Company Wiki access control
Business Summary: The Company Wiki may hold sensitive HR, compensation, and personal data. Access is granted explicitly — joining the organization does not automatically expose every vault or document.
How this fits in Nimbus
Organization roles set broad workspace capabilities. Wiki access grants are a separate, explicit layer: an Admin invites someone to the org and can grant wiki scope; a Member does not inherit every vault by default.
flowchart TB
Join[User joins org] --> OrgRole[Org role assigned]
OrgRole --> WikiGrant{Wiki access granted?}
WikiGrant -->|No| NoScope[No vault content in agent scope]
WikiGrant -->|Yes| Vaults[Permitted vaults and files]
Vaults --> Agent[Agent retrieval and Perception]
Sensitive content in the wiki
Typical high-sensitivity material includes:
- HR policies and employee handbooks
- Pay packages, compensation bands, and bonus structures
- Personal or personnel records
- Legal privilege or M&A diligence folders
Treat these vaults as need-to-know. Agents and Perception should only retrieve wiki content the user is explicitly allowed to see.
Explicit grants — not org-wide inheritance
| Principle | What it means |
|---|---|
| No default full wiki access | New Members do not automatically see every org-wide vault |
| Admin-controlled grants | Admins invite members and assign wiki access when onboarding or when scope expands |
| Vault and folder scope | Grants may apply to specific vaults, clusters, or connector-synced folders — not always the entire Company Wiki |
| Review on role change | Promotions, transfers, and offboarding should trigger a wiki access review |
Admins grant wiki access during Inviting teammates or through directory and vault management flows as they ship in Settings → Members & Directory and the wiki browser.
Grant and revoke workflow
Use this checklist when onboarding or offboarding someone who needs wiki scope:
| Step | Admin action | Member experience |
|---|---|---|
| 1. Invite | Send invite with Member (or Admin) org role — not Viewer if they need vault uploads | Receives email; accepts within seven days |
| 2. Scope vaults | Grant specific vaults or folders (e.g. People & HR, Finance policies) — avoid org-wide sync by default | Sees only granted vaults in wiki browse and @ attach menus |
| 3. Workstream tie-in | Add to workstream teams if they run governed work against wiki-backed goals | Agent retrieval respects both wiki grant and workstream membership |
| 4. Verify | Ask them to open Lifecycle Graph → Company Wiki or attach @Wiki in chat — confirm denied vaults stay hidden |
Reports missing access with vault name (not file contents) |
| 5. Revoke on exit | Suspend org access; revoke wiki grants; review connector tokens and team membership | Access ends immediately for new sessions |
If someone needs compensation-band documents, grant the minimum folder — not the entire HR vault — and log the change in your internal access register until Audit export rules are wired.
Who can grant wiki access
| Org role | Wiki grant capabilities |
|---|---|
| Admin | Invite members, grant or revoke wiki access, connect org-level document sources, manage vaults |
| Member | Use wiki content they were granted; upload to vaults they can reach; cannot grant access to others |
| Viewer | Read shared outputs and permitted wiki answers only; no uploads, no grants |
Workstream-scoped wiki attachments in chat still respect both org role and workstream team membership. See Workstream teams and access.
Connector sync and selective import
When syncing from Dropbox, Google Drive, Notion, SharePoint, or similar connectors, choose selective import — do not sync entire drives into org-wide vaults unless compliance has approved. See Adding knowledge and Connectors and the Wiki.
Example scenario
HR maintains a People & HR cluster with compensation bands. Only HR admins and the CFO hold wiki grants for that vault. Analysts on Finance workstreams see revenue policy docs but not pay bands. An external Viewer sees approved workstream outputs on Live Canvas but cannot browse the wiki or run agents against restricted vaults.
Grant workflow: A new HR coordinator joins as Member. The HR Admin invites her, grants People & HR → Policies (not Compensation), adds her as Contributor on the onboarding workstream, and asks her to confirm she can open policy docs but gets Access denied on the compensation folder — expected until a separate grant is approved by the CFO.
Related guides
- Organization members and roles — Admin, Member, Viewer at org scope
- Who can change what in the Company Wiki? — vault operations and protected defaults
FAQs {#faqs}
Q: Does every Member see the full Company Wiki? A: No. Wiki access is explicitly granted. Org role alone does not expose every vault.
Q: Who grants access to compensation documents? A: Organization Admins (typically HR or IT) grant vault or folder scope during invite or through admin directory tools.
Q: Can a Viewer see wiki content in Perception? A: Only where shared or explicitly granted — Viewers cannot run governed agents or approve actions.
Q: What happens when someone leaves the company? A: Admins should suspend org access and revoke wiki grants. Connector tokens and workstream team membership should be reviewed at the same time.
Q: Is wiki access the same as workstream access? A: No. Workstream teams control goal-scoped work; wiki grants control which approved documents appear in retrieval scope.