Academy
6. Sharing Knowledge Bases with Your Team
Share a knowledge base with team members so everyone benefits from the same grounded AI answers.
A knowledge base in OUPI is a private, indexed collection of your documents that the AI searches to ground its answers. When you share a knowledge base with team members, everyone can use it in their own ChatPro conversations, OUPI Studio agents, Deep Research sessions, and workflow RAG steps — all drawing from the same verified source material. This means consistent, grounded answers across your entire team, with no need for each person to upload and maintain their own copy of the documents.
Sharing is straightforward: every knowledge base has a share dialog you can open directly from its page. From there, you pick the team members who should have access. Once shared, those colleagues can select the base in their own tools — for example, via the RAG selector in ChatPro or the RAG toggle in OUPI Studio — without needing to recreate or re-upload anything. The base remains managed by its owner, so documents, chunking settings, and updates stay centralized.
Organize one knowledge base per topic rather than lumping everything into a single base. Retrieval is sharper when the scope is focused, and sharing a well-scoped base means your teammates get precise, relevant answers instead of noisy results from unrelated documents.
Before sharing a base with your team, use the built-in search field on the knowledge base page. Type real questions your colleagues are likely to ask and inspect the returned passages. If results are incomplete, add more documents or adjust chunking before inviting others.
Keep in mind that your plan and admin settings cap the number of documents per knowledge base, and indexing consumes embedding credits proportional to document size. When a base is shared, every team member's queries search the same indexed content — searching itself is lightweight. However, if you add documents to accommodate a larger team's needs, the indexing cost grows. Coordinate with your administrator if you anticipate scaling a shared base significantly.
Go to your Knowledge Bases page, open an existing base (or create one), then click the share dialog. Add at least one team member. Ask them to open ChatPro, select the shared base in the RAG selector, and ask a question to confirm they receive grounded answers from your documents.
You now know how to share a knowledge base so your whole team benefits from the same grounded AI answers. Key takeaways: use the share dialog on any base page to invite colleagues; keep bases topic-focused for sharper retrieval; test with the built-in search before sharing; and be mindful of document limits and embedding credit usage as the base grows. Shared knowledge means consistent, reliable AI responses across every tool on the platform.