This setting allows a Glean app to post its responses automatically in Slack channels, allowing everyone in the channel to see the information.
Use cases
Posting responses directly in the channel is valuable in scenarios where access to the app's knowledge is broadly shared within the organization. Examples include:
IT Help App: References IT knowledge sources available to the entire organization
Engineering Best Practices Assistant: Documents common internal processes and makes them available to the company
Onboarding Buddy App: Documents common onboarding questions
How to enable auto-sharing
Open the Glean App builder
Go to Publish settings
Select Slack
Set Specify who should see the app response to Everyone
How it works
When the setting Specify who should see the app response is set to Everyone, the Glean app will post responses that are visible to everyone in the Slack channel. The responses are generated based on the permissions of the user who asked the question.
Glean has implemented checks to ensure that only broadly shared content in the knowledge sources is used in the app. Documents that do not meet these criteria will be excluded from the app's usage even though they are added to the app’s knowledge base
Examples of broadly shared content
Slack: Only references messages from public Slack channels and the channel where the app is published
Google Drive: References documents where access is set to anyone in org can find/comment/edit and Searchable >> Can find in search results is enabled.
Jira
For Jira Service Management (Channel access can be restricted or open)
Team managed project with project access as Open
Company-managed project should have one of following permissions for Browse Projects in Project Settings > Access > Project permissions - Application Access to Jira service desk, Any logged in user
For Jira Software
Team-managed project with project access as Limited or Open access
Company-managed project should have have one of below permissions for Browse Projects in Project Settings > Access > Project permissions - Application Access to Jira software, Any logged in user
Confluence: Documents in a Confluence Space with View permission for Anonymous access enabled
Sharepoint/Onedrive: Documents in Sharepoint private sites shared with Everyone except external users group.
All other data sources: Glean makes an interpretation on if a document has broad access within the data source
Best Practices
We recommend caution when using this feature, as responses will be visible to everyone in the channel. Some best practices include:
Avoid adding confidential information to the app's knowledge sources
We recommend using the mentioned data sources
Evaluate app performance in test channels before deploying the app in large production channels
By following these guidelines, you can effectively use the auto-sharing feature of the Glean App to share knowledge within your organization.