Sharing your work
Who can see a collection, agent, skill or workflow, and the one sharing decision you cannot undo.
Collections, agents, skills and workflows all share the same dialog and the same rules. Learn it once.
Sharing a conversation is a different thing with a different dialog. See Sharing a conversation.
Open it from the item's menu: Share.
The two halves of the dialog
People with access is the specific list: individuals you have named. Add someone by typing their email and choosing a role.
General access is the blanket setting underneath, and it has three states:
| Setting | Means |
|---|---|
| Private | Only you, plus anyone in the list above |
| Restricted | Only people with access can open it |
| Organization | Everyone in your organisation can view it |
Roles
Viewer can use the thing. For a collection, that means searching it and getting answers from it. For an agent, talking to it.
Editor can also change it. For a collection, adding and removing documents. For an agent, rewriting its instructions and changing which collections it uses.
Owner is you, unless ownership has been transferred. Only the owner can delete it or hand it on.
Make somebody an Editor on a workflow with care. A scheduled run uses the connected accounts of whoever set the schedule up, so a step that another editor adds later can send mail or edit files as you, without asking you first. The app warns you about this at the point of sharing, and it is worth taking seriously.
Sharing with a project
The Projects tab shares with a whole project team rather than named individuals. Everyone in the project gets access, including people who join later.
This one cannot be undone. Once something is shared with a project, that access cannot be revoked. The only way to remove it is to delete the item entirely.
That is a deliberate design: things a team depends on should not silently disappear because one person changed their mind. But it does mean a project share is a commitment. If you are unsure, share with named people first.
Sharing an agent that uses collections
If you share an agent whose collections the recipients cannot see, the agent will not work properly for them: it will try to search documents they have no access to.
Asteria spots this and offers to share the collections too. Take the offer, or the agent looks broken to everyone you gave it to.
Making something private again
Set General access back to Private. You are asked to confirm, because it revokes access for everyone who currently has it and they will no longer be able to use it.
Named people are removed individually with Remove access. Project shares, as above, cannot be removed.
Handing something over
Transfer ownership makes someone else the owner. You keep your current access level but lose the ability to delete it or transfer it again. You have to type the item's name to confirm, and it cannot be undone.
Do this before you leave a team, or when the person who actually maintains something is not the person who first made it. An item whose owner has left the organisation is much more awkward to deal with afterwards.
You can also make a project the owner, which is usually the better answer for anything a team depends on: the project's admins manage it, and it does not leave with any one person.
Who did what
Activity log on the dialog shows the history: who shared with whom, whose role changed, when ownership moved. Useful when something is visible to somebody and nobody remembers arranging it.