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Setting Up Private access groups for Sensitive Content

Create private access groups where only explicitly added members can access content. Ideal for legal, HR, executive, and compliance teams.

This guide is for admins and owners who need to restrict access to sensitive content. Private access groups ensure that only explicitly added members can see, search, or ask questions about the content tagged within them.

If you have not yet created any access groups, complete the Setting up access groups and Permissions guide first.

Create private access groups where only explicitly added members can access content. By the end of this guide, you will have a private access group configured, members assigned, sensitive documents uploaded and tagged, and isolation verified so non-members cannot see the content.

1

Navigate to Team Management

Open Workspace → Organization → Team → Access groups.

2

Click "Create access group"

In the Access groups section, click Create access group.

3

Name the access group

Enter a name such as Legal, HR, or Executive Team. Use names your team will immediately recognize.

4

Toggle "Private" On

This is the key step: Private means only members you explicitly add can see content tagged with this access group. Non-members will not find this content in Search, Ask, Library, or Library → Graph.

Set the visibility to Private before clicking Create.

5

Add Member

Only add people who need access. You can always add more later. Click on the new access group, then click Add Member. Select only the team members who require access to this sensitive content.

6

Add Sensitive Documents

Tag documents with the private access group during upload. These documents will only appear in search results for access group members. Navigate to Add and select your sensitive documents, then tag them with the private access group you just created.

7

Verify Isolation

Confirm that non-members cannot see, search, or ask questions about private access group content. Log in as a non-member (or ask a colleague who is not in the access group to check). Confirm they cannot find the private content in Search, Ask, Library, or Library → Graph.

8

Manage Access Over Time

Add or remove members as roles change. Remove departed employees promptly to maintain security. Periodically review access group membership and remove anyone who no longer needs access.

Pro Tip: Keep private access groups small. The value of privacy decreases as more people are added. If more than 20% of your org needs access, consider whether the content really needs to be private.

Your private access groups are configured and your sensitive content is secured. Next, learn advanced search techniques to get the most out of your knowledge base, including filters, voice search, and graph-enriched results.

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