Asset Sharing & Discovery

PebbleAI doesn’t have a single dedicated “Asset Sharing” admin page — instead, sharing is configured per-asset, directly inside PebbleFlows. This page documents the sharing model, where to find it for each asset type, and how to make assets discoverable so PebbleChat can find them automatically.

The sharing model

Every asset in PebbleAI has an owner (the user who created it) and a scope that controls who else can see it:

Most new assets start as Private. The owner explicitly shares them when they’re ready for others to use.

What can be shared

In every case, look for a small share icon (typically a connected-nodes glyph) on the asset’s card, header, or detail panel.

The Share dialog

Click the share icon to open the Share dialog. It looks the same across all asset types:

The dialog has two main sections:

Add New Share

• Share With — dropdown: Workspace or Organisation (your install may also offer User for direct sharing)
• Select Workspace — when sharing with a workspace, pick which one
• Permission Level — Use Only (run/use the asset, but cannot edit), Edit (modify), Admin (full control including re-sharing)
• Add Share button to confirm

Current Shares

Lists every share that’s already been configured for this asset, with a Remove action on each.

If no shares have been added, this section reads No shares configured. This asset is private to its owner.

Permission levels

For most sharing scenarios, Use Only is the right choice. Reserve Edit and Admin for trusted collaborators who actually need to maintain the asset.

Making assets discoverable

Sharing controls who can use an asset. Asset discovery controls whether PebbleChat finds it automatically in conversation.

These are two separate decisions:

An asset can be shared but not discoverable — users have to know the asset’s name and @-mention it explicitly. An asset can also be shared and discoverable — PebbleChat finds it automatically based on embedding similarity to the user’s message.

Where the Discovery tab lives

For agents and agentflows, click the gear icon on the agent card → Configuration → Discovery tab.

For document stores, the discoverable toggle and description are usually on the document store’s settings card.

What you set on the Discovery tab

• Discoverable toggle — on/off
• Description — a clear, natural-language description that PebbleChat uses to match the asset to user queries. This is the most important field. A good description means PebbleChat finds the asset for the right questions; a bad description means it doesn’t get found, or worse, gets found for the wrong questions.

Step-by-step: making a document store discoverable

1. Open the document store in PebbleFlows
2. Click the gear icon on the card → Configuration → Discovery
3. Toggle Discoverable on
4. Write a description that explains when the store should be used:

Searches the company HR handbook for questions about leave, benefits,
expenses, performance reviews, and company policies. Best for HR-related
questions from employees. Not for IT, finance, or product questions.

5. Save
6. PebbleChat will now find this store automatically when users ask HR-related questions

What makes a good discoverable description

• Specific — list the topics it covers
• Time-bounded if relevant — “covers leave policies as of 2026”
• Scope-bounded — “for employees, not contractors”
• Counter-bounded — list things it does not cover, to prevent false positives
• Phrased from the user’s perspective — “questions about leave” not “leave entitlement metadata”

Step-by-step: sharing a chatflow with another workspace

1. In PebbleFlows, open the chatflow
2. Click the share icon
3. Pick Share With: Workspace
4. Select the destination workspace
5. Pick Permission Level: Use Only
6. Click Add Share
7. Optionally also enable Discoverable on the chatflow’s configuration
8. Tell the recipient workspace’s users — they’ll see the chatflow in their @-mention list immediately

Sharing and credentials

A subtle gotcha: sharing an asset doesn’t share its underlying credentials.

If your chatflow uses an OpenAI credential at workspace scope, and you share the chatflow into another workspace, that other workspace can’t actually run the flow until they have their own credential — or until you provide an organisation-scope credential that all workspaces can see.

For shared assets that need credentials:

1. Make sure the credential is at organisation scope in Credentials
2. Or add a workspace-scoped credential in each destination workspace
3. Or use a credential the recipient can supply themselves (rare for production flows)

Removing a share

In the Share dialog’s Current Shares section, click the Remove action on any row. The recipient loses access immediately — they no longer see the asset, and any in-flight @-mentions referencing it will fail.

Removing a share doesn’t delete the asset — it just revokes the sharing relationship. The asset remains in the original owner’s workspace.

Tips

• Default to Use Only. Reserve Edit and Admin for collaborators who genuinely need to maintain the asset.
• Always set a description when making something discoverable. The description is the signal PebbleChat uses to decide if the asset is relevant.
• Iterate on descriptions. Start with a draft, see whether PebbleChat finds the asset for the right questions in real conversations, refine.
• Combine with @-mention. Shared assets can still be @-mentioned explicitly even if not discoverable. Discovery is the autopilot; @-mention is the override.
• Audit discoverable assets quarterly. As your organisation grows, the discoverable pool grows too. Cull stale assets to keep discovery accurate.

Why there isn’t a single “Asset Sharing” admin page

Sharing decisions are made by the owner of each asset, not a central admin. This is intentional:

• Owners know their assets best — they’re the right people to decide who can use them
• Centralised sharing creates a bottleneck (every share request goes through admin)
• Per-asset sharing lets teams self-organise without admin involvement

Admins still have leverage: they control which credentials are organisation-scope (which limits what flows can be shared usefully), and they control the Roles that determine who can share at all.

Related

• PebbleChat → @Mentions & Tools — how users invoke shared and discovered assets
• Capabilities — provisioning organisation-level capabilities (different from per-asset sharing)
• Credentials — make credentials organisation-scope so shared assets can run
• Configuration → Roles — control who can share assets in the first place
• PebbleFlows — where all the assets being shared actually live