Go to PDF Spaces and then open the PDF Space with Knowledge Base collections you want to share.
Last updated on
Aug 20, 2026
Learn how team members collaborate in shared PDF Spaces with Knowledge Base collections and how content access is managed.
PDF Spaces that include Knowledge Base collections are designed for secure collaboration. When you share PDF Spaces with Knowledge Base collections, recipients can access the PDF Space itself, while access to Knowledge Base collection content is evaluated separately for each user. Sharing a PDF Space never grants access to a collection. Permissions are enforced at the collection level, so collaborators only see and interact with content they're authorized to access.
Share PDF Spaces with Knowledge Base collections
Optionally, customize the PDF Spaces experience using the Overview page:
- Reorder or remove items
- Add supporting items such as text blocks or a logo for branding.
Select Share from the top menu.
Enter the recipients’ names or email addresses, and select a permission level:
- Contributor: Can add comments, and add or remove files and notes
- Reviewer: Can add comments
- View only: Can view files and notes
Note
Sharing is limited to users within your organization. Public or anonymous sharing is not supported.
Review the message and select Send.
Once shared, recipients can open the PDF Space safely, with access to content determined by their Knowledge Base collection permissions.
Recipients experience
Recipients with access to the linked Knowledge Base collection can:
- Open and view the shared PDF Space
- Ask questions using AI chat
- Get responses grounded in collection content
Recipients without access can still open the Space, but:
- See a message that some sources aren’t available
- Receive AI responses that exclude restricted content
- Cannot see or access restricted collection content
Access to Knowledge Base collections is checked each time a recipient interacts with the Space. If access changes later, restricted collections are excluded automatically, and AI responses adjust to use only accessible content, without requiring updates to the shared PDF Space.
