Organizing Groups, Roles, and Permissions

Once you, the workspace admin, invite new users and organize them in Groups based on their access needs, you'll set their permissions for each Collection. This involves assigning a specific role that determines the Group's level of access within that Collection. Whether they can simply view information, contribute edits, or even fully manage the verification and distribution of content, it's all up to you!

What are the different Group roles applied to Collections in Guru?

The "Role" applied to the Group in the Collection ultimately determines which features users within the Group have access to.

What can "Read Only" Group members do?

• Consume and apply the information Guru brings to you in the form of notifications, announcements, suggested Cards in the browser extension and suggested answers when you ask Guru a question (All-in-one and Enterprise plans only).
• Search and browse Cards, folders, and Collections to which you have access using the web app, browser extension, Slack app, Microsoft Teams app, Gmail add-in, and Outlook Add-in. 
• Favorite Cards and folders for quick reference at a future date.
• Follow Cards and follow authors to receive automatic alerts with Card and author activities.
• Get help or clarification:
  • Ask Guru to assist with translating and summarizing Card content (All-in-one and Enterprise plans).
  • Comment on a Card.
  • Assign Guru's suggested answer to an expert (author or Collection owner) for review. 
  • Ask an expert a question.
  • View Guru Card details such as its history of edits, the current verifier's name, what date the Card was last verified, and Card usage and analytics.
• Modify your employee profile.

See the Quick start guide for read only users for more information.

What can "Author" Group members do?

Authors can do everything a read only user can do in their assigned Collections, plus they:

• Create content:
  • Create folders in your assigned Collections and create Cards to go in those folders.
  • Collaborate on editing published Cards, sometimes saving draft versions of Cards. 
  • Use generative AI (All-in-one and Enterprise plans) or Card templates for speedy content creation.
  • Embed files from external applications into Cards.
  • Monitor trending topics or regularly occurring keywords and phrases used in defined Slack channels and convert the content into Guru Cards.
• Manage access:
  • Manage individual Card privacy and sharing settings.
• Communicate information:
  • View the last 90 days of relevant user questions and Guru's suggested answers to train Guru's AI over time, routing unanswered questions to an expert (All-in-one and Enterprise plans).
  • Send Guru Cards as announcements to communicate updated or time-sensitive information, plus track viewership data.
  • Set conditions when Guru should automatically suggest specific Cards to specific Groups of users visiting webpages that meet those conditions (called "knowledge triggers") via the browser extension.
  • Pin Cards to specific web pages to display to specific Groups of users via the browser extension.
  • Answer teammate's direct questions in the Q&A inbox.
• Manage the content lifecycle:
  • Name a specific user or group as the "Verifier" of a Card and verify your assigned Cards at regular intervals.
  • Take bulk actions on Cards using Card Manager.
  • Archive Cards or restore archived Cards.
  • Create and manage tags applied to Cards.
• Report on performance:
  • Track & monitor user activity and team engagement by viewing analytics of the Collections you have permission to.
  • Export Card usage and analytics for deeper analysis.

See the Quick start guide for Collection owners and authors for more information.

What can "Collection Owner" Group members do?

Collection owners can do everything an author and read only user can do in their assigned Collections, plus they:

• Create content:
  • Migrate content from other apps into a Collection for management in Guru moving forward.
  • Create template Cards for themselves and authors to use when creating new Cards.
• Manage access:
  • Help admin with Collection management by adding or remove existing Groups in assigned Collections.
  • Manage individual folder-sharing settings in assigned Collections.
• Communicate information:
  • Customize the workspace theme and the web app dashboard's featured Cards.
• Manage the content lifecycle:
  • Set and manage the conditions for the automatic archiving of unused Cards.
  • Export a Collection for backup.
• Report on performance:
  • Track & monitor user activity and team engagement by viewing analytics of the Collections you have permission to, including the "Group and User Drilldown" dashboard.

See the Quick start guide for Collection owners and authors for more information.

What can "Admin" do?

Admin unique responsibilities include:

• Managing users:
  • Invite users and remove users. Manage related settings, including invite preferences, SSO/SCIM, and domain discovery.
  • Create Groups of users and give those Groups permission to Collections and/or sources. Permission at least one Group the Collection owner role in every Collection. 
• Workspace setup and management:
  • Manage subscription, billing, and payment information.
  • Create Collections and assign Collection owner and author Groups to manage.
  • Connect Guru to external sources for reference in generating suggested answers to user questions.
  • Sync knowledge into Guru from Zendesk, Salesforce, or Confluence.
  • Import pre-built Collection frameworks.
  • Export a Collection for backup.
  • Create additional workspaces for the organization, including managing the sharing of Collections across workspaces.
• Apps and integration setup and management:
  • Manage all integrations, including the setup of Guru's app for Slack and Microsoft Teams. 
  • Enable or disable the ability for Guru to automatically answer user questions referencing Cards and connected external sources (All-in-one and Enterprise plans). 
  • Enable or disable generative AI assistance with content creation, translation, and summarization (All-in-one and Enterprise plans).
  • Enable or disable the ability to link Cards to Zendesk or LivePerson tickets (All-in-one and Enterprise plans).
  • Enable or disable the org chart, manually modify all employee profiles, enable or disable an HRIS sync for automated profile updates.
  • Manage API credentials for admin users.
• Communicating information:
  • Enable or disable the web apps over which Guru will automatically suggest relevant Cards to users via the browser extension (All-in-one and Enterprise plans).
  • View the last 90 days of all user questions and Guru's suggested answers to train Guru's AI over time, routing unanswered questions to an expert (All-in-one and Enterprise plans).
  • Send Guru Cards as announcements to communicate updated or time-sensitive information, plus track viewership data.
  • Serve as a point person for reporting bugs or issues to Guru Technical Support. Communicate Guru updates around new features and bugs internally.
• Reporting:
  • Track and monitor knowledge usage and user adoption in analytics dashboards, including unique access to the "Strategic Impact" dashboard.

Admins who are members of "author" or "Collection owner" Groups in Collections can additionally:

• Permanently delete archived Cards.
• Save custom Assist prompts for other Collection owners and authors to use (All-in-one and Enterprise plans).
• Delete tags applied to Cards in Tag Manager.

See the Quick start guide for admins for more information.

How do I become a workspace admin?

Admin access is granted to individual users by other admins. This means individual users can have both admin privileges and Collection roles based on their Group memberships. As an admin, you gain exclusive control over critical settings and features like user management, billing, security, and advanced integrations. This powerful responsibility ensures the smooth operation and security of your Guru workspace.