Document Level Permissions

Coheso’s Docs page allows Power Users to control who can access each uploaded document. By assigning a visibility level to every document, Power Users can control who can can view and use those documents. This permissioning not only governs which documents different users see in the interface, but also which documents Coheso’s AI is allowed to use when answering questions.

Document Permission Levels

When uploading files to the Documents repository, Power Users can choose from three access permission levels. These determine who in your organization can view and use each document:

• Private to Me: Visible only to the uploading Power User. No one else (not even other Power Users) can see or use this document.

• Power Users Only: Visible to all Power Users in the organization. Business Users will not see these documents in their Docs view.

• Business + Power Users: The document is accessible to everyone in the organization. Both Power Users and Business Users will be able to see, search, and use this document.

Each document’s permission level is labeled in the Documents list. For example, a policy uploaded with “Business + Power Users” will be viewable by all users, whereas a file marked “Power Users Only” is restricted to just Power Users. Power Users can also use the Access filter dropdown on the Documents page to show only certain document sets or choose All Documents to see everything they are permitted to view.

Note: Business Users do not have the option to set document permissions. Their Docs page will simply list all files available to them (those shared with Business + Power Users). They cannot view any material marked Power Users Only or Private to Me, nor can they upload new documents or change permissions.

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Setting Permissions When Uploading Documents

Power Users are the only ones who can upload new documents to the Coheso knowledge repository. When uploading, they have the opportunity to set the document’s visibility so that it’s shared appropriately. To upload a document and assign its permission level, follow these steps:

1. Navigate to the Documents page: On the Documents page, click the Upload button (a “+ Upload” icon).

2. Choose a file to upload: In the upload dialog, select the document file from your system.

3. Select the visibility level: Look for an Access Level setting in the upload form. Choose one of the three permission options from the dropdown - Private to Me, Power Users Only, or Business + Power Users - depending on who should see the document.

4. Finish the upload: Confirm the upload by clicking the Upload button. The document will be added to the repository with the chosen permission.

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AI Assistant and Document Access

Coheso’s AI assistant will only draw from documents that the user has permission to see when answering questions. In practice, this means if a Business User asks a question, the AI will not use or cite any sources that are restricted to Power Users. Every AI-generated response includes linked document references, but those references will only come from documents the user is allowed to access.