Organizing Groups, Roles, and Permissions

Once you, the workspace Admin, invite new users and organize them into Groups, you can then set their permissions for accessing content in Guru. The level of access may differ depending on whether you are using Guru as a Wiki, an Intranet, or an Enterprise Search tool. However, the foundation remains the same: certain groups will be designated to manage content, while others will be assigned permissions to view content.

Guru as an Enterprise Search Tool

When using Guru as an Enterprise Search tool, content sources and Knowledge Agents determine access.

Managing Content

Where is this managed? When connecting Sources and creating Agents

Who: Admins manage content connection, and access.

When connecting Sources, Admins can designate which Groups will be able to access content from each source when searching via Guru’s general Knowledge Agent.

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Tip

For Slack, Google Drive, Admins can also opt to inherit the permissions of who has access to what in the original source.

When creating Knowledge Agents, Admins can configure which Groups can view searches through each agent under the Permissions step. If a Group lacks access to a connected Source, it will not appear in their search results or be factored into their answer.

Admins can also designate Groups to be Experts for that Agent, which allows them to easily filter through the AI Training Center to improve answers over time for specific topics that they have knowledge around.

Viewing Content

Who: Users withViewer access engage with the search functionality and consume content without managing it.

Viewers can search through content using Knowledge Agents, accessing only the sources and collections they have permissions for. They can interact with suggested answers and utilize the Knowledge Agent across integrations like Slack and the browser extension.

Guru as a Wiki

Using Guru as a Wiki focuses on structured knowledge management, where roles determine who creates and maintains content versus who consumes it.

Managing Content

Where is this Managed? When setting up a Collection.

Who: Admins, Collection Owners, and Authors oversee the creation, editing, and verification of content.

Authors can perform the following actions when using Guru as a wiki:

• Create content:
  • Create folders in your assigned Collections and create Cards to go in those folders.
  • Collaborate on editing published Cards, sometimes saving draft versions of Cards. 
  • Use generative AI (All-in-one and Enterprise plans) or Card templates for speedy content creation.
  • Embed files from external applications into Cards.
  • Monitor trending topics or regularly occurring keywords and phrases used in defined Slack channels and convert the content into Guru Cards.
• Manage access:
  • Manage individual Card privacy and sharing settings.
• Communicate information:
  • View the last 90 days of relevant user questions and Guru's suggested answers to train Guru's AI over time, routing unanswered questions to an expert (All-in-one and Enterprise plans).
  • Send Guru Cards as announcements to communicate updated or time-sensitive information, plus track viewership data.
  • Set conditions when Guru should automatically suggest specific Cards to specific Groups of users visiting webpages that meet those conditions (called "knowledge triggers") via the browser extension.
  • Pin Cards to specific web pages to display to specific Groups of users via the browser extension.
  • Answer teammate's direct questions in the Q&A inbox.
• Manage the content lifecycle:
  • Name a specific user or group as the "Verifier" of a Card and verify your assigned Cards at regular intervals.
  • Take bulk actions on Cards using Card Manager.
  • Archive Cards or restore archived Cards.
  • Create and manage tags applied to Cards.
• Report on performance:
  • Track & monitor user activity and team engagement by viewing analytics of the Collections you have permission to.
  • Export Card usage and analytics for deeper analysis.

Collection owners can do everything an author and read only user can do in their assigned Collections, plus they:

• Create content:
  • Migrate content from other apps into a Collection for management in Guru moving forward.
  • Create template Cards for themselves and authors to use when creating new Cards.
• Manage access:
  • Help admin with Collection management by adding or remove existing Groups in assigned Collections.
  • Manage individual folder-sharing settings in assigned Collections.
• Communicate information:
  • Customize the workspace theme and the web app dashboard's featured Cards.
• Manage the content lifecycle:
  • Set and manage the conditions for the automatic archiving of unused Cards.
  • Export a Collection for backup.
• Report on performance:
  • Track & monitor user activity and team engagement by viewing analytics of the Collections you have permission to, including the "Group and User Drilldown" dashboard.

Viewing Content

Who: Read-Only Users primarily focus on consuming information available in the Wiki.

Read Only users can perform the following actions when using Guru as a Wiki.

• Search and browse Cards, folders, and Collections to which you have access using the web app, browser extension, Slack app, Microsoft Teams app, Gmail add-in, and Outlook Add-in. 
• Favorite Cards and folders for quick reference at a future date.
• Follow Cards and follow authors to receive automatic alerts with Card and author activities.
• Get help or clarification:
  • Ask Guru to assist with translating and summarizing Card content (All-in-one and Enterprise plans).
  • Comment on a Card.
  • Assign Guru's suggested answer to an expert (author or Collection owner) for review. 
  • Ask an expert a question.
  • View Guru Card details such as its history of edits, the current verifier's name, what date the Card was last verified, and Card usage and analytics.
• Modify your employee profile.

Guru as an Intranet

When using Guru as an Intranet, the focus is on providing a centralized hub for internal communication and company updates.

Managing Content

Where is this managed? When creating a page.

Who: Admins and Editors handle the setup, customization, and management of the Intranet.

Admins control homepage design and manage page organization, including creating, reordering, and deleting pages. They adjust viewer permissions and grant Editor rights, ensuring sensitive information is shared only with designated Groups.

Editors can update and publish page content but do not have control over viewership permissions.

Viewing Content

Who: Viewers interact with the Intranet as consumers of company information.

Viewers navigate the Intranet, accessing shared content and updates based on their Group permissions. They can receive announcements, view featured Cards on the dashboard, and interact with content by leaving comments or following specific updates. Viewers rely on the Intranet for centralized information and updates, enhancing internal communication.