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Organization-Scoped Resources

When organizations are enabled, many platform resources can be scoped to a specific organization. Scoping controls which users can see and interact with a resource — only members of that organization (plus administrators) have access. Resources that are not scoped to any organization remain tenant-wide and visible to everyone.

This guide covers how scoping works across Files, Chat, and Knowledge, and explains the visibility rules that govern access.

How Scoping Works​

Every resource that supports organization scoping stores an optional organization reference. When that reference is set, the resource belongs to that organization. When it is left empty, the resource is tenant-wide.

ScopeWho Can See It
Tenant-wide (no organization set)All users in the tenant
Organization-scopedMembers of that organization, plus administrators and superusers

Administrators and superusers always have visibility into all resources regardless of organization scope. Regular users see tenant-wide resources plus resources scoped to organizations they belong to.

Files​

Organization Filter​

The Files page includes an organization filter in the toolbar. Use it to:

  • View files for a specific organization — select an organization from the dropdown to show only files scoped to it
  • View tenant-wide files — select "All Organizations" or clear the filter
  • View your files across all your organizations — the default view shows files from all organizations you belong to, plus tenant-wide files

Uploading Files with Organization Scope​

When you upload a file, you can assign it to an organization:

  1. Click Upload on the Files page
  2. Select or drag your file(s)
  3. Choose an organization from the organization picker, or leave it unset for tenant-wide access
  4. Complete the upload

The file inherits the selected organization scope. Only members of that organization (and administrators) can view, download, or manage the file.

Changing a File's Scope​

To re-scope an existing file:

  1. Open the file's details or edit dialog
  2. Change the organization assignment — select a different organization, or clear it to make the file tenant-wide
  3. Save the changes

Important: Changing a file's organization scope immediately changes who can access it. Users who are not members of the new organization lose visibility.

Chat​

Organization-Scoped Personas​

Chat personas can be scoped to a specific organization. When a persona is scoped:

  • Only members of that organization can see and select the persona
  • Chat sessions started with that persona are automatically scoped to the same organization
  • Knowledge search within those sessions respects the organization boundary

Creating an Organization-Scoped Persona​

  1. Open the chat settings or persona management area
  2. Create or edit a persona
  3. Set the Organization field to the desired organization
  4. Save the persona

The persona now appears only for users who are members of the selected organization.

Chat Sessions and Organization Context​

When you start a chat session with an organization-scoped persona, the session inherits that organization context. This affects:

  • Knowledge search — the AI searches knowledge entries scoped to that organization (plus tenant-wide entries)
  • File access — file references in the session respect organization boundaries
  • Visibility — the session itself is visible only to organization members and administrators

Sessions started with a tenant-wide persona remain tenant-wide and have no organization restriction on knowledge or file access.

Persona Organization Changes​

If an administrator changes a persona's organization scope, existing user assignments are validated. Users who are not members of the new organization are removed from the persona's assignment list automatically, ensuring that access remains consistent.

Knowledge​

How Knowledge Inherits Organization Scope​

Knowledge entries derive their organization scope from the files they are associated with. When a file is scoped to an organization, the knowledge entries generated from that file are also scoped to the same organization.

  • Organization-scoped knowledge — visible only to members of that organization (and administrators) when searching or browsing
  • Tenant-wide knowledge — visible to all users

Searching Within Organization Boundaries​

When an AI agent or chat session performs a knowledge search:

  1. The system checks the organization context of the request (from the persona, session, or explicit filter)
  2. Results include knowledge entries scoped to that organization plus tenant-wide entries
  3. Entries scoped to other organizations are excluded

This ensures that confidential or department-specific knowledge stays within its intended audience.

Visibility Matrix​

The following table summarizes who can access what:

User TypeTenant-Wide ResourcesOwn Organization ResourcesOther Organization Resources
Regular user (single org)YesYesNo
Multi-org userYesYes (all their orgs)No
Organization manager (can_manage)YesYes (managed org)No
AdminYesYes (all orgs)Yes (all orgs)
SuperuserYesYes (all orgs)Yes (all orgs)

Note: The can_manage flag on a membership grants management privileges within the Organizations page but does not override resource visibility rules. Resource access is determined by organization membership, not the management flag.

Common Scoping Patterns​

Department Isolation​

Scope files and personas to department organizations when teams should not access each other's materials:

  • Engineering uploads technical specs scoped to the Engineering organization
  • Marketing uploads campaign materials scoped to the Marketing organization
  • Shared reference documents remain tenant-wide

Regional Separation​

For companies with regional offices, create organizations per region and scope region-specific data accordingly:

  • EMEA — regional compliance documents, local market analysis
  • Americas — regional sales collateral, territory plans
  • Shared — company-wide policies and templates (tenant-wide)

Project-Based Scoping​

Create organizations for cross-functional projects when a subset of users from different departments needs a shared workspace:

  • Scope project files and personas to the project organization
  • Add members from any department as needed
  • Remove the organization or reassign resources when the project ends

Migrating Resources Between Organizations​

To move a resource from one organization to another:

  1. Open the resource (file, persona, etc.)
  2. Change the organization field to the target organization
  3. Save

Users in the original organization lose access immediately. Users in the new organization gain access. Plan migrations during low-activity periods and notify affected users in advance.

Best Practices​

  • Default to tenant-wide for resources that everyone should access — only scope to an organization when there is a clear need to restrict visibility
  • Set user defaults — assign a default organization to each user so new resources they create are scoped appropriately without manual selection each time
  • Audit before re-scoping — before changing an organization on a file or persona, check who currently relies on it and communicate the change
  • Use shallow hierarchies — child organizations do not inherit members or resources from their parent. Keep the structure simple and assign memberships explicitly
  • Review on team changes — when users move between departments, update their organization memberships and review resources they previously scoped

Troubleshooting​

I cannot find a file I know exists​

Problem: A file you accessed before no longer appears in your file list. Solution: The file may have been re-scoped to an organization you do not belong to. Ask an administrator to check the file's organization assignment, or request membership in the relevant organization.

Chat persona is missing from the persona list​

Problem: A persona you used before is no longer available. Solution: The persona may have been scoped to an organization you are not a member of, or your assignment was removed because the persona's organization changed. Contact your administrator to verify.

Knowledge search returns incomplete results​

Problem: You expect more results but the search seems to exclude content. Solution: Knowledge entries scoped to organizations you do not belong to are filtered out. If you need access, request membership in the relevant organization. Administrators can verify which organization a knowledge entry belongs to.

Newly uploaded file is not visible to teammates​

Problem: You uploaded a file but colleagues in the same department cannot see it. Solution: Check the file's organization scope. If you uploaded it while an organization filter was active, it may be scoped to a different organization than your colleagues belong to. Edit the file and adjust the organization assignment.

⏱️ Read time: 12 minutes | 📊 Difficulty: intermediate | 🔄 Last updated: 2026-03-30