Group-Owned AI Employees and Knowledge Bases
An AI Employee or knowledge base created inside a group is owned by that group. Ownership is not a label. It decides who can reach the resource, what they can do with it, and whether it works at all.
The alternative is a Workspace-level resource, which is what you get when you create an AI Employee or a knowledge base from the main pages instead of from inside a group. Those keep the behavior they always had.
Creating a resource in a group
Open the group and use Create AI Employee on the AI Employees tab, or Add knowledge base on the Knowledge tab. The group is already set as the owner, so there is no owner to pick and no way to get it wrong.
Both buttons appear only for group admins and builders.
Ownership is permanent. A resource cannot be moved out of the group that owns it, and it cannot be moved to a different group. Decide where an AI Employee belongs before you create it. If it should serve the whole Workspace, create it from the main AI Employees page instead.
Who can reach it
Access to a group-owned resource comes from your role in the owning group. You do not need a separate share, and the group's access cannot be removed from the resource, because it is what the resource is for.
| Role in the owning group | What you can do with the resource |
|---|---|
admin | Manage it: everything below, plus permissions and deletion |
builder | Edit it: change its configuration, publish it, add documents |
member | Use it, if the resource is open to the whole group |
That last condition is a per-resource setting.
Open to the group, or restricted
Every group-owned resource is open to the whole group by default: everybody in the group, including through nested teams, can use it.
Turning that off restricts it to people invited explicitly. Admins and builders in the group keep their access, since theirs comes from the role rather than from the resource being open. Plain members lose it unless they were invited by name.
Use the restricted setting for a resource that is being built, or that handles something the whole group should not see. Leave it open for the ordinary case.
Inviting somebody from outside
A group-owned resource can also be shared with people and teams outside the owning group, from the resource's own Permissions tab. Those shares are additive: they grant access alongside the group's, and removing one never touches what somebody gets through the group. See Sharing and Access.
Where group-owned resources appear
On the main AI Employees page, group-owned AI Employees are collected under an Owned by {group} section, described as managed from the group they belong to. That section is a signpost, not a second place to manage them. Open the group to change anything.
On a group's Knowledge tab, an Access column separates the two kinds:
- Owned, created in this group and belonging to it.
- Shared with this group, a knowledge base owned elsewhere and granted to the group.
Group-owned knowledge bases and Autopilot
A knowledge base owned by a group is a searchable knowledge base in its own right. It is not attached to an AI Employee, and it does not need to be. Autopilot searches it for the people in the group, which makes a group knowledge base the straightforward way to give a team searchable material without building an AI Employee first.
See Knowledge Bases and Autopilot.
Deleting the group
Deleting a group makes everything it owns unusable. Access to a group-owned resource is resolved through the owning group first, so once the group is gone the check denies everyone: plain members, invited outsiders, Workspace admins, and the person who created the resource. The confirmation on the group says this: deleting it also deletes the AI Employees and knowledge bases belonging to it.
The resources are archived rather than erased. An AI Employee whose owning group has been deleted is shown under Owned by a deleted group so a Workspace admin can see what is stranded and clean up. Restoring the group restores access.
Before deleting a group, check its AI Employees and Knowledge tabs. Anything that should outlive the group has to be rebuilt at Workspace level, because ownership cannot be reassigned.
What's next
- Sharing and Access for shares to people and teams outside the group.
- Groups for the rest of the group page.
- Knowledge Bases for what a knowledge base does.