Make a space's content findable

Advanced · ~10 min · Prerequisites: None

What you'll do

Learn how Space documents become searchable through the assistant's knowledge base, how access controls govern who finds what, and how to structure content so the right people can discover it.

Space docs are team-searchable

When a document lives inside a Space, every member of that Space can find it through the assistant's knowledge search. Ask the assistant a question, and it draws on Space documents alongside personal content — there is no separate indexing step or publish action. Documents are indexed automatically as they are saved.

The search scope follows membership: if you are in the Space, its content is part of your knowledge base. If you are not, it is not.

Access follows the audience

Moving a document changes its searchability immediately:

• Promote a personal doc into a Space → it becomes findable by every Space member, not just you.
• Move a doc back to Your content → it returns to your personal search scope only.

This automatic ACL union means you do not manage search permissions separately from document location. Put content where the right audience is.

Make content findable

If teammates cannot find reference material through the assistant, the most common cause is that the document still lives in someone's personal Your content rather than a shared Space. Promote it into the relevant Space and it is immediately available to members.

For organization-wide material, put it in the Organization space — every member of your org belongs to it, so its documents surface for everyone by default.

A few practices that improve findability:

• Use clear, descriptive document titles — knowledge search ranks title matches highly.
• Keep documents in the Space whose members need them, not in a personal library that doubles as a team archive.
• Retire stale content by archiving it; outdated documents pollute search results just as much as missing ones.

What members can't see

Private Space documents never surface in search for non-members, even if they are searching from the assistant. Visibility is enforced at query time, not just at Space entry — there is no path by which a non-member accidentally retrieves a private Space document through knowledge search.

If a user reports that content is missing from their search results, check whether the Space is private and whether they are a member.

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