> For the complete documentation index, see [llms.txt](https://alludium.gitbook.io/alludium-docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://alludium.gitbook.io/alludium-docs/administration/2.-agents/2.5-agent-sharing-in-workspace.md).

# Agent Sharing in Workspace

Agent sharing allows builders to deploy agents to the entire workspace while maintaining control over configuration and behavior. Each user can configure their own connections and automations without altering the base agent.

This enables workspace-wide deployment of validated agents while preserving individual control over personal integrations and automation preferences.

***

### What Agent Sharing Enables

**For builders:**

* Deploy proven agents across the workspace
* Maintain control over agent configuration
* Update agent behavior for all users simultaneously
* Choose which integrations are shared vs. user-configured

**For users:**

* Access workspace agents immediately
* Configure personal connections (email, CRM, etc.)
* Control automation preferences and notifications
* Use agents without building from scratch

**The model:** Shared template (builder-controlled) + personal configuration layer (user-controlled)

***

### How to Share an Agent

#### Step 1: Build and Validate

Create your agent in Agent Builder following standard workflow:

1. Define purpose and scope
2. Configure system instructions
3. Add tools and integrations
4. Link files
5. Test thoroughly in Agent Builder

Nothing changes in the build process. The agent remains in Draft state during configuration.

***

#### Step 2: Deploy to Production

When the agent is validated and ready:

**Click "Deploy to Production"**

This action:

* Moves agent from Draft to Active state
* Makes agent available outside test mode
* Enables the Share button

The agent is now deployed but not yet shared with the workspace.

***

#### Step 3: Configure Connection Scopes

Navigate to the **Share** tab in Agent Builder. This tab displays the connection scopes for each integration the agent uses — shown as **"User-configured"** or **"Shared"** next to each integration. Connection scopes are set during agent configuration, not as a separate step during sharing. The Share tab provides a display-only view of how each connection is scoped.

#### User-Configured Connection

Each workspace member connects their own account.

**Use when:**

* Integration accesses personal data (Gmail, Outlook)
* Users have individual accounts (personal Slack, email)
* Permissions vary by user
* Individual attribution is required

**Examples:**

* Gmail (each user connects their inbox)
* Personal Slack account
* Individual CRM login
* User-specific calendars

**User experience:**\
When accessing the shared agent, users configure their own connection through standard OAuth or API key flow.

***

#### Shared Connection

The builder's connection is used by authorized workspace users who receive access to the shared agent.

**Use when:**

* Integration is API-based service
* One workspace-level account exists
* Personal configuration isn't needed
* Tool requires single API key

**Examples:**

* Brave Search API
* External data services
* Shared workspace tools
* Non-personalized integrations

**User experience:**\
Users access the agent immediately without additional configuration for this integration.

***

#### Step 4: Share with Workspace

Once connection scopes are configured and you are ready to share:

**Click "Share with workspace"** in the Share tab (if the agent is already shared, the tab shows "Active" status instead).

**Result:**

* Agent appears in My Agents for authorized users where that surface is available
* Users can view sharing status in the agent's Info tab
* Agents requiring user configuration show an orange dot indicator

***

### User Experience: Accessing Shared Agents

#### My Agents View

Shared agents appear alongside personally created agents in My Agents for authorized users where that surface is available.

**Ownership and sharing indicators:**\
Ownership information is visible in the agent's **Info tab** (which shows "OWNER" and "SHARING" fields). A shared agent displays "Shared with you" under the SHARING field. You can also view and manage agent access via the **Manage Agent Access** dialog, accessible from the cog/gear icon in the My Agents sidebar header.

**Setup status:**\
Agents requiring configuration are indicated by an **orange dot** next to the agent name in the sidebar (ready agents show a green dot). When opened, these agents redirect to the Guidelines tab for setup.

***

#### First-Time Setup

**If the agent requires user-configured connections:**

**1. Click the agent**\
Configuration screen opens immediately (not chat interface)

**2. Configure connections**\
For each integration requiring user configuration:

**If connection already exists:**

* Select "Use existing connection" from dropdown
* Choose the appropriate connection

**If no connection exists:**

* Click "Create connection"
* Follow standard OAuth or API key authentication flow
* Connection is created and linked to this agent

**3. Configure automations (optional)**\
If the builder defined automations:

* Review automation schedule (hourly, daily, weekly)
* Choose to enable or leave disabled
* Select notification preferences:
  * Web notifications
  * Email alerts
  * Push notifications

**Important:** Automations are disabled by default. Users must explicitly enable them.

**4. Complete setup**\
Click "Use the agent"

**Result:**

* Setup indicator disappears
* Chat interface opens
* Agent is ready for use

***

#### Subsequent Usage

After initial setup:

* Agent appears in My Agents without setup indicator
* Click agent to open chat interface
* Use normally like any deployed agent
* All personal configurations persist

***

### Managing Shared Agent Configurations

#### Modifying Your Settings

**To change connection or automation settings:**

**1. Navigate to the shared agent in My Agents**

**2. Click Edit**

**3. Modify configurations:**

* Change connected accounts
* Reconnect expired integrations
* Enable or disable automations
* Update notification preferences

**4. Save changes**

Your personal configuration updates without affecting other users.

***

### Permission Model

#### Builder Permissions (Owner Only)

Only the agent builder can:

* Modify system instructions and prompts
* Add or remove tools and integrations
* Change model configuration
* Link or unlink files
* Update agent behavior
* Delete the agent
* Un-share the agent from workspace

**When builder updates shared agent:**\
All users immediately receive updated version. Personal configurations (connections, automations) remain unchanged.

***

#### User Permissions (Shared Access)

Users with shared access can ONLY:

* Configure their own connections for user-configured integrations
* Enable or disable automations for their account
* Choose notification preferences
* Use the agent for tasks
* View agent description and details

**Users CANNOT:**

* Edit agent instructions or behavior
* Add or remove tools
* Change model settings
* Modify files
* Share or un-share the agent
* Alter base agent configuration

***

### Automation Behavior in Shared Agents

If the builder configured automations:

#### Default State: Disabled

**All automations are disabled by default when an agent is shared.**

**Reason:**\
Prevent unexpected automation and notifications running without user consent.

**User control:**\
Each user decides whether to enable automation for their account.

***

#### Enabling Automations

**During initial setup or via settings:**

**1. Review automation schedule**

* Frequency (hourly, daily, weekly, custom)
* Expected execution time
* What the automation does

**2. Enable automation**\
Toggle automation on for your account

**3. Configure notifications**\
Choose how to be notified when the automation runs:

* Web notifications (in-platform alerts)
* Email alerts (sent to your email)
* Push notifications (mobile/desktop)

**4. Save preferences**

**Result:**\
Automation runs on schedule for your account only. Other users' automation settings are independent.

***

#### Managing Active Automations

**View active automations:**\
Settings → Your Account or via agent settings icon

**Modify automation settings:**

* Disable temporarily
* Change notification preferences
* Review execution history
* See next scheduled run

**Automation execution:**\
When an automation runs, the agent uses your personal connections and produces output according to the automation configuration.

***

### Shared Agent Lifecycle

#### Builder Updates Agent

**When the builder modifies the shared agent:**

**1. Builder edits agent in Agent Builder**\
Changes to instructions, tools, files, or configuration

**2. Builder redeploys**\
Updates become active immediately

**3. All users receive updated agent**\
Next invocation uses new configuration

**4. Personal settings preserved**\
User connections, automations, and notifications remain unchanged

**User notification:**\
Best practice is for builders to notify workspace when significant changes are made.

***

#### Builder Un-shares Agent

**If builder clicks "Unshare from workspace":**

**1. Agent removed from My Agents for all users**\
Except builder (remains as owner)

**2. Active conversations preserved**\
Existing chat history remains accessible

**3. Automations disabled**\
Automated execution stops for all users

**4. Connections preserved**\
User's personal connections remain in workspace (usable by other agents)

***

#### Builder Deletes Agent

**If builder deletes the agent:**

**1. Agent removed entirely**\
Disappears from all users' My Agents

**2. Conversation history archived**\
Previous chats remain viewable but agent cannot be invoked

**3. Automations stopped**\
All automation halted

**4. Connections unaffected**\
Personal connections remain (independent of agent)

***

### Common Sharing Scenarios

#### Scenario 1: Workspace Research Agent

**Builder creates:**\
Research agent with web search and CRM access

**Connection scoping:**

* Web search: Shared connection (builder's API key)
* CRM: User-configured (each person's CRM account)

**User experience:**\
Users configure CRM connection, use immediately for research tasks

***

#### Scenario 2: Email Drafting Agent

**Builder creates:**\
Drafting agent with email and document storage access

**Connection scoping:**

* Email: User-configured (personal Gmail/Outlook)
* Document storage: User-configured (personal Drive/OneDrive)

**Automations:**\
None (on-demand usage only)

**User experience:**\
Each user configures personal email and storage, drafts sent from their account

***

#### Scenario 3: Daily Reporting Agent

**Builder creates:**\
Analysis agent with database and notification access

**Connection scoping:**

* Database: Shared connection (workspace database)
* Slack: User-configured (personal Slack account)

**Automations:**\
Daily at 8:00 AM

**User experience:**\
Users configure Slack, enable the daily automation, and receive personalized reports each morning

***

### Troubleshooting Shared Agents

#### Problem: "Setup required" won't go away

**Cause:** Configuration incomplete or connection failed

**Solution:**

1. Click agent to open setup
2. Verify all required connections configured
3. Test each connection
4. Ensure no error messages
5. Click "Use the agent" again

***

#### Problem: Can't modify agent behavior

**Expected:** Only builder can edit agent configuration

**If you need changes:**

1. Contact agent builder/owner
2. Request specific modifications
3. Builder updates and redeploys
4. Changes automatically available

***

#### Problem: Automation not running

**Check:**

1. Automation enabled in your settings
2. Connection to notification platform working
3. Automation schedule is correct
4. No workspace-level automation limits reached

**Solution:**\
Review automation settings, verify connections, and test manual invocation first

***

### Best Practices

#### For Builders

**Before sharing:**

* Test agent thoroughly
* Validate all tool integrations work correctly
* Document expected use cases clearly
* Decide connection scoping carefully

**When sharing:**

* Choose user-configured for personal data
* Choose shared for workspace tools
* Communicate to team that agent is available
* Provide usage guidelines and examples

**After sharing:**

* Monitor usage and feedback
* Address issues quickly
* Communicate updates before major changes
* Maintain agent quality standards

***

#### For Users

**Initial setup:**

* Configure all required connections immediately
* Test agent with simple task before complex work
* Enable automations only if needed
* Choose appropriate notification preferences

**Ongoing usage:**

* Report issues to agent builder
* Suggest improvements based on usage
* Monitor automation executions for quality
* Reconnect integrations when prompted

***

### Sharing vs. Templates

**Shared agents:**

* Live, maintained by builder
* Updates propagate automatically
* Personal configuration layer
* Builder controls behavior

**Templates:**

* Starting point for new agents
* Copied, then independent
* Full customization by each user
* No ongoing connection to original

**When to share:**\
Proven workflow, ongoing maintenance, consistent behavior needed

**When to use template:**\
Inspiration, starting point for customization, users need full control

***

### Next Steps

With shared agents configured and accessible, continue to:

**Agent Builder** — Learn how to create and configure agents for sharing

**Files** — Upload reference documents that shared agents can use

**Automations** — Set up automation schedules for shared agents

**Workspace Management** — Manage roles and permissions for agent sharing


---

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