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Document Access Control

Control which users can access specific documents in your knowledge base.

Overview​

Document access control lets you:

  • Restrict documents to specific users
  • Create email-based access lists
  • Set documents as public or private
  • Manage access by email groups

Access Levels​

LevelWho Can Access
PublicAll chatbot users
AuthenticatedOnly logged-in users
RestrictedOnly specified users

Setting Access on a Document​

  1. Go to "Knowledge Base"
  2. Click on a document
  3. Go to "Access" tab
  4. Choose access level
  5. Add authorized users if restricted
  6. Click "Save"

Authorized Emails​

For restricted documents, specify who can access:

Individual Emails​

Add specific email addresses:

user@example.com
another@example.com

Email Patterns​

Use patterns to allow groups:

*@yourcompany.com        # All company emails
*@partner.example.com    # Partner emails

Email Groups​

Create reusable email groups:

  1. Go to "Settings" > "Email Groups"
  2. Create a group (e.g., "Engineering Team")
  3. Add member emails
  4. Use the group in document access

How Access Control Works​

When a user queries the chatbot:

  1. User's email is verified (if authenticated)
  2. Only accessible documents are searched
  3. Response only includes permitted content
graph LR
    A[User Query] --> B{Authenticated?}
    B -->|Yes| C[Check Email]
    B -->|No| D[Public Docs Only]
    C --> E[Filter by Access]
    E --> F[Search Permitted Docs]
    D --> F
    F --> G[Generate Response]

Bulk Access Settings​

Set access on multiple documents:

  1. Go to "Knowledge Base"
  2. Select multiple documents
  3. Click "Set Access"
  4. Choose settings
  5. Apply to all selected

Access Control by Folder​

Organize documents in folders with inherited access:

  1. Create a folder
  2. Set access on the folder
  3. Documents in the folder inherit settings
  4. Override per-document as needed

Best Practices​

Planning Access​

  • Identify sensitive content
  • Group documents by access needs
  • Use email groups for easier management

Security​

  • Regularly review access settings
  • Remove access when no longer needed
  • Audit who can access sensitive documents

User Experience​

  • Don't over-restrict - users get frustrated
  • Provide clear messaging when access is denied
  • Consider having a "general" knowledge base for common questions

Troubleshooting​

User Can't Access Content​

Check:

  • User is logged in (for authenticated content)
  • User's email is on the access list
  • Email patterns are correct
  • Document access settings

Wrong Content in Responses​

If restricted content appears to unauthorized users:

  • Verify access settings on the document
  • Check authentication is required
  • Review email patterns for errors