Product guide
People & access
Accounts, invitations, groups, and the allow-only access model that decides who sees what.
Users & invitations
Add a person with their email and groups — you don't set a password. They get a one-time activation link (emailed if email is set up, and always shown here to copy) and choose their own password. If a connected system already knows your team (a CRM, an ERP, GitHub…), you can import everyone from it in one go — see “Import your team”.
| Roles | A User can chat with the assistant. A System administrator can also manage everything in this console. Administrators can't demote or disable their own account, so there is always a way in. |
|---|---|
| Status | Active (signed in at least once) · Invited (link issued, not used yet) · Invite expired (issue a new one) · Disabled (can't sign in; nothing is deleted). |
| Groups | What the person may read — see Groups. “everyone only” means they see only documents open to all. |
| Chat identities | How the person is recognised on messaging channels (phone number, @username, work email, personal API key) — set them in Edit → Chat channels. |
- Resend an invite or send a password-reset link any time; links work once and expire (invites after 7 days, resets after 24 hours).
- Disabling an account signs it out everywhere immediately and keeps its history; deleting removes the account, optionally erasing the person's conversations for good (GDPR erasure).
- The access preview in Edit — and the full file map behind it — shows exactly which documents the person can read, computed by the same rules the chat uses.
Import your team from a connected system
If a system you've connected already knows your people — a CRM's owners, an ERP's users, the engineers on GitHub, the agents in Zendesk — you don't have to type them in again. Sources that expose a member directory offer “Import people”: pick who to bring in, and accounts are created for them in one go.
- Open the source (Documents → click it). While it's being set up, “Bring your team in” appears as an optional step; later it's always available as Import people… in the ⋯ menu.
- Review the list it found — name and email, exactly as the platform reports them. People who already have an account here are marked and skipped automatically.
- Tick the people you want (or Select all), choose the groups their accounts start with, and whether to email each person their activation link right away.
- Create. Each new account appears under Users as Invited — activation links are always available there to copy.
Which sources can do this
HubSpot, Salesforce, Pipedrive, Zoho, Dynamics 365 and Odoo (their user/owner directories); GitHub and GitLab (members — only those with a public email can be imported, since the email becomes the account); Jira, Zendesk, ServiceNow, Linear, Asana and monday.com (workspace members). The list is read fresh from the platform every time you open the picker.
Import is powered by email, and email is how everything else recognises people too: a document shared with alice@acme.com in Drive reaches the imported account with that email automatically, and channels that identify people by work email (Teams, Slack, Google Chat, Zulip, email) recognise them from their first message — no further setup.
Groups — who can see what
A group is a label like “eng”, “hr” or “finance”. A person can read a document when they share at least one group with it — or when the document is open to everyone. Manage them from the Groups button on the Users page.
- Create the groups your company needs (Users → Groups → New group) and pick their members right in the same dialog.
- In the same dialog, tick the sources the group can read — the change re-syncs immediately. Sources marked “open to everyone” are already readable by every signed-in user.
- Single documents: grant from Documents → Access, or from a user's file map (Users → Edit → View file map).
- Membership can also be set from the person's side: Users → Edit.
Everyone implicitly belongs to “everyone”, so a document with no group is readable by all signed-in users. Deleting a group removes it from every user and document at once (you're shown what it still touches first). Groups found on synced documents appear in the manager automatically.
Access — groups, people, and source sharing
Access is additive: a person can read a document when it grants them through ANY of three routes — a group they belong to, their own account added by name, or their email. Grant access on a source (it flows to everything synced from it) or on a single document.
- Whole teams: add groups (see Groups). Low-friction for the common case.
- One person: in the source or document access picker, add them under “Specific people”. Useful for an exception without making a group.
- Mirror the source's own sharing: on Google Drive and OneDrive / SharePoint sources, set Access to “Mirror each file's own sharing”. Each file is then readable here by the same people it's shared with there — matched by email — and re-checked on every sync, so a re-share updates access automatically.
Email is the link: a document shared with alice@acme.com reaches the account whose email is alice@acme.com — no extra step, and if that person has no account yet, the document simply stays hidden until one exists with that email (importing your team creates exactly these accounts — see “Import your team”).
The file map (Users → Edit → View file map)
The map shows every document in the index, grouped by source, with a ✓ or ✗ for whether that person can read it and a tally on every folder. Filter to Readable or Blocked, search by name, and click any file to change its access on the spot.
- Make readable — adds that person by name to the document. Nobody else gains access.
- Make not readable — removes their personal grants. When a document reaches them through a group or is open to everyone, one person can't be singled out (access is allow-only) — the dialog explains your options: edit the document's access as a whole, or change the person's groups.
- Edit access — the full picker: groups, specific people, emails.
- Restore source access — forgets any custom list and follows the source again (its default access, or the file's own sharing on mirrored Drive/OneDrive sources, applied on the next sync).
A document changed this way is marked “pinned”: syncs keep its custom access even if the source's permissions change, until you restore source access. Files in Uploaded documents are the exception — their access file is updated instead, so the folder itself stays the source of truth.