Managing user permissions in Guru

Understanding permission roles

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Using Guru to search for information

When Guru is used as an enterprise search tool, connected Sources and Knowledge Agents determine what users can access.

Managing content

Where: Connecting Sources and Creating Knowledge Agents
Who: Admins, Source Owners, Knowledge Agent Owners

Admins and Knowledge Agent Owners configure which Groups can access each connected Source and search with specific Knowledge Agents.

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Tip

For integrations like Slack and Google Drive, Guru can inherit the source’s original permissions.

Admins can also assign Experts to Knowledge Agents. Experts filter AI Training Center feedback and improve answer quality over time.
Every Agent must have an Owner. While Admins create Agents, they can assign ownership afterward. Knowledge Agent Owners can manage, delete, and view analytics—but not create new Agents.

Viewing content

Who: Users with Viewer access

Viewers can search content using Knowledge Agents, accessing only sources and collections they have permission for. They can also interact with results via Slack, browser extensions, and other integrations.

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Managing documentation in Guru

When Guru is used as a wiki, permissions define who creates and maintains structured content vs. who consumes it.

Authors can:

• Create content:
  • Create folders and Cards
  • Edit published Cards, including saving drafts
  • Use generative AI and templates
  • Embed files
  • Convert Slack messages to Cards
• Manage access: Adjust Card privacy and sharing
• Communicate information:
  • Train AI using Guru Answers
  • Send Announcements
  • Use Knowledge Triggers and pin Cards
  • Answer questions in the Q&A inbox
• Manage the content lifecycle:
  • Assign Card verifiers
  • Use Card Manager for bulk actions
  • Archive/restore Cards
  • Manage tags
• Report on performance: View analytics and Card usage reports

Collection Owners can do everything Authors can, plus:

• Create content:
  • Migrate content
  • Create Card templates
• Manage access: Add/remove Groups in Collection settings, manage folder permissions
• Customize workspace: Set the theme and featured Cards
• Manage content lifecycle: Configure auto-archive rules, export a Collection
• Report on performance: Use Group and User Drilldown

Viewers can:

• Search and browse Cards, folders, and Collections via the web app, browser extension, Slack, Teams, Gmail, and Outlook
• Favorite or follow Cards and authors for updates
• Interact and get clarification:
  • Use AI to translate/summarize Cards
  • Comment
  • Flag a Card for expert review
  • Ask questions
  • View Card metadata, history, verifier, and someanalytics
• Update their employee profile

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Using Guru to share information

Guru can serve as a hub for internal communications, enabling teams to publish and access centralized updates.

Managing content

Where: Creating a Page
Who: Admins, Page Owners, Authors

• Admins: Can create, organize, and delete Pages. They control homepage layout, adjust viewer and editor permissions, and protect sensitive content.
• Owners: Cannot create Pages but manage existing ones—similar to Admins. They adjust view/edit permissions and maintain Page layout.
• Authors: Can only edit and publish Page content. They do not manage viewership permissions or create new Pages.

Viewing content

Who: Viewers

Viewers consume shared content such as Pages, Announcements, and Org Charts. They may also leave comments or follow updates relevant to their Group’s access. This role helps teams stay aligned with internal communications.