Sharing an Expert in ThreoAI
Share an Expert in ThreoAI by setting visibility to Private or Shared, handing a copy to a colleague, and controlling who in your organization can use it.
Overview
Section titled “Overview”You decide who can use an Expert you own. Each Expert has a visibility setting you change yourself from the Sharing tab. The two working levels are Private (just you) and Shared (your organization), and the change takes effect right away - you no longer have to ask an administrator to flip it for you.
Some organizations add a second layer. Admins can set access rules in Tenant Management that say which people or teams may use shared resources, Experts included. If your company uses them, a Shared Expert reaches a colleague only when the rules allow it too. Most companies never touch this - see How visibility works with access rules if yours does.
You can also hand an Expert to a colleague by giving them their own copy - see Handing an Expert to a colleague.
Visibility levels
Section titled “Visibility levels”| Level | Who can use it | Where it appears |
|---|---|---|
| Private | Only you | Your My Experts list |
| Shared | Anyone in your organization | The organization’s Experts catalog and Marketplace |
Private is the default for a new Expert. You can move an Expert between levels at any time, and dropping it back to Private removes it from the catalog for everyone else.
How visibility works with access rules
Section titled “How visibility works with access rules”Two things control who can use a shared Expert:
- Visibility is yours. You set the Expert to Private or Shared in the Sharing tab.
- Access rules belong to your administrator. From the Sharing page in Tenant Management, an admin can allow or block specific people or whole customers from a resource - Experts, Builder Agents, and models all work this way. A “Why can…” view shows exactly why someone does or does not have access.
For most companies, Shared just works: set it, and everyone in the organization can use the Expert. Where access rules are in play, a Shared Expert only reaches the people those rules allow. So if you share an Expert and a teammate still cannot see it, that is the first place your administrator should look.
The Tenant Management Overview covers the admin side.
Set an Expert’s visibility
Section titled “Set an Expert’s visibility”The Sharing tab is available once an Expert has been saved at least once.
- Open Studio from the left sidebar and select the Experts tab.
- Find an Expert you own and open it for editing (the pencil control). Edit and delete are only available on Experts you own.
- Switch to the Sharing tab.
- Choose Private or Shared. The new visibility applies immediately - a Shared Expert shows up in the catalog for your colleagues on their next visit.
When an Expert is Shared, you can also give it an icon so it stands out in the catalog. The icon control is hidden while an Expert is Private.
Handing an Expert to a colleague
Section titled “Handing an Expert to a colleague”If a colleague should have their own copy of an Expert - for example, to maintain it on their team - you can hand it off from the Sharing tab. This gives them a copy they own; your original stays with you.
- In the Sharing tab, find the Ownership section.
- Search the list for the person by name or email.
- Select Transfer next to their name and confirm.
Your colleague gets their own editable copy of the Expert. Your version is unchanged and stays yours, so from that point on you each have a separate copy.
What sharing does not do
Section titled “What sharing does not do”- It does not share your conversations. Visibility controls who can use the Expert. Your chats with it stay private to you, and other people’s chats stay private to them.
- It does not let other people edit your Expert. People you share with can use the Expert in chat, but only the owner can change its configuration or delete it.
- It does not copy your training documents to other users. The Expert reads its own knowledge base during a chat; users never see the underlying files.
Frequently Asked Questions
Section titled “Frequently Asked Questions”Do I need an administrator to share an Expert? Not to set its visibility - you do that yourself from the Sharing tab, and it applies immediately. That is the change from earlier versions, which required an administrator to enable sharing. Your administrator may still manage access rules in Tenant Management that govern who can use shared Experts across the organization, so in some companies an admin is involved in who ultimately gets access.
Can someone I shared with edit the Expert? No. Editing and deleting are limited to the owner. If a shared Expert needs a change, ask the owner, or have them hand 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 and private.
What happens to a Shared Expert if I set it back to Private? It disappears from the organization’s catalog and only you can use it again. People who used it before keep their own past conversations, but cannot start new ones.
Related
Section titled “Related”- Creating an Expert - build an Expert with instructions, training documents, and actions
- Using an Expert - open and chat with Experts shared with you
- ThreoAI Marketplace - where Shared Experts appear for your organization
- Tenant Management Overview - the administrator’s side of access rules and permissions