Share a Collection
Share a private Collection with your workspace, add Collections to toolkits, or return one to a member.
Share a Collection to make it available beyond its creator, then add it to the toolkits whose agents should search it. See Who can see what for the access rules.
Before you start: only a private Collection's creator can share it. Adding Collections to a workspace toolkit, and returning a Collection to a member, need admin or owner role.
Share with the workspace
Open the Collection
In Knowledge, click the Collection's name.
Open the access menu
Click the Private badge next to the Collection's name, then click Share with workspace….
Choose a toolkit
Pick a workspace toolkit under Toolkit to add the Collection in the same step, or keep No toolkit.
Confirm
Click Share Collection.
The badge changes to Workspace. Admins and owners now manage the Collection, and members read it only through the workspace toolkits it's added to. You can't make it private again yourself.
Add Collections to a toolkit
A workspace toolkit takes workspace Collections. Your personal toolkit takes your own private Collections, and also workspace Collections if you're an admin or owner.
Open the toolkit
Go to Toolkits and click the toolkit.
Open its Collections
Click the Collections tab, then click Add Collection.
Pick Collections
Check each Collection to add.
Confirm
Click the add button, which counts your selection (for example Add 2 Collections).
The Collections appear in the toolkit's Collections tab. AI clients connected to that toolkit can search them. For an enabled workspace toolkit, every member who can use it can also read them.
To take a Collection out of a toolkit, click its remove icon in the Collections tab, then Remove. Agents using that toolkit lose access to its files. You can add it back later.
Return a Collection to a member
Open the access menu
Open the workspace Collection, click the Workspace badge, then click Return to a member….
Choose the member
Pick the person under Member.
Confirm
Click Return Collection.
The Collection becomes private to that member and leaves every workspace toolkit. Only they can read and manage it.