Knowledge bases

Here you decide what is allowed with knowledge bases in anymize: whether the AI agent may change them and with whom they can be shared.

4 Min

What this page is for

A tax firm creates a knowledge base per client: financial statements, contracts, correspondence. The assistant should be allowed to quote from it. It must never rewrite a document itself, and the database must never go to an address outside the firm. Those two questions are exactly what you answer here.

On upload you still decide per document whether it goes into the knowledge base anonymized. If so, only the version with placeholders instead of client names is stored there. This page does not change that; it governs what may happen afterwards.

Two layers that are easy to mix up: here are the rules for all knowledge bases. Who has which rights on a single knowledge base you set directly in that knowledge base.

The three rules in detail

Setting	What it does	Team plan only
Agent may not write to knowledge bases	The AI agent still reads and quotes, but no longer creates or edits documents.	no
Do not share knowledge bases	No new invitations to knowledge bases, single or bulk. Anyone who already has access keeps it.	yes
Limit shares to the team	Knowledge bases may only go to active team members, not to external addresses. The milder form of the rule above.	yes

The first rule is deliberately open to accounts without a team. It takes nothing away from a person, but from the AI agent - namely write access to your own data. Anyone who does not want a model rewriting their files gets the same benefit alone as in a team.

Can the AI change my knowledge base?

By default, yes. The agent can create and edit documents when you ask it to. That is useful when a knowledge base should grow, and risky when it mirrors your case files.

In that case turn on “Agent may not write to knowledge bases”. Reading and quoting stay fully intact; only creating, changing and deleting go away. The agent then no longer has those tools.

What happens when a rule applies

Write lock on: the agent replies that it cannot change anything and quotes instead. It does not try secretly; it lacks the tool.
Sharing locked: every new invitation is rejected. Already accepted shares remain; you revoke those via “Remove member”.
Limited to the team: an invitation to an external address is rejected; invitations to colleagues on the team still work.

Important for expectations: “Do not share knowledge bases” does not cut off anyone who already has access. The rule only prevents new shares.

Who sees what here

Account	What you see
Owner or Admin on the team	All three rules, with default “For everyone” and per-group exceptions.
Member on the team	Read-only view of the three rules as they apply to you.
Solo account without a team	The write lock can be used; the two sharing rules sit below it visibly locked with “Team plan only”.