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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.

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.

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Roles

Each access binding assigns one of four roles:
RoleDocumentsSettingsSharingDelete
ReaderView and searchNoNoNo
EditorView, search, upload, delete filesView and editNoNo
AdminFull document accessFull settings accessManage accessNo
OwnerFull document accessFull settings accessManage accessYes

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Role Capabilities

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.

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Tab Visibility

The tabs you see in a knowledge base depend on your role:
TabVisible To
DocumentsAll roles
SettingsEditor, Admin, Owner
SharingAdmin, Owner
If you don’t see certain tabs, you may not have sufficient permissions.

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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.

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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.

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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.

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Managing Access

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Viewing Current Access

The Sharing tab shows all access bindings:
ColumnDescription
AvatarU (User), G (Group), or O (Organization)
NameEmail, group name, or org slug
TypeUser, Group, or Organization
RoleCurrent permission level
ActionsChange role or remove

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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.

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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.

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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

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Finding Shared Knowledge Bases

Use the scope filter on the Knowledge Bases list:
FilterShows
AllEverything you can access
My Knowledge BasesStores you created (you’re the owner)
Shared with MeStores others have shared with you

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Common Sharing Patterns

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
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
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
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

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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.

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Troubleshooting

You need Admin or Owner role to manage sharing. Ask the knowledge base owner to upgrade your role.
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)
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
They might have access through another path:
  • Check organization-wide sharing
  • Check other groups they belong to
  • Check for direct user bindings

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Next Steps

Documents

Learn about uploading and managing files

RAG Settings

Configure chunking and retrieval