Permissions, set for each tool.
Every API key and every signed-in AI tool has its own access: where it can work, what it can do there, and which organisation tasks it may take on. It can never do more than the person it acts for.
The ceiling rule
A key or a sign-in can only narrow what a person can do, never widen it. If you choose something your own role does not allow, the tool still cannot do it. When your access changes, so does the tool's.
See Security and access for how this fits with the access everyone else has.
The choices below are one screen. It is on the API keys page, on the OAuth apps page and on the screen that opens when an AI tool signs in. An agent's access uses the same screen: see Agents.
Where it can work
Choose Everywhere, which is the whole organisation including workspaces made later, or Only some places.
- Workspaces: tick the ones it may use.
- Projects and folders: narrow it further, if you want. Each list narrows the one before, and a folder includes every folder inside it.
- A key made from a project's own settings is locked to that project.
- A key or sign-in limited to a project or a folder can still find its way there: it sees the workspace and project above what it was given, and nothing beside them. Other projects, folders and documents stay hidden, names included.
Databases have a choice of their own under the places: every database those places reach, later ones too, or only some databases, each with its own level.
What it can do
Choose what it works on, and how far. Each kind of content is a tile with three levels. Press a tile to put it in at Read, then choose its level, and choose as many tiles as you need.
| Level | What a tool can do |
|---|---|
| Read | Find, open and read |
| Edit | Also create and change |
| Delete | Also remove |
Each level includes the one before it, and a tile left out gives no access to that kind of content.
| Tile | What it covers |
|---|---|
| Documents | Documents, folders, diagrams and pictures |
| Whiteboards | Boards and decks |
| Plans and tasks | Plans, phases and tasks |
| Improvements | Improvements and risks |
| Databases and dashboards | Tables, rows and dashboards |
Databases and dashboards never follow Documents: with that tile left out, a key or sign-in reaches no database. One limited to folders reaches no databases either, because databases are never kept in a folder. With a folder chosen, Whiteboards follow Documents, because a board is a document.
Levels place by place
Once you choose places, the levels open with two choices: Same in every place, one set of levels for all of them, or Different in each place, where each workspace, project and folder has a card of its own tiles.
- A project never goes beyond its workspace, and a folder never beyond its project.
- Delete in a folder is for owners and admins.
- A card folds to one line of its levels, so many places stay easy to read.
- Going back to one set of levels while the places differ asks which levels every place gets. Nothing changes until you answer.
Your agents
A key or a sign-in can also work with your organisation's agents:
- Use your agents: see your agents and how each is set up, talk to them, hand them work and decide what they propose. This is on unless you turn it off.
- Set up agents: make agents and change the ones you manage, with their duties. It is marked Lasting, because what it sets up keeps working after the connection ends. Setting up includes using, and an agent set up this way always asks before it acts.
An agent never reaches further than you, or the connection, can.
Running the organisation
Owners and admins can also give a key the tasks that run the organisation. They start folded away, marked Admins only, and say None given until you give one. Each works only while your own role allows it, at the moment of every call.
| Set | What it allows |
|---|---|
| Members and teams | Members: invite people, change roles, deactivate and remove them. Teams: create teams and manage their members and workspace access. Sharing: give or take away access to individual items. |
| The organisation | Settings: update the organisation's name, description and settings. Workspaces and projects: create them. Changing them needs admin access to them, and deleting is only done in the app. |
| Brain settings | Choose what the company brain reads, and rebuild it. Switching it on waits until an owner or admin has accepted the Brain terms in the app. |
| Billing | Preview and apply plan changes, cancel and reactivate, and manage credits. |
A set that has parts lets you give each part on its own.
Least access first
In short
Before you save, In short says what you are about to give, as a line of small chips: where, how many kinds of content, the range of levels, whether it uses your agents, and anything worth a second look. See everything, or Review what you're allowing beside Save, opens the whole list in plain sentences. On a phone it opens as a sheet from the bottom.
See and revoke access
Developers in your settings lists every key with its name, the start of the key, who created it, what it reaches, when it was last used and when it expires. Revoke one and anything using it stops at once. Signed-in tools are listed under OAuth apps, and can be revoked there too.
Everything a tool changes is recorded under that key or connection, not under you. On Enterprise, the organisation's activity log marks what AI tools and agents did. See People and teams.