Licensed to be used in conjunction with basebox, only.
// admin
Publishing apps
Overview
Making an app visible organisation-wide: what "publishing" means, who may do it and how it differs from sharing with individual people or groups. Technically, publishing is the Organisation level of App sharing – with a few questions you should settle as an administrator beforehand.
What it is for
An app everyone needs – a general writing assistant, a translator, a reference on your policies – should not be handed out group by group. Publishing makes it usable for every person in the organisation in one step, including people who join later.
Keep three levels apart:
| Level | Who can use the app | Typical case |
|---|---|---|
| Private | Only the creator (and administrators) | New app, test, draft – the state of every new app |
| Specific users/groups | Selected people or groups, with READ or WRITE | Team and department apps, apps with a sensitive knowledge base |
| Organisation = published | All users of the organisation | General tools, company apps |
Where to find it
Open "All apps", click the menu icon (⋮) on the app and choose "App sharing". As an administrator you can do this for every app in the organisation – including apps created by others and the apps shipped by basebox.
Step by step
Check before publishing:
- Knowledge base – Open the app in the app editor, "Files" tab. All users of the organisation will see answers from these documents. If the knowledge base contains content not every person may see, do not publish; share with groups instead.
- Connectors – Which connectors the app may use is set in the app settings. A published app with web search makes web search available to everyone; the Introduction to web search security recommends a dedicated app whose only connector is web search. Write tools remain off per app by default.
- Instructions and model – Check the app instructions and, under Advanced fields, the model and the thinking effort. A high thinking effort in an organisation-wide app affects response time and token consumption for all users.
- Name, description, icon – In a full app list, the description (Advanced fields) decides whether users find the app and use it correctly.
Publish:
- "All apps" → ⋮ → "App sharing"
- Choose the sharing scope Organisation
- Save
From now on all users see the app under "All apps". Whoever is to maintain it additionally receives WRITE – for example the specialist team that keeps the knowledge base current.
Unpublish:
Set the sharing scope to Specific users/groups or Private. The change takes effect immediately; users' ongoing conversations remain in their history.
Notes
Note
- New custom apps are not shared at first. Users have to share them explicitly; every creator can publish their own app – you as administrator every app.
- Shipped apps can be edited, adapted and also deleted. Remove what you do not want to offer; see Managing apps.
- Sharing cannot be time-limited. Plan a regular review of which apps are visible organisation-wide.
- The system prompt applies in published apps too. Organisation-wide rules from the System prompt act in addition to the app instructions.
- In the Dashboard you see tokens, users and amount per app – so you can tell how a published app is used.
Publishing is a decision about responsibility
With the Organisation scope you pass the app's knowledge base and connectors on to everyone. Check content and tools beforehand – collecting them back later is more work than checking first.
Frequently asked questions
Is there a separate "Publish" button? No. Publishing is the Organisation level in the App sharing dialog.
Can users change a published app? Only with WRITE permission. By default everyone can use the app (READ) but not edit it.
Do new employees see a published app automatically? Yes. The Organisation scope applies to all current and future users.
Can I publish an app to everyone except one group? No, there are no exclusions. Use sharing with specific groups instead.
Need help? Contact support