Sharing agents and skills: roles, owners and accounts

Until now, sharing an agent or a skill meant every recipient could also change it. From now on you decide at the moment of sharing who may only use it and who may edit it. On top of that, everyone can see at a glance who owns an agent and which accounts it works with.

Updated on 29 July: the section on accounts now describes the final behaviour. When sharing, you are asked whether the agent should take your accounts along; the preset is without.

Three roles when sharing

The Sharing section now shows a list of everyone who has access, one row per person or group. Next to each row you pick the role:

• Use: open and run it in chat, without changing anything.
• Edit: adjust the instructions, file attachments and tools.
• Administer: on top of that, change the sharing, transfer ownership, set up triggers and delete.

To reach everyone in your workspace, simply pick the Alle Mitglieder entry from the list. Existing shares keep exactly the effect they have today, so there is nothing for you to redo.

Owner visible and transferable

Above the access list you now see who owns an agent or skill. When someone leaves the team or responsibilities change, the owner or an administrator hands it over in two clicks instead of building everything again from scratch.

Hide what you do not need

Not every share is relevant to you. Anything you do not need, you can hide for yourself: it disappears from your lists and is no longer offered to you in chat. For everyone else nothing changes, and whoever shared it does not notice. You can bring it back at any time from the Hidden section.

You decide which accounts an agent works with

Until now, which connected accounts an agent could reach depended on who was using it at that moment. That is now a deliberate decision: an agent only has an account list of its own once somebody has given it accounts.

On sharing you are asked. The first time you share a previously personal agent, a dialog asks whether it should take your accounts along. The preset is without your accounts: the agent then carries no account at all, and in chat everyone works with their own. If you choose with my accounts, your accounts go onto the list, and from then on everyone who uses the agent works under your name and in your mailbox.

With no account switched on, the agent follows the person in front of it. Ask it about your email and it looks into your mailbox; when your colleague asks, into hers. For automatic runs on a schedule this does not apply: there is nobody there whose accounts could count, so the agent gets none. An agent that is meant to work without you therefore needs at least one account switched on.

As soon as an account is switched on, only the list counts, for all users, in chat as in automatic runs. Everyone can only contribute their own accounts, and whoever hands one over is asked first and sees by name who may use the agent.

The Tools & accounts tab shows you the list, grouped by the person who contributed an account, with the provider and the address. That way it is always clear whose mailbox an agent is looking into. Several accounts from the same provider are possible, for example a personal one and a shared one, and every account appears there exactly once.

As long as an agent belongs only to you, it uses your accounts with no setup required. After the first share the list no longer grows by itself: if you add a new connection later, the shared agent does not pick it up automatically.

Who is this relevant for?

For everyone who uses agents or skills in a team. The roles are available in every licence type that includes agents and skills.

Learn more: Agents and Skills