Sharing an Expert in ThreoAI

Overview

You decide who can use an Expert you own. Access is managed from the Sharing tab of the Expert editor, and it has two parts:

• General access - whether the Expert is private or open to everyone in your organization.
• People with access - the specific colleagues you invite, each with a role.

A new Expert is private until you change that. Only the owner can view or manage an Expert’s sharing; someone the Expert is shared with sees “Only the Expert owner can view or manage its sharing and recipient list.”

You can also hand a colleague their own separate copy of an Expert - see Sending a copy to a teammate.

Open the Sharing tab

The Sharing tab works once an Expert has been saved at least once. Before that it reads “Save the Expert first to manage sharing.”

1. Open Studio from the left sidebar and select the Experts tab.
2. Find an Expert you own and open it for editing. In Studio, Edit and Delete sit on the row’s … menu, and they appear only on Experts you own.
3. Switch to the Sharing tab.

General access

General access answers one question: who can reach this Expert without being invited by name.

Option	What it means
Private (only you and invited people)	Nobody else reaches the Expert unless you invite them individually. This is where a new Expert starts.
Everyone in your organization	Everyone in your organization can view and use the Expert, and it appears in the organization’s Experts catalog.

Organization-wide access is granted as Viewer - it lets colleagues use the Expert, not change it. Setting General access back to Private removes that organization-wide grant; people you invited by name keep the access you gave them until you remove them individually.

People with access

Below General access is the recipient list. Your own row is always there, labelled Owner, and it cannot be edited or removed.

To invite someone, use Search for people to invite and pick them by name or email. They are added as a Viewer. Use the role menu next to a person to change their role or to revoke access:

Role	What it grants
Viewer	Can view and use the Expert in chat.
Editor	The second role available in the invite list. Studio’s Edit and Delete actions still appear only on Experts you own, so configuration changes are best made by the owner. If a colleague needs to maintain their own version, send them a copy.
Remove	Revokes that person’s access. It is the last entry in the same role menu.

Caution

The Sharing panel warns that recipients can also query this Expert’s training documents through conversation with it. Do not share an Expert whose training material the recipients should not be able to ask about.

Where Expert access is decided

The Sharing tab is the whole story. General access plus the people you invite is what decides who can use an Expert, and it takes effect immediately.

Canopy’s Sharing page does not govern Experts. It covers Builder Agents and Sensitive Data only; Expert sharing moved into ThreoAI itself, so there is no administrator allow-or-block step to chase and nothing for an admin to trace there on your behalf.

So if you share an Expert and a colleague still cannot see it, check the Sharing tab itself: confirm General access is set to Everyone in your organization, or that they appear by name under People with access. Ask them to reload the Experts catalog afterwards.

Giving a shared Expert an icon

An Expert that is open to your whole organization can carry an icon so it stands out in the catalog. The Icon (optional) field sits on the Expert editor’s first tab, and it is shown only for an Expert that is shared organization-wide - a private Expert has no catalog entry to decorate.

Sending a copy to a teammate

Sending a copy is a separate action from sharing access, and it is owner-only. It gives a colleague their own Expert: as the panel puts it, “Send a teammate their own separate, editable copy. Yours stays exactly as it is, you keep ownership, and the two aren’t linked.”

1. In the Sharing tab, find the Send a copy to a teammate section.
2. Use Filter users to find the person by name, email, or role.
3. Choose Send copy on their row and confirm.

ThreoAI confirms with “Sent a copy to <name>.” From that point the two Experts are independent: changes you make to yours do not reach theirs, and the reverse.

What sharing does not do

• It does not share your conversations. Sharing controls who can use the Expert. Your chats with it stay yours, and other people’s chats stay theirs. The memory an Expert builds up is per person too.
• It does not hand over your training documents as files. Recipients do not get the underlying files - but they can ask the Expert questions that draw on them, which is what the panel’s warning is about.

Frequently Asked Questions

Do I need an administrator to share an Expert? No. You set General access and invite people yourself from the Sharing tab, and it applies immediately. Expert sharing is not administered from Canopy, so there is no admin step in between.

Can someone I shared with edit the Expert? The invite list offers Viewer and Editor roles. In Studio, the Edit and Delete actions appear only on Experts you own, so plan on the owner making configuration changes. If a shared Expert needs a change, ask the owner - or have them send you your own copy.

Does sharing an Expert expose my chat history? No. Sharing only affects who can start their own conversations with the Expert. Conversation history is per user.

What happens if I set General access back to Private? The Expert leaves the organization’s catalog, and colleagues who reached it that way can no longer start new conversations with it. People you invited by name keep their access until you remove them from the list.

Related

• Creating an Expert - build an Expert with instructions, training documents, and actions
• Using an Expert - open and chat with Experts shared with you, including from the Experts catalog
• Canopy Overview - the administrator’s side of users, permissions, and model access