Spaces and sensitivity
Create spaces with their own members, move items into them, and use sensitivity labels so only the right people can read an item.
Spaces and sensitivity are the two controls on who can read an item. They work together, and both are enforced everywhere: in search, answers, the graph, memory, exports, MCP and the API.
Spaces#
A space is a group of items with its own members. Open More, then Spaces to see yours.
Create and manage#
Create a space, then add members and give each a role in it. A space can be managed by its own owner or by a workspace manager (Owner, Super admin or Admin). Members and Viewers who are not the space's owner can see the spaces they belong to but not change them.
Put items in a space#
From an item's page, move it into a space. From then on only the space's members (and people whose role covers it) can read that item. Items with no space belong to the workspace's common area.
What a space does to everything else#
An item in a space does not appear in a non-member's search results, in an answer they ask for, in their export, or through their token. A filter by space in search narrows results to a space you can read.
Sensitivity labels#
Every item carries one label.
| Label | Intended for |
|---|---|
public | Material that is fine to share widely. |
internal | The default: for the organization's own people. |
confidential | Material that needs care. |
restricted | The most sensitive material. |
A person sees an item only if they are cleared for its label. Clearance comes from role grants, which the Permissions page shows. An owner or Admin can set an item's label from its page, and only to a label they are themselves cleared for, so nobody can hand out access they do not have.
Choose between them#
- Use a space for a group of people who should share a body of material (a team, a client, a project).
- Use a label for how sensitive an item is, whoever is in the workspace.
- Use Only me for a private working item that nobody else should see.
- Combine them: a
restricteditem in a legal-team space is readable only by the legal team and only if they are cleared forrestricted.
Connected tools#
Items from a connected source arrive with sensitivity internal and no space. If a source holds private material, move its items into a space or raise their label, or leave that source unconnected. See How access works.