The AI only answers with what each person can open.
Roles, collections, Access Groups and Security Zones decide what each person sees — and the same filter applies to the library, downloads, every search and every Ask answer.
Organize by project, client or team — and that decides who sees what.
A document can sit in several collections at once without being duplicated. Access to any one of them is enough to see it.
Four layers that add up — never subtract.
Everyone has a role in the workspace.
The collection decides who sees its documents; grant access to people.
Grant to a group; joining or leaving the group grants or removes access automatically.
Group collections and grant once; collections with inheritance apply it.
See the same workspace through each person’s eyes.
“Contoso Legal” · 4 people · 3 collections.
Visible
Visible
Visible
Visible
Not visible: no grant
Not visible: not in the group
Visible through the “Audit” zone
Not visible
No longer visible, immediately
Sample data.
What you can’t open doesn’t show up in an answer either.
The list shows only what you can open.
A link to someone else’s document returns “Document not found”.
The filter runs inside the query.
The AI never receives passages you couldn’t open.
What each role can do.
Clear permissions, no promises it can’t keep.
Permission lives on the collection, not on each document.
A zone grants access; it never takes it away.
A document with no collection is visible to any member.
Required for owners and admins at password sign-in.
Grant to people, groups or an entire zone.
From “Manage access”, the collection owner or an admin grants Viewer, Editor or Manager, assigns a Security Zone and turns on inheritance.
The auditor finds the case file. Diego doesn’t.
The same search returns different results depending on who runs it.
Case Files 2026 · Q3 closing report · 79% match
No results from “Case Files 2026”
Owner, Admin, Editor and Viewer.
Private or Tenant-wide, with per-person grants.
Access Groups and Security Zones with inheritance.
Required for owners and admins with a password.
Who should see what on your team?
We’ll help you design collections, groups and zones for your organization.