HomeGuru CommunityProduct TrainingTemplatesContact SupportDeveloper Network
Guides

Permissioning Knowledge in Guru

Groups allow you to organize your team and assign different permissions to different content—whether it’s stored in Guru or in a connected source. Workspace Admins can manage which Groups have access to specific Sources, Knowledge Agents, Collections, folders, and Cards within Guru.

Suggest Edits

Collection & Source Permissions

👥

Access Required

You must be a workspace Admin to create a Collection and assign Groups to it. Collection Owners can edit Group roles for Collections they own.

Giving Groups access to sources for answers

When workspace Admins connect sources to Guru, they select which Groups can see suggested answers based on that source.

Choosing a Group when connecting a Source.png

To manage Group access to a source:

  1. Click the ellipsis (⋮) next to the source name.
  2. Click Manage Access.
  3. Edit Group access settings.
  4. Click Update Access to save changes.

✍️

Note

Guru uses a default Knowledge Agent unless additional ones are created. To manage which Groups can use a specific Knowledge Agent, follow the instructions in Creating a Knowledge Agent.

Edit group access to source.png

Giving Groups access to Collections

Admins assign each Group one of the following roles for a Collection: Collection owner, Author, or read only.

  • Read only: Can view Cards but not edit them.
  • Author / Collection owner: Manage content and permissions in the Collection.

Learn more about Group roles in Guru

To assign a Group to a Collection:

  1. Navigate to Manage > Collections.
  2. Search for or scroll to the Collection.
  3. In Search for Groups, type and select the Group.
  4. Click + Add Group.

Add Group to Collection.png

✍️

Access to multiple workspaces?

If your org has multiple workspaces, you can assign Groups from other workspaces. These Groups will receive read-only access in your workspace.

  1. Click the ellipsis (⋮) next to the Group’s name to set their permission level.

Set Group Role in Collection.png

What are the different Group roles applied to Collections?

RolePurpose
Read Only 📖View only access. Can search for and read Cards but cannot edit or manage them.
Author ✏️Create and manage content. Includes managing Cards, verifying content, sending announcements, and using Knowledge Triggers and Q&A tools.
Collection Owner ⚙️Full content management. Includes everything authors can do, plus managing Collection settings, folder permissions, analytics, and auto-archive rules.

Full details on Group roles

💡

Tip

If a user is in multiple Groups with different Collection roles, they will receive the highest level of access.

Removing a Group from a Collection

To remove a Group’s access:

  1. Select Remove Group in the Collection settings.

✍️

Note

If the removed Group was responsible for verifying Cards, Guru will reassign those responsibilities to another Collection owner Group.

✍️

Note

If users encounter Cards or documents they don't have access to, they'll be prompted to contact a workspace Admin via Manage > Users and Groups > Admins.

Folder Permissions

Use folder permissions to give a Group read-only access to specific folders and subfolders—without granting access to the entire Collection.

👥

Access Required

You must be a Collection owner to create or edit folder permissions. Only Admins can manage which users are in which Groups.

💡

Tip

Folder permissions are currently limited to read only. You can upvote Folder Level Editing/Authoring Permissions to support feature enhancements.

Applying folder permissions

  1. Open the Collection and click on the folder.
  2. Click the vertical ellipsis (︙) and select Edit permissions.
  3. Review current permissions:
    • Folder permissions: Groups with direct access.
    • Inherited permissions: Groups with access via Collection-level roles.
  4. In Folder permissions, type or select the Group name.
  5. Click Add.

Edit Guru folder permissions.png
Save Guru folder permission.png

  1. The Group will now appear in the Folder permissions list.
  2. Click x to close the permissions modal.

Removing a Group’s folder permission

  1. Open the Collection and folder.
  2. Click ︙ > Edit permissions.
  3. In the modal, find the Group under Folder permissions.
  4. Click the trash can icon next to the Group name.
  5. Confirm by clicking Remove group.
  6. Click x to close the modal.

Checking folder permissions

All users can view a folder’s permissions by selecting ︙ > View permissions.

Viewing Cards via folder permissions

When a Group has folder-level access:

  • The Collection will display a "shared" icon.
  • The Group will only see the folders they have access to.
  • Subfolders and all Cards within them will also be visible.
  • Multiple folders assigned to the same Group will all appear in their Collection view.

Frequently Asked Questions about Permissions

If a Group is given access to a Knowledge Agent, but that Group is not given access to the Sources connected to that Knowledge Agent, will the Knowledge Agent pull responses from those Sources when asked?

No. The Collection or Source will be filtered out of the results if a user does not have access to that Collection/Source.

Updated 3 days ago