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Managing knowledge base permissions
Managing knowledge base permissions

Control access to your knowledge base

Jake Rosenthal avatar
Written by Jake Rosenthal
Updated over a week ago

How to create and share collections

In Cassidy, you can manage permissions for your knowledge base using collections.

  • Collections are advanced groupings that allow you to set access controls for the folders and documents within them. This feature is particularly useful when you have sensitive or confidential information that should only be accessible to specific team members or groups.

  • Collections are currently only available for Pro plan members. Folders, on the other hand, are simple groupings of sub-folders and documents and do not have additional permission features.

Here's how to create a collection and manage its permissions:

  1. Navigate to the Knowledge Base: Click on the "Knowledge Base" section in the left sidebar of your Cassidy homepage.

  2. Click the "+ New" button: In the top-right corner of the Knowledge Base area, click on the "+ New" button to open the options.

  3. Select "New Collection": From the dropdown menu, choose "New Collection" to create a new collection.

  4. Name your collection: Enter a descriptive name for your collection, making it easy to identify its purpose or content.

  5. Select the access type: Choose between two access types for your collection (*you can modify this later - see below):

    • "Team": This option allows anyone in your organization to view and access the collection and its contents.

    • "Restricted": This option limits access to the collection to specific people or groups within your organization.

  6. Click "Create": After setting the access type, click the "Create" button to create your collection.

You can modify the permissions for a collection at any time by:

  1. Open collection sharing options: Find the collection you want to modify and click the "..." to open up the options. Then, click "Share".

  2. Adjust the access type: If needed, change the access type between "Team" and "Restricted".

  3. Add or remove people and groups: If you have selected "Restricted" access, you can add or remove specific people or groups who should have access to the collection. To add people, simply start typing their names or email addresses, and select them from the list. To add or remove groups, refer to the article on creating and managing groups for more information.

  4. Save changes: After making the necessary modifications, click the "Save" button to apply the changes to the collection's permissions.

Here are some important implications of managing knowledge base permissions:

  • Users can only see and access the knowledge base items (folders, collections, and documents) that they have been granted access to or that have been shared with them.

  • When creating an assistant or a workflow, users can only select from the knowledge base items they have access to. This ensures that sensitive information is not inadvertently exposed.

  • If a user with higher permissions creates an assistant or a workflow and shares it with a user who has lower permissions, Cassidy will automatically limit the scope of the knowledge base for the user with lower permissions. This prevents the exposure of any information that the user should not have access to.

By effectively managing knowledge base permissions using collections, you can ensure that the right people have access to the appropriate information while maintaining the security and confidentiality of sensitive data.

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