Understanding Sharing Levels
Assistants can be shared at three levels, depending on your permissions and organizational setup:
Personal Assistants
Personal Assistants are visible only to you.
Who can create: Any user
Who can access: Only you
Use case: Individual workflows, personal preferences, experimental setups
Team-Level Sharing
Team Assistants are available to all members within a specific team.
Who can create: Team Members and Team Admins
Who can access: All members of that team
Use case: Team-specific tools (e.g., "Content Team Brand Voice Editor", "Sales DACH Pitch Assistant")
Workspace-Level Sharing
Workspace Assistants are available to all members and teams within a specific workspace.
Who can create: Workspace Members and Admins
Who can access: All members and teams within that workspace
Use case: Regional or department-wide tools (e.g., "DACH Region Compliance Checker" for all teams in the DACH workspace)
Organization-Level Sharing
Organization Assistants are available to all members across all workspaces and teams in your organization.
Who can create: Organization Admins
Who can access: Everyone across the entire organization
Use case: Company-wide standards (e.g., "Global Brand Voice Checker", "Legal Document Reviewer")
Sharing Hierarchy
The sharing levels work hierarchically:
Organization ├── Workspace A │ ├── Team 1 │ │ └── Personal Assistants │ └── Team 2 │ └── Personal Assistants └── Workspace B ├── Team 3 │ └── Personal Assistants └── Team 4 └── Personal Assistants
What you see:
A team member sees: Personal + Team + Workspace + Organization Assistants
A workspace member (not in a team) sees: Personal + Workspace + Organization Assistants
Organization Admins see: All Assistants across the organization
How to Share an Assistant
Creating a Personal Assistant
Navigate to Assistant Studio
Click "Create New Assistant"
Configure your Assistant:
Add a clear, descriptive name
Write custom instructions
Upload relevant files or connect knowledge sources
Enable web access if needed
Set sharing level to "Personal" (or leave default)
Save and publish
Your Assistant is now available only to you.
Creating a Team Assistant
Navigate to Assistant Studio
Click "Create New Assistant"
Configure your Assistant (same as above)
Set sharing level to "Team"
Select which team (if you're a member of multiple teams)
Save and publish
Your Assistant is now available to all team members.
Creating a Workspace Assistant
Navigate to Assistant Studio
Click "Create New Assistant"
Configure your Assistant (same as above)
Set sharing level to "Workspace"
Save and publish
Your Assistant is now available to all teams and members in the workspace.
Creating an Organization Assistant
Note: This requires Organization Admin permissions.
Navigate to Assistant Studio
Click "Create New Assistant"
Configure your Assistant (same as above)
Set sharing level to "Organization"
Save and publish
Your Assistant is now available across all workspaces and teams in your organization.
[SCREENSHOT 2 NEEDED: Assistant List with Sharing Indicators]
Beschreibung: Screenshot der Assistant Studio Übersicht mit mehreren Assistants, die unterschiedliche Sharing Levels zeigen (Icons/Badges für "Personal" / "Team" / "Workspace" / "Organization"). Beispiele: "My Research Helper" (Personal), "Content Team Brand Voice" (Team), "DACH Compliance Checker" (Workspace), "Global Legal Reviewer" (Organization).
Finding Shared Assistants
In the Chat Interface
When you open a new chat or select an Assistant, you'll see all available Assistants organized by sharing level:
Personal Assistants: Created by you, visible only to you
Team Assistants: Shared within your team(s), marked with team indicator
Workspace Assistants: Shared across the workspace, marked with workspace indicator
Organization Assistants: Shared across the organization, marked with organization indicator
[SCREENSHOT 3 NEEDED: Assistant Selector in Chat]
Beschreibung: Screenshot des geöffneten Assistant Selector Dropdowns im Chat. Zeigt gemischte Liste von Personal, Team, Workspace und Organization Assistants mit entsprechenden Visual Indicators (Icons/Labels) gruppiert oder markiert.
In Assistant Studio
The Assistant Studio shows all Assistants you have access to, organized by sharing level. You can filter by level or search to find specific Assistants quickly.
Permissions and Editing
Who Can Edit Shared Assistants?
Personal Assistants:
✅ You (creator only)
Team Assistants:
✅ Creator of the Assistant
✅ Team Admins
❌ Regular team members (view and use only)
Workspace Assistants:
✅ Creator of the Assistant
✅ Workspace Admins
❌ Regular workspace members (view and use only)
Organization Assistants:
✅ Creator of the Assistant
✅ Organization Admins
❌ Workspace Admins, Team Admins, and Members (view and use only)
Can I Duplicate a Shared Assistant?
Yes! If you want to customize a shared Assistant for your own use:
Open the shared Assistant in Assistant Studio
Click "Duplicate"
Modify the duplicate as needed
Choose your desired sharing level (Personal, Team, Workspace, or Organization if you have permissions)
Save
This allows you to build on existing work without modifying the original.
[SCREENSHOT 4 NEEDED: Assistant Actions Menu]
Beschreibung: Screenshot eines Assistant Cards oder Detail-View mit sichtbarem Actions Menu (drei Punkte), das Optionen wie "Edit", "Duplicate", "Delete" zeigt. Für einen Team-Assistant eingeloggt als Member (nicht Creator oder Admin) sollte "Edit" disabled/nicht verfügbar sein.
Best Practices for Sharing Assistants
1. Choose the Right Sharing Level
Ask yourself:
Personal: Is this just for my workflow? → Personal
Team: Does only my team need this? → Team
Workspace: Do multiple teams in my region/department need this? → Workspace
Organization: Should everyone company-wide use this? → Organization
Examples:
✅ Personal: "My Daily Standup Summarizer" (personal workflow)
✅ Team: "Content Team SEO Optimizer" (specific to content team)
✅ Workspace: "DACH Legal Compliance Checker" (all DACH teams)
✅ Organization: "Global Brand Voice Guardian" (company-wide standard)
2. Use Clear, Descriptive Names
Good names help team members quickly identify the right Assistant:
✅ Good: "Sales Team - DACH Pitch Builder"
❌ Unclear: "Pitch Thing"
✅ Good: "EU GDPR Compliance Checker"
❌ Unclear: "Compliance Helper"
3. Include Sharing Level in Name (Optional)
For clarity, especially at team level:
[Team] - [Purpose]: "Content Team - Blog Editor"[Region/Dept] - [Purpose]: "DACH - Customer Onboarding"[Global] - [Purpose]: "Global - Legal Reviewer"
4. Write Comprehensive Instructions
Since others will use your Assistant, make instructions clear and specific:
Define the Assistant's purpose
Specify tone, style, and formatting preferences
Include examples of desired outputs
Mention any limitations or special considerations
5. Keep Knowledge Sources Updated
If your Assistant uses file attachments or knowledge bases:
Regularly review and update attached files
Remove outdated information
Add new reference materials as needed
Communicate updates to users
6. Document Use Cases
In the Assistant description, include:
What it does: "Reviews marketing content for brand voice consistency"
When to use it: "Before publishing blog posts, social media, or emails"
What NOT to use it for: "Not suitable for technical documentation or legal content"
Managing Shared Assistants at Scale
For Team Admins
Regular Reviews:
Review team Assistants monthly
Gather feedback from team members
Archive or delete unused Assistants
Consistency:
Establish naming conventions within your team
Coordinate with workspace admins to avoid duplication
For Workspace Admins
Regular Audits:
Review workspace Assistants quarterly
Check if team-level Assistants should be promoted to workspace-level
Consolidate duplicates across teams
Naming Conventions: Establish consistent naming patterns:
[Team] - [Purpose]: "Sales DACH - Pitch Builder"[Function] - [Scope]: "Compliance - EU GDPR Checker"
For Organization Admins
Governance:
Set clear guidelines for when to create organization-level Assistants
Require approval before publishing organization-wide
Monitor usage across workspaces and teams
Gather feedback regularly
Training:
Provide documentation on available organization Assistants
Include Assistant usage in onboarding
Share success stories and use cases
Host training sessions for best practices
[SCREENSHOT 5 NEEDED (OPTIONAL): Assistant Analytics/Usage]
Beschreibung: Falls verfügbar, Screenshot eines Analytics/Usage Dashboards, das zeigt, wie oft Assistants verwendet werden, von wie vielen Users, aufgeschlüsselt nach Sharing Level.
Troubleshooting Common Issues
"I can't see a team Assistant that was shared with me"
Possible causes:
You're not a member of that specific team
The Assistant is still in draft mode
Your team admin has restricted access
Solution: Verify your team membership or contact the Assistant creator.
"I can't see a workspace Assistant"
Possible causes:
You're not a member of the workspace
The Assistant is set to "Team" instead of "Workspace"
Your workspace admin has restricted access
Solution: Contact the Assistant creator or your workspace admin.
"I can't decide between Team and Workspace level"
Ask yourself:
Will other teams in my workspace benefit? → Workspace
Is this specific to my team's unique workflow? → Team
Tip: Start with Team level. You can always promote it to Workspace later if adoption grows.
"I can't edit a shared Assistant"
This is expected behavior. Only the creator and admins (at the appropriate level) can edit shared Assistants.
Solution: Duplicate the Assistant and customize your own version, or request changes from the creator.
"My team Assistant isn't showing for team members"
Check:
Sharing level is set to "Team" (not "Personal")
You've selected the correct team
Team members have refreshed their view
Assistant has been published (not saved as draft)
Privacy and Security Considerations
What Happens to My Data?
When you use a shared Assistant:
Your conversations remain private: Other users cannot see your chats with shared Assistants
Assistant instructions are visible: Anyone with access can view the Assistant's configuration
Attached files are accessible: Files uploaded to the Assistant are visible to all users with access
Sensitive Information
Do NOT include in shared Assistants (Team, Workspace, or Organization):
❌ Passwords or API keys
❌ Personal identifiable information (PII)
❌ Confidential business data that shouldn't be widely accessible
❌ Customer data or sensitive financial information
DO include:
✅ General guidelines and best practices
✅ Public knowledge and reference materials
✅ Style guides and templates
✅ Approved terminology and examples
Examples of Effective Shared Assistants
Organization-Level Examples
"Global Brand Voice Checker"
Sharing Level: Organization
Purpose: Ensures all external communications match brand guidelines
Used by: Marketing, PR, Customer Success teams globally
Resources: Brand guidelines PDF, tone of voice examples, approved terminology list
"Legal Document Reviewer"
Sharing Level: Organization
Purpose: Reviews contracts and agreements for standard clauses
Used by: Sales, Partnerships, Legal teams
Resources: Contract templates, clause library, compliance requirements
Workspace-Level Examples
"DACH Compliance Checker"
Sharing Level: Workspace (DACH Region)
Purpose: Reviews content for DACH-specific regulatory compliance
Used by: All teams in DACH workspace (Marketing, Sales, Support)
Resources: DACH legal requirements, regional regulations, approved disclaimers
"Engineering Department Documentation Writer"
Sharing Level: Workspace (Engineering)
Purpose: Generates technical documentation in consistent format
Used by: All engineering teams
Resources: Documentation templates, API reference examples, style guide
Team-Level Examples
"Content Team SEO Optimizer"
Sharing Level: Team (Content Marketing Team)
Purpose: Optimizes blog posts and articles for SEO
Used by: Content Marketing Team only
Resources: SEO best practices, keyword research guidelines, content templates
"Sales DACH Pitch Assistant"
Sharing Level: Team (Sales DACH Team)
Purpose: Helps create sales pitches tailored to DACH market
Used by: DACH Sales Team
Resources: Successful pitch examples, DACH market insights, product positioning docs
Personal Examples
"My Daily Standup Summarizer"
Sharing Level: Personal
Purpose: Summarizes your work for daily standups
Used by: You only
Resources: Your project notes, personal task management style
Promoting Assistants Across Levels
As an Assistant proves valuable, you might want to share it more broadly:
Team → Workspace
If your team Assistant becomes useful to other teams:
Duplicate the Team Assistant
Adjust instructions for broader audience (remove team-specific references)
Set sharing level to Workspace
Communicate to workspace about the new resource
Workspace → Organization
If your workspace Assistant should be company-wide:
Contact your Organization Admin
Request promotion to Organization level
Provide usage data and feedback showing value
Organization Admin reviews and promotes if appropriate
Getting Started
Ready to share your first Assistant?
Identify a common need: What task does your team/workspace/organization do repeatedly?
Determine the right sharing level: Personal, Team, Workspace, or Organization?
Create and test the Assistant: Make sure it works well before sharing
Share at the appropriate level: Start narrow, expand if needed
Gather feedback: Ask users how to improve it
Iterate and update: Refine based on real-world usage
Need Help?
If you have questions about sharing Assistants or managing permissions, reach out to:
Team questions: Your Team Admin
Workspace questions: Your Workspace Admin
Organization questions: Your Organization Admin
Technical support: Our support team
Related Articles:
Understanding Assistants vs. Agents
Understanding Teams, Workspaces, and Organization Structure