Overview
Resource Groups allow administrators to control which data users can access within the platform.
A Resource Group can be given access to specific Datasources and AI Topics. Users are then assigned to one or more Resource Groups, and their available data is determined by the groups they belong to.
This makes it easy to manage data access for teams, departments, or projects without having to configure permissions for each user individually.
Key Concepts
Datasources
A Datasource is a collection of data available within the platform.
Access to a Datasource provides access to all data contained within that Datasource.
AI Topics
An AI Topic is a focused subset of a Datasource.
Topics can limit access to specific tables and columns within a Datasource when using SHIFT AI, allowing administrators to provide more targeted access to data.
Access to an AI Topic does not automatically grant access to the entire Datasource.
Resource Groups
Resource Groups define which Datasources and AI Topics users can access.
Examples:
- Sales Team
- Customer Success
- Finance
- Executive Reporting
Users can belong to one or more Resource Groups.
Managing Resource Groups
Administrators can create and manage Resource Groups from Settings → User Management → Resource Groups.
For each Resource Group, administrators can:
- Create a new group
- Edit the group name
- Assign Datasources
- Assign Topics
- Delete groups that are no longer needed
All Access Group
Every space includes a default Resource Group called All Access.
The All Access group:
- Has access to all Datasources
- Cannot be edited
- Cannot be deleted
- Is automatically assigned to administrators and creators
Assigning Users to Resource Groups
Administrators can assign users with the USER role to one or more Resource Groups from the Users page.
A user's available data is determined by the combined access of all groups they belong to.
For example:
| User Groups | Available Data |
|---|---|
| Sales | Sales data only |
| Customer Success | Customer Success data only |
| Sales + Customer Success | Sales and Customer Success data |
| All Access | All available data |
Sharing Content
Many items within the platform can be shared with Resource Groups, including:
- Streams
- Insights
- Templates
When creating or editing content, users may see a Share With field.
The Share With field allows users to choose which Resource Groups can access the content.
Sharing Rules
Users can only share content with Resource Groups they belong to.
For example:
- A user in the Sales group can share content with Sales.
- A user in Sales and Marketing can share content with either group.
- A user with only one group will see that group automatically selected.
All Access Visibility
All content is automatically available the All Access group.
This ensures that administrators and creators can always access content for management, support, and auditing purposes.
Search and AI Access
Resource Groups also control which data is available to Search and AI features.
When using Search or AI-powered experiences:
- Only authorized Datasources and Topics are considered
- Suggested topics and example questions are filtered based on your access
- Generated answers only use data you are permitted to view
If a question requires data outside your allowed access, you may see a message indicating that the question is not supported by your current data permissions.
Frequently Asked Questions
Can a user belong to multiple Resource Groups?
Yes. Access is combined across all assigned Resource Groups.
What happens when a new user is added?
New users are assigned a Resource Group by an administrator when they are invited to the platform.
Can a Topic provide access without granting access to the entire Datasource?
Yes. Topics are designed to provide access to a specific subset of a Datasource for AI questions.
Can users share content with groups they do not belong to?
No. Users can only share content with Resource Groups they are members of.
What happens if a Resource Group is deleted?
Users will no longer receive access through that group. Existing content remains available through the All Access group and any other assigned groups. If a user only had access through the deleted group, they would loose access to any data.
Why can't I see a Stream, Insight, or Template that another user shared?
You can only view content that has been shared with at least one Resource Group you belong to.
Best Practices
- Create Resource Groups based on business functions or teams.
- Use Topics when users need access to only a portion of a Datasource for AI Search.
- Review Resource Group memberships regularly.
- Use descriptive group names that clearly indicate their purpose.
- Assign the minimum level of access required for users to perform their work.