How pages are seen & shared

Reach follows the org tree

Every Knowledge page lives in an Area — a node in your workspace's org tree (for example Finance, or Finance → Tax). Access is granted on an Area, and it flows down: give a group access to Finance and they can read every page filed under Finance and any Area beneath it. Where a page is filed is its home: it sets who reaches the page by default, and it is what picks the page's owning group when the page is created — the team that reviews changes to it. Moving a page afterwards moves the page, not its owner.

Access flows down the tree, never sideways. A grant on Finance does not reach a sibling Area like Commercial — each branch stays private to the people granted on it. The one way across is a share, made page by page from the page itself.

The org-wide read baseline

Every member gets a read baseline across the whole organization. That baseline lets you read the pages you already reach — it is permission to read, not a key to every Area. It deliberately does not open Finance, Payroll or Commercial to everyone; those stay reach-gated, so a team's pages remain the team's until access is granted on their Area.

What the agent sees in a conversation

Each conversation is anchored to one Area. Inside it, the agent's Knowledge searches are confined to that Area and its parents — the broader context the room sits within — but not to sibling Areas. A room anchored at Finance → Tax draws on Tax and Finance and the workspace-wide pages above them, and stays out of Payroll or Commercial. Reach still applies on top: the agent never surfaces a page the room's owner couldn't read themselves.

Some pages do reach into a room from outside its branch, and each of them is there because someone deliberately put it there: pages in the Common Area, pages shared with a group you belong to, and pages owned by a group you belong to. Nothing crosses a branch by accident.

Some reference knowledge belongs to everyone — the fiscal calendar, company holidays, the default currency, shared data-source conventions. That lives in the Common Area: every member can read it, and the agent can reach it in any conversation, whatever the room is anchored to. It is the only Area that reaches everyone; a page filed anywhere else stays with its branch unless it is shared with another group.

Often a single page has to cross a branch — Operations needs one Finance definition, but not the rest of Finance. File the page once in the Area that owns it, then share that page with the other team's group. A share only ever opens access: it never takes anything away, it opens that one page rather than the branch around it, and it can be revoked from the same panel.

It is made from the page itself, by a member of the group that owns the page — so the team accountable for the page decides who else reads it, without an admin changing anyone's access and without a second copy to keep in step. What the other group gets is the standing any reader of that page has: they can read it and propose changes to it. Reviewing those changes stays with the owning group, so sharing a page never hands over the say on what it says.

A shared page travels with the group it was shared with. Its members can read it wherever it sits in the tree, and the agent can draw on it in their conversations too — including rooms anchored in their own Area, which the page's Area would otherwise keep it out of. When what they need is a page and everything nested under it, share the top page and include its child pages — that follows the page's own nesting, so other pages that merely sit in the same Area are not swept in.

Say why when you share. The reason is recorded next to the group on the page's Share panel, alongside who shared it and when — so months later the access reads as a decision someone made rather than something nobody can account for.