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Sharing apps

An app you create is private at first. This page shows how to share it with individual people, groups or the whole organisation, which permission you grant in doing so and what the others can then do with the app.

Your team works with the same instructions

You have built an app that helps your team – a minutes summariser, a contract analyser, a vetted template for recurring instructions. Instead of everyone rebuilding the same thing, you share your app. Everyone then works with the same instructions and the same knowledge base.

Sharing is in the app's menu

  1. Open "All apps" in the navigation.
  2. Click the menu icon (⋮) on your app.
  3. Choose "App sharing".

You can manage sharing as the creator of the app; administrators can do it for all apps.

Open app sharing from the app menu

Share an app

Choose the sharing scope

Private – only you have access (administrators can see the app too). This is the state of every new app.

Custom – access only for selected people or groups. The right approach for team and department apps.

Organisation – all users of your organisation can use the app.

Sharing scope "Individuell" (individual) and "Hinzufügen" (add)

Add people or groups

For "Custom":

  1. Click Add.
  2. Search by name, e-mail or group name and tick the entries you want.
  3. Set the permission per entry: Use (use only) or Use and Edit (use and edit).
  4. Click Add in the dialog and then Save at the top right.

Groups are created by your administrators. Whoever joins the group later gets access automatically.

Select and add people or groups

Only "Use and Edit" allows changes to the app

Use Use and Edit
Open and use the app Yes Yes
Change app instructions and description No Yes
Add or remove documents of the knowledge base No Yes
Adjust app settings No Yes
Change sharing No No
Delete the app No No

Only you as creator and administrators can change sharing and delete the app.

Sharing an app shares its documents, never your own access

Everyone allowed to use the app sees its task and its documents. Documents you upload to the app belong to the app; the same applies to files the app takes from a network drive. Everyone allowed to use the app gets answers from all of these documents.

You do not share your own access: through connectors, each person accesses systems with their own access and only gets answers from data they may open themselves in the connected system.

Start small

Start with "Use" for a small group and expand once the app has proven itself. Granting access is easier than taking it back.

Check the knowledge base before sharing

Anyone allowed to use the app sees answers from all documents in its knowledge base – including ones that person could otherwise not see. Only upload documents that everyone you share the app with may see. The same applies to folders from a network drive.

Note

  • Changes to sharing take effect immediately.
  • Sharing currently cannot be time-limited – it applies until you change it.
  • If you switch from "Private" to "Organisation", all users have access immediately.
  • Your personalisation remains yours – it is not shared with the app.

Frequently asked questions

Do others see my app if I do not share it? No. Private apps are visible only to you and administrators.

Can someone with "Use and Edit" delete or pass on my app? No. Deleting and changing sharing stay with you and the administrators.

How do I find apps others have shared with me? Under "All apps". You can filter the list and search by author.

What happens to my app if I leave the organisation? It stays in the organisation and can continue to be managed by administrators.

Next step: Knowledge bases and sources

Questions about sharing? Contact support