> ## Documentation Index
> Fetch the complete documentation index at: https://docs.omnifact.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Sharing Spaces with Colleagues

> Learn how to collaborate effectively by sharing your Spaces with team members and managing their access

export const Glossary = ({children, term}) => {
  const glossaryDefinitions = {
    'ai': 'Artificial Intelligence - computer systems that can perform tasks typically requiring human intelligence',
    'artificial-intelligence-ai': 'Computer systems that can perform tasks typically requiring human intelligence',
    'ai-assistant': 'An AI system designed to help users with tasks through conversation',
    'space': 'A dedicated environment with a specialized AI assistant and optional Uploaded Files',
    'spaces': 'Dedicated environments with specialized AI assistants and optional Uploaded Files',
    'knowledge': 'The sub-menu in Space settings where you manage Uploaded Files and Connected Sources',
    'uploaded-files': 'Documents manually uploaded to a Space under the Knowledge tab',
    'prompt': 'Instructions or questions you give to an AI assistant',
    'response': 'The AI assistant\'s answer to your prompt or question',
    'query': 'A question or request for information',
    'context': 'Background information that helps the AI understand your request',
    'llm': 'Large Language Model - an AI system trained on vast amounts of text data to understand and generate human language',
    'large-language-model-llm': 'An AI system trained on vast amounts of text data to understand and generate human language',
    'privacy-filter': 'A system that automatically detects and masks sensitive information before it reaches AI models, and restricts images from being sent to non-EU hosted models for compliance',
    'chat-instructions': 'Custom guidelines that define how an AI assistant behaves and responds in a Space',
    'pattern-matching': 'The process by which AI recognizes and uses patterns in data to provide responses',
    'patterns': 'Recognizable structures or trends in data that AI systems can identify and use',
    'training-data': 'The text and information used to teach an AI system how to understand and respond to requests',
    'natural-language': 'Everyday human language that people use to communicate, as opposed to computer code or formal syntax',
    'hallucination': 'When an AI generates information that sounds plausible but is actually incorrect or fabricated',
    'filtering': 'The process of automatically detecting and temporarily replacing sensitive information to protect it during AI processing',
    'masking': 'Temporarily replacing sensitive information with generic labels to protect it from being seen by external AI models',
    're-insertion': 'The automatic process of putting original sensitive information back into AI responses after they\'ve been generated with filtered data',
    'retrieval': 'The process of finding and accessing relevant documents from Uploaded Files to answer questions',
    'hosting': 'Where an AI model is deployed and made available for use - either by third-party providers, on your organization\'s own servers, or in private cloud environments',
    'cite': 'To reference or mention the source of information, helping you know where an AI\'s answer came from',
    'sidebar': 'A panel that appears on the side of the screen showing additional information and options',
    'toggle': 'A button or control that switches something on or off, like opening and closing a sidebar',
    'navigation': 'The system of menus and buttons that help you move between different parts of Omnifact',
    'favoriting': 'Marking a Space as a favorite to pin it to the main navigation for quick access',
    'pinning': 'Attaching a Space to the main navigation bar so it\'s always visible and easily accessible'
  };
  const definition = glossaryDefinitions[term];
  return <Tooltip tip={definition}>{children}</Tooltip>;
};

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 <Glossary term="ai-assistant">AI assistant</Glossary> and shared <Glossary term="uploaded-files">Uploaded Files</Glossary>.

## Unlock Team Collaboration

Sharing a Space transforms it from a personal tool into a powerful team asset.

**Why share?**

* **Unified Uploaded Files:** 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.

## Understanding Space Roles

Before sharing a Space, it's important to understand the different roles available:

<Tabs>
  <Tab title="Admin">
    * Full control over Space settings
    * Can add/remove members
    * Can modify Space Details and Instructions
    * Can manage Uploaded Files
    * Can grant/revoke admin access
  </Tab>

  <Tab title="Member">
    * Can chat with the Space's AI assistant
    * Can see referenced Uploaded Files Documents in the chat
    * Can see names of documents in the Uploaded Files
    * Can see users added to the Space
  </Tab>
</Tabs>

<Note>
  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.
</Note>

## Managing Space Sharing

### Viewing the Sharing List

<Steps>
  <Step title="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
  </Step>

  <Step title="Navigate to Sharing Tab">
    Click on the "Sharing" tab in the Space Settings interface to view users and groups that have access.

    <Frame>
      <img className="block" src="https://mintcdn.com/omnifact/zCfIwlOZYsGJKZZA/images/space-sharing-tab.png?fit=max&auto=format&n=zCfIwlOZYsGJKZZA&q=85&s=f64d7d536311d69a7804e13b0024c41a" alt="Sharing tab in Space Settings" width="1160" height="470" data-path="images/space-sharing-tab.png" />
    </Frame>
  </Step>
</Steps>

### Sharing with Users and Groups

You can share your Space with individual colleagues or entire [Groups](/en/platform/team-administration/groups).

<Steps>
  <Step title="Open Share Space Dialog">
    Click the **Share Space** button in the Sharing tab.
  </Step>

  <Step title="Search for Users or Groups">
    Use the search field to find individual colleagues or organization groups (like the "Everyone" group or specific departments).

    <Frame>
      <img className="block" src="https://mintcdn.com/omnifact/zCfIwlOZYsGJKZZA/images/space-sharing-search.png?fit=max&auto=format&n=zCfIwlOZYsGJKZZA&q=85&s=1f1d833caf8065450ccec782d126941f" alt="Share Space search for users and groups" width="1160" height="470" data-path="images/space-sharing-search.png" />
    </Frame>

    <Note>
      You can only share with users and groups that are part of your organization's Omnifact instance.
    </Note>
  </Step>

  <Step title="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.
  </Step>
</Steps>

### Managing Access and Editor Roles

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

<Steps>
  <Step title="Locate User or Group">
    Find the user or group in the list within the Sharing tab.
  </Step>

  <Step title="Access Options Menu">
    Click the **More Options** menu (three dots) next to the name.
  </Step>

  <Step title="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.

    <Warning>
      **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.
    </Warning>

    <Note>
      When removing access, the user will lose access to the Space immediately, but their past contributions to the Space will remain.
    </Note>
  </Step>
</Steps>

## Use Cases for Shared Spaces

Shared Spaces are particularly valuable for:

<AccordionGroup>
  <Accordion title="Project Teams" icon="users-gear">
    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
  </Accordion>

  <Accordion title="Departmental Uploaded Files Sharing" icon="building-user">
    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
  </Accordion>

  <Accordion title="Cross-Functional Collaboration" icon="users-between-lines">
    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
  </Accordion>

  <Accordion title="Employee Onboarding" icon="user-plus">
    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
  </Accordion>
</AccordionGroup>

## Best Practices for Shared Spaces

<CardGroup cols={2}>
  <Card title="Clear Purpose" icon="bullseye">
    Define and communicate the Space's purpose clearly to all members to ensure effective utilization.
  </Card>

  <Card title="Regular Maintenance" icon="screwdriver-wrench">
    Periodically review member access and remove those who no longer need it.
  </Card>

  <Card title="Uploaded Files Management" icon="book">
    Keep the Uploaded Files organized and up-to-date to maximize value for all members.
  </Card>

  <Card title="Role Assignment" icon="user-check">
    Be selective with admin privileges, granting them only to those who need to manage the Space.
  </Card>
</CardGroup>

## Common Questions

<AccordionGroup>
  <Accordion title="What happens to existing conversations when I add new members?">
    Each member can only see their own conversations with the AI assistant. Conversations are private and not visible to other members of the Space.
  </Accordion>

  <Accordion title="Can I transfer Space ownership?">
    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.
  </Accordion>

  <Accordion title="What happens when I remove a member?">
    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.
  </Accordion>

  <Accordion title="How many members can I add to a Space?">
    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.
  </Accordion>
</AccordionGroup>

## Next Steps

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

* [Managing Uploaded Files](/en/platform/core-features/spaces/managing-uploaded-files) to provide valuable resources for your team
* [Customizing Spaces](/en/platform/core-features/spaces/customizing-spaces) to better suit your team's needs
* [Uploaded Files Retrieval](/en/platform/core-features/spaces/uploaded-files-retrieval) to understand how your team can leverage shared documents