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// apps
Sharing apps
Overview
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.
What it is for
You have built an app that helps your team – a minutes summariser, a contract analyser, a vetted prompt template. Instead of everyone rebuilding the same thing, you share your app. Everyone then works with the same instructions and the same knowledge base.
Where to find sharing
- Open "All apps" in the navigation.
- Click the menu icon (⋮) on your app.
- Choose "App sharing".
You can manage sharing as the creator of the app; administrators can do it for all apps.
Step by step
Choose the sharing scope
Private – only you have access (administrators can see the app too). This is the state of every new app.
Specific users/groups – 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.
Add people or groups
For "Specific users/groups":
- Click "Add users or groups".
- Search by name, e-mail or group name and tick the entries you want.
- Set the permission per entry: READ (use only) or WRITE (use and edit).
- Click "Confirm selection" and then "Save".
Groups are created by your administrators. Whoever joins the group later gets access automatically.
READ or WRITE?
| READ | WRITE | |
|---|---|---|
| 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.
Notes
Start small
Start with READ for a small group and expand once the app has proven itself. Granting access is easier than taking it back.
The knowledge base and connectors travel with the app
Anyone allowed to use the app sees answers from all documents in its knowledge base – including ones that person could otherwise not see. Check the content of the knowledge base before sharing. Connectors, by contrast, access systems with each person's own credentials; nobody sees more there than they may see in the source system.
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 WRITE 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.
Questions about sharing? Contact support