This guide is for owners and admins who need to organize their team into access groups and control which content is visible to which groups. Access groups define an audience, such as a team, project, or approved reviewers. Folders organize documents without changing that audience.
If you have not yet invited your team, complete the Inviting Your Team and Assigning Roles guide first.
By the end of this guide, you will have created access groups that reflect your team structure, set appropriate visibility for each one, assigned members to access groups, and uploaded group-specific content. Your team will see exactly the knowledge they need.
Click "Create access group"
Start building your access group structure by creating your first access group.
In the Access groups section, click the Create access group button. A dialog will appear where you can configure your new access group.
Name the access group
Give your access group a clear, recognizable name that matches your real team structure.
Enter a name for the access group. Use names that match your actual teams, such as Engineering, Sales, Legal, or Product. Optionally add a description to help members understand what this access group covers and what kind of content belongs here.
Set access group visibility
Choose whether this access group also requires explicit membership for owners and admins. Private groups enforce that requirement.
Leave Private access group off for a standard group, where members and authorized owners or admins can read its content. Turn it on when only explicitly added members should see the content. Click Create to finalize the access group. You can change the visibility setting later if needed.
Add members to the access group
Assign team members to the access group so they can access its content and contribute knowledge.
Click on the access group you just created to open its detail view. Click Add Members and select the team members who belong to this access group. Confirm the selection. Members will immediately gain access to the access group's content based on its visibility setting.
Upload Content for an access group
Add documents that belong to this access group. Tag them during upload so they are associated with the right team.
Navigate to Add and select documents relevant to this access group. During upload, select the Access to associate these documents with the correct access group. Documents tagged with a private access group will only be searchable by that access group's members.
Verify Content Visibility
Confirm that access group members see the right content by testing the experience.
Ask an access group member to log in and search for content you uploaded to their access group. Confirm they can find the access group's documents in Search results. If using a private access group, verify that a non-member cannot see the private content in their search results.