editor or Admin roles.

Managing Access

Viewing Current Access

The Sharing tab shows all access bindings:

Column	Description
Avatar	U (User), G (Group), or O (Organization)
Name	Email, group name, or org slug
Type	User, Group, or Organization
Role	Current permission level
Actions	Change role or remove

Changing Roles

To change someone’s role:

1. Find their entry in the members list
2. Click the role dropdown
3. Select a new role

The change takes effect immediately.

Removing Access

To revoke access:

1. Find the entry in the members list
2. Click the trash icon
3. Confirm removal

The person or group immediately loses access.

Access Hierarchy

When a user has multiple access paths (e.g., direct user access AND group membership), the highest-privilege role applies.

Example:

• Sarah has direct Reader access
• Sarah is also in the “Engineering” group with Editor access
• Result: Sarah has Editor access

Finding Shared Knowledge Bases

Use the scope filter on the Knowledge Bases list:

Filter	Shows
All	Everything you can access
My Knowledge Bases	Stores you created (you’re the owner)
Shared with Me	Stores others have shared with you

Common Sharing Patterns

Team knowledge base

For a knowledge base used by a specific team:

1. Create a group in Governe for your team
2. Share the knowledge base with that group as Editor
3. Team members can all upload and manage documents
4. Keep yourself as Owner or Admin to manage settings

Read-only reference library

For documentation everyone should be able to search but not modify:

1. Share with your organization as Reader
2. Keep a small group of maintainers as Editors
3. Everyone can search, only maintainers can update

Department-managed with org access

For a knowledge base managed by one department but used by everyone:

1. Share with the managing group as Editor
2. Share with the organization as Reader
3. The department updates content, everyone else can search

Restricted sensitive data

For knowledge bases containing sensitive information:

1. Don’t share with the organization
2. Add only specific users who need access
3. Use Reader role unless they need to modify
4. Review access regularly via the Sharing tab

Permissions and Agents

When connecting a knowledge base to an agent:

• The agent uses the agent creator’s permissions
• Users chatting with the agent don’t need direct knowledge base access
• The agent can search any knowledge base its creator can read

To let users search a knowledge base through an agent without giving them direct access, just ensure the agent creator has at least Reader access.

Troubleshooting

I can't see the Sharing tab

You need Admin or Owner role to manage sharing. Ask the knowledge base owner to upgrade your role.

User says they can't see the knowledge base

Check:

1. Is there an access binding for them (directly or via group)?
2. Is their account email spelled correctly?
3. Have they logged in recently? (Access changes may require re-login)

Group access isn't working

Verify:

1. The group exists in Governe
2. The user is actually a member of that group
3. The group binding is using the correct group ID

I removed access but they can still see it

They might have access through another path:

• Check organization-wide sharing
• Check other groups they belong to
• Check for direct user bindings

Next Steps

Documents

Learn about uploading and managing files

RAG Settings

Configure chunking and retrieval