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Brains are private to you by default. When you’re ready to collaborate, share with named colleagues at full access or read-only, or with an entire team read-only, so the right people can query the engagement’s knowledge without weakening its confidentiality boundary.

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Why per-Brain sharing matters

Sharing is controlled per-Brain, so access maps to how your work is actually structured: the deal team sees the deal room, the coverage group sees the sector library, and nothing leaks between them. You stay in command of who sees what, engagement by engagement.

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Share a Brain

1

Open the Brain and choose to share it

The share action sits in the Brain’s header.
2

Add members and teams

Type a colleague’s name under Add members, or add a whole Team. The owner is marked with a crown.
3

Set the access level

Grant a colleague Full access, or read-only so they can query the Brain without changing its contents. A team is always read-only.
The Brain sharing dialog with the Add members field, listed members with access levels, and a crown marking the owner

The sharing dialog: add members or teams and set each access level. The owner is marked with a crown.

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Access levels

A Brain has one owner and any number of people it’s shared with, at one of two levels. Here is who can do what:
Sharing with a team is always read-only. When you share a Brain with a whole team, its members get read-only access: they can query the Brain, but can’t add or remove its documents. Give an individual Full access when they need to manage what’s inside.

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Owner vs. full access

Full access and the owner can do almost everything: add and remove documents, rename the Brain, share it, and delete it. The one thing reserved for the owner is transferring ownership. The owner is marked with a crown in the sharing dialog.

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Transfer ownership

When someone changes role or hands an engagement over, the owner can transfer the Brain to another member of the same organization. The new owner receives full access and becomes the crowned owner, and any connected cloud-storage integrations move to them so syncing keeps working. The previous owner keeps full access unless you remove them, so nothing breaks mid-transfer; remove them afterward if they should no longer reach the Brain.
Before deleting a user, rescue the Brains they own. When a user is removed from the workspace, their owned Brains are handled by what they’re shared with: a Brain shared with at least one other person or a team is automatically transferred to a workspace administrator, so the team keeps it. A private Brain that no one else can access is permanently deleted, along with its documents. If a departing colleague owns Brains worth keeping, share them or transfer ownership first.

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Best practices

Before sharing, give the Brain a description: colleagues without full access see only the title, owner, document count, and description, so a clear description is how they know what they’re looking at. Reserve Full access for the colleagues who maintain the Brain’s contents; everyone else queries just as well with read-only.