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Spaces are designed to facilitate team collaboration and knowledge sharing. By sharing a Space with colleagues, you create a centralized AI environment where team members can work together, leveraging the same specialized and shared .

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Unlock Team Collaboration

Sharing a Space transforms it from a personal tool into a powerful team asset. Why share?
  • Unified Knowledge Base: Ensure everyone on your team gets answers from the same source of truth (your Uploaded Files).
  • Consistent Guidance: Give your entire team access to an AI assistant that follows the same instructions and tone.
  • Faster Onboarding: New team members can instantly access the collective knowledge and tools they need.

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Understanding Space Roles

Before sharing a Space, it’s important to understand the different roles available:
  • Full control over Space settings
  • Can add/remove members
  • Can modify Space Details and Instructions
  • Can manage Uploaded Files
  • Can grant/revoke admin access
When you create a Space, you automatically become its admin. Choose carefully when granting admin privileges to others, as admins have full control over the Space.

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Managing Space Sharing

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Viewing the Sharing List

1

Access Space Settings

Open the Space Settings through either:
  • The cog icon in the Space Header
  • The “Space Settings” button in the Space Details sidebar
2

Navigate to Sharing Tab

Click on the “Sharing” tab in the Space Settings interface to view users and groups that have access.
Sharing tab in Space Settings

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Sharing with Users and Groups

You can share your Space with individual colleagues or entire Groups.
1

Open Share Space Dialog

Click the Share Space button in the Sharing tab.
2

Search for Users or Groups

Use the search field to find individual colleagues or organization groups (like the “Everyone” group or specific departments).
Share Space search for users and groups
You can only share with users and groups that are part of your organization’s Omnifact instance.
3

Select and Confirm

Click the “Add” button next to each user or group you want to include. They will immediately gain access to the Space.

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Managing Access and Editor Roles

To change a member’s role or remove them from the Space:
1

Locate User or Group

Find the user or group in the list within the Sharing tab.
2

Access Options Menu

Click the More Options menu (three dots) next to the name.
3

Choose Action

Select from available options:
  • “Grant edit access” (Users only) - Promotes the user to Editor/Admin role.
  • “Revoke edit access” (Users only) - Removes Editor privileges.
  • “Remove from Space” - Revokes access entirely.
Group access is view-only. If you share a Space with a group, all members of that group receive standard Member access. To make someone an Editor, you must add them individually and grant edit access.
When removing access, the user will lose access to the Space immediately, but their past contributions to the Space will remain.

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Use Cases for Shared Spaces

Shared Spaces are particularly valuable for:
Create a dedicated Space for project team members to:
  • Access project documentation through the Uploaded Files
  • Get consistent AI assistance for project-related questions
  • Maintain alignment on project goals and requirements
Set up department-specific Spaces to:
  • Share best practices and standard procedures
  • Provide specialized AI support for department-specific tasks
  • Maintain a central repository of department documentation
Foster collaboration across teams with Spaces that:
  • Bridge knowledge gaps between different functions
  • Provide consistent information to all stakeholders
  • Create a shared understanding of cross-functional initiatives
Create an onboarding Space to help new employees get up to speed quickly:
  • Upload company handbooks, policies, and procedures to the Uploaded Files
  • Provide instant answers to common new hire questions
  • Share organizational structure and team information
  • Guide new employees through standard onboarding processes
  • Maintain consistent onboarding experience across the organization

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Best Practices for Shared Spaces

Clear Purpose

Define and communicate the Space’s purpose clearly to all members to ensure effective utilization.

Regular Maintenance

Periodically review member access and remove those who no longer need it.

Knowledge Base Management

Keep the Uploaded Files organized and up-to-date to maximize value for all members.

Role Assignment

Be selective with admin privileges, granting them only to those who need to manage the Space.

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Common Questions

Each member can only see their own conversations with the AI assistant. Conversations are private and not visible to other members of the Space.
Spaces don’t have a single owner - instead, they can have multiple admins. Any admin can manage the Space equally, including adding or removing other admins.
Removed members immediately lose access to the Space but their past conversations remain in their own Space’s history so they can be re-accessed later if needed.
The number of members you can add to a Space depends on your organization’s Omnifact plan. Contact your administrator if you need to confirm your limits.

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Next Steps

Now that you know how to share Spaces with colleagues, you might want to explore: