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Knowledge Base Access Control

Similar to agent access control, knowledge bases can be restricted to specific users or groups. This ensures sensitive documents are only searchable by authorized personnel.

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How it works

When a knowledge base has access restrictions:
  • Only users in the allowed groups/users list can trigger searches against it
  • Agents connected to the KB will only search it when the requesting user has access
  • Documents in restricted KBs never appear in citations for unauthorized users

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Setting access restrictions

The knowledge base creator and organization admins can change these settings; other users with access cannot.
  1. Navigate to Knowledge Bases and edit the knowledge base
  2. Scroll to the Access Control section
  3. Configure visibility:
    • All users — Anyone in the organization can search this KB (default)
    • Specific groups — Only members of selected groups
    • Specific users — Only individually selected users
  4. Click Save

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Who can edit a knowledge base

Access to a knowledge base grants search and read rights only. Changing the knowledge base is limited by role:
  • KB creator and organization admins — edit KB settings (title, description, visibility, allowed users/groups), manage datasources (create, edit, delete, sync), delete any document, and delete the KB itself
  • Anyone with access (except Viewers) — upload documents and delete their own uploads
  • Viewers — read-only: search and browse, no changes of any kind

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Interaction with agent access control

Access control is layered:
  1. Agent access — The user must have access to the agent
  2. KB access — The user must have access to the knowledge base
If an agent is connected to multiple KBs, a user only searches the KBs they have access to. For example:
  • Agent “Company Assistant” is connected to both “General Docs” (all users) and “Finance Reports” (Finance group only)
  • A user in the Engineering group can chat with the agent but only searches “General Docs”
  • A user in the Finance group searches both “General Docs” and “Finance Reports”

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Best practices

  • Use group-based restrictions for easier management
  • Match KB access to the sensitivity of the documents it contains
  • Test access control by checking what citations appear for users in different groups