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Access
A pool belongs to the person who created it. Its Access section, which only the owner sees, controls who else can read it.
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Who can read a pool
Every pool is either Private or Organisation:
New pools are Private unless you choose Organisation when you create them. The owner can switch at any time under Access at the top of the Access section.
The rule is enforced by the database itself on every request, in the app and for agents alike. An agent sees exactly the pools its user can read, no more.
The Visibility column of the pool list and the Access row of a pool's Details show Private or Organisation.
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Adding a member
- Open the pool and go to Access.
- Under Add a member, enter the person's e-mail address.
- Click Grant access.
The person must belong to your organisation and be allowed to sign in to Data Pools. If they have signed in before, they can read the pool straight away. If not, they are listed as Invited, and their access starts at their first sign-in.
Individual grants lists every member with their Name, E-mail, Status (Invited or Member) and Role. Remove takes access away again, at once.
Organisation pools stay open to the organisation
Removing a member from an Organisation pool does not stop them reading it, because everyone in the organisation can. Switch the pool to Private to limit it to the members you add.
SharePoint pools show the owner's view
A SharePoint pool is synced with its owner's Microsoft 365 account. Everyone who can read the pool can read every file the owner can open on that site. See Pool types.
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Deleting a pool
Under Delete this pool, click Delete pool and confirm. Every document, table and grant of the pool is deleted, and agents lose access at once. It cannot be undone.
The AI Chat pool cannot be deleted. See Chat and agents.
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Pool overview for admins
Administrators of your organisation also see Pool overview in the menu. It lists every pool of your Data Pool, whoever owns it, with its type, owner, access, number of documents, size and creation date.
- Transfer gives a pool to another person. The new owner gets full control, and the documents and tables the previous owner added move with it. The previous owner loses access, unless the pool is open to the organisation. Only people who have signed in to Data Pools can own a pool.
- Delete removes a pool for its owner and all its members. To confirm, you type the pool's name.
AI Chat pools cannot be transferred or deleted. A transferred SharePoint pool syncs again once the new owner connects their Microsoft account.