Groups
Create groups, assign members and managers, and decide which tools a group may use.
Groups are the central lever in LOKI: through them you decide who sees which documents, who uses which tools and who may manage documents. How this fits together is explained in Concepts. Only administrators manage groups.
Planning a group
Before you create groups, a short plan is worthwhile:
- Divide by access, not by organisation chart. A group should bring together people who may see the same documents. This often matches departments, but not always.
- A person may be in several groups. One broad group for general documents such as policies, plus small groups for confidential areas, is often simpler than many overlapping groups.
- Think about tools too. Without Document search, a group finds no documents, even if some are shared with it.
Microsoft groups
If your organisation has connected Microsoft 365, LOKI takes over the groups from Microsoft Entra ID automatically. They appear under Groups in the Microsoft groups section. You maintain their members in Microsoft, not in LOKI. Here you only assign tools to them.
Creating a group
Open the form
Under Groups, click Create new.
Give it a name
Enter a unique Name. Choose it carefully: a group cannot be renamed later.
Choose users and managers
Under Users, tick the members, and under Managers, tick the people who are to manage the group's documents. Within a group, a person is either a member or a manager. Managers also see the group's documents. Administrators are not available for selection.
Choose tools
Under Tools, tick what the members may use in the chat. Anything you do not tick here is not available to the group.
Create the group
Click Create group. You can change users, managers and tools at any time afterwards.
The group card
All groups shows each group as a card with the number of its users and managers. Expand a card to see users, managers and tools. Use Search groups… and the Members filter to find groups more quickly.
The icons on the card:
| Icon | Effect |
|---|---|
| Add user | Opens the list of available users. Click Add next to a person. |
| Remove user | Shows the members; Remove takes a person out of the group. |
| Add manager | Makes people managers of the group. If the person is already a member, they become a manager. |
| Remove manager | Takes the manager role away from a person. |
| Manage tools | Opens the group's tool selection. |
Changes to memberships take effect immediately: in their next chat, a new person sees the group's documents, and a removed person no longer sees them.
Changing a group's tools
- On the group card, click Manage tools.
- Tick or untick tools.
Each change is saved immediately and takes effect in the members' next chat.
| Area | Tool | Note |
|---|---|---|
| Knowledge | Document search | Without it, the group finds no documents from uploads and watched folders. |
| Microsoft 365 | SharePoint search | Only for Microsoft groups. People who sign in with Microsoft get it automatically every time they sign in. |
| Microsoft 365 | Outlook e-mail | Only for Microsoft groups, never automatic (see Outlook). |
| Web & research | Web search | Search queries go to public search engines. |
| Web & research | Fetch web page | LOKI reads public web pages, for example web search results. |
| Create & analyse | Run Python | For calculations and charts, isolated without network access. |
| Assistant | Long-term memory | Each person can switch it off again for themselves. |
Web search means: data leaves the appliance
With web search, search terms that LOKI derives from the questions go to public search engines. Only give it to groups for which that is acceptable. Compliance rules can detect confidential information beforehand (see Compliance).
You can see which group has which tool, all in one place, under Tool access.
Tools for Microsoft groups
Under Microsoft groups, each card also has Manage tools. New Microsoft groups automatically get the default tools that you set under Microsoft 365.
LOKI regularly takes over memberships of Microsoft groups from Entra. Anyone who is removed from a group in Microsoft keeps the group's tools until the next sync.
Deleting groups
- Under Groups, choose the Delete entry.
- Tick the groups. The table shows how many users each group has.
- Click the … delete button and confirm.
What happens when you delete a group
The group's documents are kept. But all members lose access to documents and tools they had only through this group. A document that was shared only with this group can no longer be found by anyone in the chat afterwards. Share it with another group first.