Organizations are the top-level organizational units in KnowFlow that help you manage different projects, teams, and resources. They provide a way to segment your work and control access to knowledge bases and AI assistants.

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Understanding Organizations

An organization in KnowFlow is a dedicated environment where you can create and manage knowledge bases, AI assistants, and team members. Organizations help you organize your projects and control who has access to specific resources.

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Key Concepts

Organization

A container for all resources related to a specific project or team

Organization Members

Users with access to the organization and its resources

Roles & Permissions

Access levels that determine what actions members can perform

Resource Management

Organization of knowledge bases and integrations within an organization

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Creating an Organization

1

Access Organization Section

From the dashboard, click on your profile in the top-right corner and select Organizations.
2

Create New Organization

Click the Create Organization button.
3

Enter Basic Information

Provide the following details:
  • Organization Name: A descriptive name for your organization
  • Description: (Optional) A brief description of its purpose
  • Icon: (Optional) Upload a custom icon for easy identification
4

Submit

Click Create to set up your new organization.

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Inviting Team Members

Add team members to collaborate in your organization:
1

Access Organization Settings

From your organization, click on Settings in the sidebar, then select the Members tab.
2

Invite Members

Click the Invite Members button.
3

Enter Details

Add the following information:
  • Email Addresses: Enter one or more email addresses (comma-separated)
  • Role: Select the appropriate role for the invitees
  • Custom Message: (Optional) Add a personalized invitation message
4

Send Invitations

Click Send Invites to dispatch invitation emails.

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Managing Organization Members

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Member Roles

KnowFlow provides different roles with varying levels of access:
RoleDescriptionCapabilities
OwnerComplete control of the organizationCan manage all aspects including billing, deletion, and role assignment
AdminAdministrative accessCan manage knowledge bases, integrations, and members, but cannot delete the organization or change billing
EditorContent management accessCan create and edit knowledge bases and integrations, but cannot manage members or billing
ViewerRead-only accessCan view and use resources but cannot make changes

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Changing Member Roles

To modify a member’s role:
  1. Go to Settings → Members
  2. Find the member in the list
  3. Click the role dropdown next to their name
  4. Select the new role
  5. Confirm the change

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Removing Members

To remove a member from your organization:
  1. Go to Settings → Members
  2. Find the member in the list
  3. Click the Remove button
  4. Confirm the removal
Removing a member will revoke their access to all resources in the organization immediately.

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Organization Settings

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General Settings

Manage basic organization information:
  1. Go to Settings → General
  2. Adjust:
    • Organization name
    • Description
    • Icon/branding
    • Time zone and language preferences

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Security Settings

Configure security options for your organization:
  1. Go to Settings → Security
  2. Set options for:
    • Two-factor authentication requirements
    • Session timeout policies
    • IP restrictions
    • Single Sign-On (SSO) integration (Enterprise plan)

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Billing and Subscription

Manage your subscription and billing information:
  1. Go to Settings → Billing
  2. View and manage:
    • Current plan and usage
    • Payment methods
    • Billing history
    • Plan upgrades/downgrades

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Switching Between Organizations

To switch to a different organization:
  1. Click on the organization name in the top-left corner of the dashboard
  2. Select the organization you want to switch to from the dropdown menu
If you have many organizations:
  1. Click View All Organizations at the bottom of the dropdown
  2. Browse the complete list of organizations
  3. Click on the desired organization

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Resource Management

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Knowledge Base Organization

Organize knowledge bases within your organization:
  1. Go to the Knowledge Bases section
  2. Use folders to group related knowledge bases:
    • Click Create Folder
    • Name the folder based on departments, products, or projects
    • Drag and drop knowledge bases into appropriate folders

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Integration Organization

Organize AI integrations within your organization:
  1. Go to the Integrations section
  2. Use tags to categorize integrations:
    • Click on an integration to view its details
    • Add or edit tags in the Tags field
    • Use the filters to find integrations by tag, deployment type, or status

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Advanced Features

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Organization Templates

Create templates for quick setup of new organizations:
  1. Configure an organization with the desired knowledge bases and integrations
  2. Go to Settings → Templates
  3. Click Save as Template
  4. Name and describe your template
  5. Use this template when creating new organizations

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Organization Analytics

Monitor activity across your organization:
  1. Go to Settings → Analytics
  2. View metrics such as:
    • Active users
    • Knowledge base growth
    • Integration usage
    • Query volume and patterns

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Audit Logs

Track changes made within your organization:
  1. Go to Settings → Audit Logs
  2. View a chronological list of actions taken by organization members
  3. Filter by:
    • Date range
    • User
    • Action type
    • Resource affected

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Best Practices

  • Logical organization: Create separate organizations for distinct projects, departments, or clients
  • Appropriate permissions: Assign the least privilege necessary for each team member
  • Regular reviews: Periodically review organization members and their roles
  • Standardized naming: Use consistent naming conventions for resources across organizations
  • Documentation: Maintain internal documentation about organization structure and governance

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Troubleshooting