Note: This article specifically focuses on storing chats in collections to make them available to multiple users. We have a dedicated article explaining how you can share chats with single users via a share link.
By default your chats are always personal and no one can access them, not even Moderators and Administrators of your platform.
Still, sometimes you might want to share your chats with others because you created valuable content or information with the support of AI. In this case storing a chat inside of a Zive Collection can be a great way to add chats to your internal knowledge and make the information inside accessible and usable for others.
How to share chats in collections
In a chat conversation simply click on the three dots at the top and then "Share".
In the next step you will always receive a warning, making you aware that you might share personal information. You can click on the button "Create shareable link" to continue.
The option to copy the shareable link is only relevant if you want to share the conversation with a user, below you find the button "Connect" to connect the chat to a collection.
Afterwards you just need to select the collection and if applicable the section the chat should be added to. You can also adjust the title of the chat if you'd like to. Afterwards you can confirm by clicking on "Connect".
Quickly add chats in project collections
Collections with the layout type "Project" are often predestined to have chats added as context. This is why Project Collections provide an option to "quick-add" chats that you have inside the collection to its content.
Inside the collection your last chats are always displayed below the prompt input bar. Hovering over one of your last threads will display a share icon, that you can simply click and the chat will be added to the content immediately.
Tip: For more details about the different layout types for collections take a look at our Introduction to Zive Knowledge Collections.
How shared chats can be accessed and used
In project collections shared chats are displayed in the content on the right side of the collection (s. screenshot above). In page collections shared chats are displayed in the respective section that you selected.
Accessing chats from the collection
As part of the content of the collection chats become accessible for everyone with access to the collection. Users can click on the chat item in order to open it and take a look at the conversation.
Note: This is a read-only view. Shared conversations cannot be continued by other users.
Leveraging chat content
In addition to the pure access by users the content of the shared chat is also added to you company knowledge within Zive. This means that the chat can be used as a source by and AI model to answer user prompts.
Note: Of course, also in this scenario the prerequisite is, that the user who submits the prompt has access to the collection and therefore to the chat.
In totally the information within the shared chat can be retrieved in all functionalities within your Zive platform:
Zive Chat: Entering a prompt or asking a question that relates to the content of a shared chat can lead to the chat being considered as a source that the model uses for its reply.
Zive Assistants/Agents: When the collection is attached or the capability to search the company knowledge is enable, the model can use the shared chat as a source exactly how it could in the Zive Chat.
Zive Search: Entering a relevant search term will lead to the shared chat being displayed as a result
How shared chats can be updated or removed
Updating shared chats
Important: A shared chat is saved in the state when it's shared!
Especially considering that shared chats can be taken as sources for answers by the AI, just like your internal files or other content items, it's crucial to keep in mind, that the shared chat will not update automatically if you continue the conversation after you shared it initially.
In order to update the content item of the shared chat, you need to refresh the share, which you can
Either do in the same way as sharing a chat initially and then clicking the button "Refresh share", to update the content to the current state of the conversation.
Or in project collections clicking the share icon next to the conversation also updates an already shared chat
Removing shared chats from collections
If you want to remove a shared chat entirely from a collection you can simply hover over the chat in the content section and click on the bin icon to remove it.
Assuming the chat is only shared in the collection you removed it from, this will remove it entirely from the company knowledge making it no longer accessible anywhere within Zive for other users.