AI Assistant Access Management

This page allows you to configure access control for your AI Assistant instance, including user, team and organization sharing, API key generation, and public access settings.

Access Types Explained

• Read only – Users can interact with the AI Assistant and view the full configurations of the assistant including the logs but cannot anything in the assistant configuration (e.g: data sources, settings, access rights, etc).
• Read and write – Full access, including interacting with the assistant, viewing logs, and modifying its settings.
• Use only – Users can interact with the assistant, but cannot view all the assistant tabs hence cannot change con.

Access Type	Interact	View Logs	Modify Settings
Read and write	✅	✅	✅
Read only	✅	✅	❌
Use only	✅	❌	❌

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Share With Users

You can share this AI Assistant with specific users by adding their usernames.

Add User

Steps:

1. Enter a valid username in the input field.
2. Select the access type.
3. Click the button to add the user.

Manage Access

Once added, you can change the user's access level or remove access at any time using the delete button in the list.

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Share With an Organization

You can give access to all users in an organization.

Steps:

1. Input the organization's name.
2. Select access level.
3. Click to add.

Two situations can occur :

First If you are an admin or an organisation admin then the request is immediately granted. The AI Assistant is shared with the whole organisation and everyone can start using the AI Assistant with the corresponding rights. Also everyone will be receiving an e-mail that informs that the Assistant was shared.

Second If you are not an admin your request will move into review state. The organisation admin will recieve an e-mail informing him that there is a request for sharing. The organisation admin can approve or delete the request. If the request is approved this has the same consequences as the first case.

Once added, you can change the organization's access level or remove access from the list below using the delete button.

Add Organization

Under Review

Approve

Manage Access

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Partager avec une équipe

Grant access to a specific team.

Steps:

1. Input the team's name.
2. Select access level.
3. Click to add.

Two situations can occur :

First If you are an admin, an organisation admin or the team admin then the request is immediately granted. The AI Assistant is shared with the whole team and everyone can start using the AI Assistant with the corresponding rights. Also everyone will be receiving an e-mail that informs that the Assistant was shared.

Second If this is not the case your request will move into review state. The team admin (or if there is none, the organisation admin) will receive an e-mail informing him that there is a request for sharing. The team (or organisation) admin can approve or delete the request. If the request is approved this has the same consequences as the first case.

Once added, you can change the team's access level or remove access from the list below using the delete button.

Add Team

Under Review

Approve

Manage Access

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Generate API Keys

Create API keys that external systems can use to query this assistant.

Generate API Key

Steps to generate:

1. Fill in the API key name.
2. Choose the desired access level.
3. Click the button to generate a new key.
4. Make sure to copy the key immediately, as it won’t be shown again.

Manage API Keys

Once an API key is created, you can see it listed in the table with its:

• Name
• Quota start date
• Expiration date
• Question quota
• Access type
• Delete option

Important

Access type for an API key cannot be changed after creation. If you need different permissions, delete the key and create a new one.

Security Tip

Store your API key securely. Anyone with the key will have the access permissions granted.

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Public Access

Control who can access this AI Assistant publicly via Link.

• Accessible to everyone: Anyone with a link to the assistant can query it.
• Accessible to everyone that is logged in: Only authenticated users can access the assistant through the link.
• Not accessible: Default and most secure option, access is limited to configured users/teams/organizations.

Role-based Access

After sharing the AI Assistant with users, teams, or organizations the actions and tabs they can access will depend on the assigned role:

Use Only

The AI Assistant tabs are not accessible and you can only interact with the assistant in the Chatbot interface.

Read Only

The AI Assistant tabs are accessible but you cannot modify any settings. You can interact with the assistant in the Chatbot interface, AI tasks, and view logs.

Read Write

Full access to all tabs and settings. You can interact with the assistant in the Chatbot interface, AI tasks, view logs, and modify all configurations like its your own assistant.

info

When an AI Assistant is shared with users, they will receive a notification by email. You can check all notifications available on Notifications page.