Sharing and Access
Everything you build in Autessa starts private to you. One Share dialog, the same on every resource, lets you give access to people, teams, company roles, or everyone at your company, each at its own access level. When you share an app or an agent, the dialog also shares the tables, tools, and agents it uses, so the people you share with can actually run it.
What it's for
- Bringing teammates in. Let a colleague edit your agent, give the whole support team read access to a knowledge base, or let every Developer in the company publish a tool.
- Mixing audiences. Give everyone at the company view access and a few people edit access on the same resource. Each grant keeps its own level.
- Sharing a working app in one step. An app is only useful if the people opening it can also reach what it uses. The Share dialog finds those resources and shares them along with the app.
- Sharing many things at once. Select several items in a list and share them together.
Navigating here
Open any resource and click Share (on some pages it sits under the Manage menu). The same dialog opens for:
- Apps, AutessaDB tables and knowledge bases, analytics tables
- Tools, agents, and multi-agents
- Scheduled jobs and webhook handlers
- Connectors
- Voice clones
- E-signature envelopes, folders, and templates
- QR codes and video projects
- Meeting bots
- Phone numbers and phone reminders
To share several items, select them in the list and click Share in the selection bar.
Drive files and folders keep their own sharing, with share links and expiry dates. See Sharing in Drive.
Key concepts
Who you can share with
The dialog's search box finds any of these. Add as many as you like, each at its own level.
| Who | Who gets access |
|---|---|
| A person | One member of your company. |
| A team | Everyone on the team, including people who join it later. Anyone who leaves the team loses this access. |
| A company role | Everyone who holds that role, such as Developer, User, or a custom role your company defined. See roles. |
| Everyone at your company | Every member of the company, now and in the future. |
The dialog's General access row shows whether a resource is Restricted (only the owner and the people, teams, and roles listed) or open to Everyone at your company at a level you choose.
Sharing always stays inside your company. Nothing you share here is visible to another company or to the public. To let people outside Autessa use an app, use the app's hosting mode.
Access levels
Every grant has one of four access levels, from least to most:
| Level | Usual name | What it lets someone do |
|---|---|---|
| Read | Viewer | Open, view, and use the resource: run a tool or agent, read a table's rows, launch an app. |
| Write | Editor | Everything a Viewer can do, plus change it: edit a draft, write table rows, edit an app's files. |
| Publish | Publisher | Everything an Editor can do, plus publish and roll back versions. |
| Admin | Admin | Everything, plus share it with others, change its structure, and delete it. |
The dialog shows each resource's own names and only the levels that apply to it. A resource with no publish step, such as a connector or a scheduled job, has no Publisher level. A video project offers only Viewer and Editor, and a meeting bot offers Viewer, Editor, and Admin. The exact meaning of each level on a resource is in that resource's guide page, under Sharing and access levels.
Access adds up
A person can be covered by several grants at once: their own, one for each team they're on, one for each company role they hold, and the company-wide one. They get the highest level of all of them.
For example, if a table is shared with everyone at the company as Viewer and with the Finance team as Editor, everyone can read it and Finance members can also write to it. Removing one grant never takes away access that someone has through another.
This means sharing company-wide no longer replaces the people you shared with individually. If Alex has Admin and you then share with everyone at the company as Viewer, Alex keeps Admin.
The owner
The person who created a resource is its owner and always has full access. The owner is listed first in the Share dialog and can't be removed.
- Changing who has access needs Admin.
- You can't give anyone a higher level than your own.
- Only the owner can remove another Admin or lower their level.
- Anyone other than the owner can Leave a resource that was shared with them.
Resources an app or agent uses
Some resources depend on others. An app reads and saves to tables and calls tools and agents. An agent calls its tools. A multi-agent calls its agents. A scheduled job runs a tool, agent, or multi-agent, or writes to a table.
When you share one of these, the Share dialog lists what it uses under Resources this uses and shares them in the same step. Each row shows the access people have now and the access they need, with a badge:
- Already has access. Nothing changes.
- Will add or Will upgrade. The resource is shared, or an existing grant is raised.
- Ask the owner. You aren't an Admin of this resource, so you can't share it. The row names who to ask.
- Not needed. The resource doesn't need extra sharing (see below).
How it works:
- Access is only added or raised, never lowered. If someone already has more access to a linked resource than the app needs, they keep it.
- Tables an app saves to default to Editor, so people can add and change rows. Tables the app only reads default to Viewer. Tools, agents, and multi-agents default to Viewer, which is enough to run them. You can change any row's level or untick it.
- Or give everyone the same access they have to the app. Above the list, choose Same access as the app instead of Only what's needed (see below).
- You can continue without a resource you can't share. The dialog warns you that the app or agent may not work fully for the people you shared with until that resource is shared with them too.
- Apps published to outside users don't need this. An app using Public, Access Code, Custom Auth, or Personal access links hosting runs with its own permissions, set in the app's settings. The dialog shows "Not needed: this app runs with its own permissions" instead of the list.
All changes, to the main resource and to the resources it uses, are reviewed together and saved together. If anything can't be saved, nothing is.
Same access as the app
By default, the resources an app uses get only the access the app needs. If you want people to have the same access to those resources as they have to the app, choose Same access as the app above the Resources this uses list. The choice is off until you pick it, and it works the same way for agents, multi-agents, tools, and scheduled jobs.
With Same access as the app:
- Each person, team, or role gets their own level. Someone who is an Editor of the app becomes an Editor of its tables, agents, and tools. An Admin of the app becomes an Admin of them.
- Never less than the app needs. A Viewer of the app still gets Editor on the tables the app saves to.
- It goes all the way down. If the app runs an agent, the agent's tools are included too.
- Levels a resource doesn't have are rounded down to the closest one it offers.
- Access is still only added or raised. Anyone who already has more access to a resource keeps it.
Resources that follow their parent
Some resources are created and managed for you by something else, and their access always follows that parent:
- The sign-in users and access-link tables a hosted app creates follow the app.
- Tables a connector creates follow the connector.
These show who has access, marked "via" the parent, but you can't share them directly. Share the parent instead.
How to share a resource
- Open the resource and click Share.
- In the search box, type a name, email, team, or role, or pick Everyone at your company.
- Choose a level for each one you added.
- To change someone's level, use the dropdown next to them. To remove them, click the remove button on their row.
- If the resource uses other resources, check the Resources this uses list (see below).
- Review the summary of changes and click Share to save.
How to share an app and what it uses
- Open the app in App Builder and click Share.
- Add the people, teams, or roles and their levels, as above.
- Under Resources this uses, choose Only what's needed or Same access as the app, then check each row. With Only what's needed, tables the app saves to are set to Editor and everything else to Viewer.
- For any row marked Ask, either untick it and continue, or ask the named owner to share that resource with the same people.
- Review the summary. It lists every resource that will change and every warning, then click Share.
The same steps apply to agents, multi-agents, tools, and scheduled jobs.
How to share what an app uses with the people who already have it
Use this when people can already open the app, and you want its tables, tools, and agents to match.
- Open the app and click Share.
- Click Share what it uses…. You don't need to change anything about who has the app.
- Choose Only what's needed or Same access as the app. The list shows what will change for each resource.
- Click Confirm.
People who open an app inside Autessa use their own access. If they can open the app but can't read or save to its tables, the tables weren't shared with them. Open Share on the app and click Share what it uses…: the list shows what's missing and fixes it in one step.
How to remove access
- Open Share and click the remove button next to the person, team, or role.
- If the resource gave them access to resources it uses, the dialog says how many they'll keep. Tick Also remove the access this gave them to linked resources to remove those too. Only access that this resource added is removed. Access that someone shared separately stays.
- Click Share to save.
Removing a team or a role takes access away from everyone who had it only through that team or role. People who also have their own grant, or another team or role grant, keep that access.
How to share several resources at once
- In any list, such as Tables, Tools, Agents, or Apps, select the items you want to share.
- Click Share in the selection bar.
- Add people, teams, roles, or everyone at your company, each with a level.
- Review the summary and click Share.
Sharing several resources only adds or changes access for the people, teams, and roles you picked. It never removes anyone else and never makes anything private. If you aren't an Admin of some of the selected items, the review lists them so you can deselect them before saving.
How to leave a shared resource
If a resource was shared with you and you no longer need it, open Share and click Leave. You lose your own grant. If you also have access through a team, a role, or company-wide sharing, you keep that access. The owner can't leave their own resource.