> ## Documentation Index
> Fetch the complete documentation index at: https://docs.prisme.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# 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

<Tabs>
  <Tab title="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.
  </Tab>

  <Tab title="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.
  </Tab>

  <Tab title="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.
  </Tab>

  <Tab title="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>
</Tabs>

## 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.

<Steps>
  <Step title="Open the knowledge base">
    Navigate to the knowledge base you want to share.
  </Step>

  <Step title="Go to Sharing tab">
    Click the **Sharing** tab. If you don't see this tab, you need Admin or Owner access.
  </Step>

  <Step title="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)
  </Step>

  <Step title="Click Add">
    The user now has access with the assigned role.
  </Step>
</Steps>

<Tip>
  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.
</Tip>

## Sharing with Groups

Share with multiple people at once using organization groups.

<Steps>
  <Step title="Open the Sharing tab">
    Navigate to your knowledge base and click **Sharing**.
  </Step>

  <Step title="Select Group">
    * Set type to **Group**
    * Select a group from the dropdown
    * Choose a role
  </Step>

  <Step title="Click Add">
    All members of that group now have access.
  </Step>
</Steps>

Groups are managed in [Governe](/products/ai-governance/identity-access#groups). 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.

<Steps>
  <Step title="Open the Sharing tab">
    Navigate to your knowledge base and click **Sharing**.
  </Step>

  <Step title="Select Organization">
    * Set type to **Organization**
    * Your organization slug appears automatically
    * Choose a role
  </Step>

  <Step title="Click Add">
    Everyone in your organization now has access at the specified role.
  </Step>
</Steps>

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

## 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

<AccordionGroup>
  <Accordion title="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
  </Accordion>

  <Accordion title="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
  </Accordion>

  <Accordion title="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
  </Accordion>

  <Accordion title="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
  </Accordion>
</AccordionGroup>

## 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

<Tip>
  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.
</Tip>

## Troubleshooting

<AccordionGroup>
  <Accordion title="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.
  </Accordion>

  <Accordion title="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)
  </Accordion>

  <Accordion title="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
  </Accordion>

  <Accordion title="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
  </Accordion>
</AccordionGroup>

## Next Steps

<CardGroup cols="2">
  <Card title="Documents" icon="file-lines" href="./documents">
    Learn about uploading and managing files
  </Card>

  <Card title="RAG Settings" icon="sliders" href="./rag-settings">
    Configure chunking and retrieval
  </Card>
</CardGroup>