Sharing and access

Datasets, knowledge bases, models, and skills are private to the member who created them. Nobody else in the organization can open them until their owner shares them with members, with groups, or with the whole organization.

How access works

• The person who creates an item is its Owner.
• The owner, and anyone who can edit the item, can share it with members and groups.
• The owner can also give the whole organization access, if the organization’s sharing policy allows it.
• A knowledge base has no sharing of its own: it shares its dataset. Choosing Share on a knowledge base changes the sharing of its dataset, so the dataset and the knowledge base always have the same access.
• Your role in the organization does not open an item’s content. Owners and admins moderate items from Settings > Resources without opening them.

If someone gets access in more than one way (directly, through a group, or through the organization), the highest level applies.

Note

Models are in private beta. Their sharing works like datasets.

Access levels

Level	Datasets and knowledge bases, models	Skills
Can view	Open and use the item	Use the shared version of the skill
Can edit	Also upload, annotate, rename, and train, and share the item with members and groups	Not available
Owner	Everything, including giving the whole organization access and deleting the item	Also edit the skill and choose the shared version

For the whole organization you choose No access, Can view, or Can edit (skills: No access or Can view).

Skills are always shared read-only. Others see the version the owner shares, while the owner keeps working on newer versions.

Share an item

1. Open the dataset, knowledge base, model, or skill and choose Share.
2. In Members and groups, use Add a member or group to pick people or groups.
3. Next to each one, choose Can view or Can edit.
4. To give everyone in the organization access, choose a level in Organization access.
5. For a skill, choose the Shared version that everyone it is shared with sees.
6. Choose Save changes.

To stop sharing, remove the member or group from the list with the button next to their name, or set Organization access to No access, then save.

Who can change what

Change	Item owner	Editors	Organization owners and admins
Add members and groups, change their level	Yes	Yes	No
Remove members and groups	Yes	Yes	Yes
Give the whole organization access	Yes, within the sharing policy	No	No
Set Organization access to No access	Yes	No	Yes
Choose the shared version of a skill	Yes	No	No

The sharing policy in Settings > General decides whether every owner can give the whole organization access (Every member) or only item owners who are organization owners or admins (Only owners and admins). See Organization settings.

Find shared items

Lists of datasets, knowledge bases, models, and skills show a badge with each item’s visibility:

Badge	Meaning
Private	Only the owner can use it
Shared	The owner shared it with some members or groups
Shared with you	Someone shared it with you or with one of your groups
Organization	Everyone in the organization can use it
View only	You can view it but not edit it

Use the Show filter to see All, Mine, Shared with me, or Organization items.

Review every item in Resources

Owners and admins can open Settings > Resources to see every dataset, model, and skill in the organization, with its Owner, Created date, Visibility, and Shares. Knowledge bases follow their dataset. The page shows who can use each item, not its content.

From the actions menu on a row:

• Sharing opens the sharing of the item. Owners and admins can remove shares and set the organization access to No access.
• Delete deletes the item for everyone, with all its content. This cannot be undone.

Next steps

• Create groups
• Datasets
• Knowledge bases
• Skills