Deploying and access management¶
A new AI Analyst is visible only to Studio users. Business users can't use it until you deploy it. When you deploy it to Explorer, you also choose its audience: who can use it there.
The audience is separate from the AI Analyst's data access. The audience decides who can reach the AI Analyst. Data access, set on the Models and Glossary tabs, decides what the AI Analyst can query.
Availability
- Who can do this: members with the Edit capability in the AI Analyst's Workspace.
- Deployment: Actian SaaS and self-managed deployments. Slack and Teams aren't available on air-gapped self-managed deployments, where you deploy to Explorer only.
Deployment status¶
The AI Analyst's header shows its deployment status:
- Not deployed (red dot): the AI Analyst isn't deployed anywhere. Only members with Edit in the Workspace can use it.
- Deployed (green dot): the AI Analyst is deployed to Explorer, to at least one Slack or Teams channel, or both.
The status can lag behind an undeploy
If the AI Analyst still has Slack or Teams channels added, the header can keep showing Deployed and a green dot next to Slack or Teams after you choose Studio users only, because those dots mark the channels that are connected. To check whether it is live, open Explorer: Studio users only means it is not deployed anywhere, and the channels stay silent.
Click the status to open the deployment menu:
| Menu item | What it does |
|---|---|
| Slack | Adds the AI Analyst to a Slack channel. If your organization hasn't connected Slack yet, Studio takes you to Connections first. See Slack. |
| Teams | Adds the AI Analyst to a Teams channel. If your organization hasn't connected Teams yet, Studio takes you to Connections first. See Teams. |
| Explorer | Opens the Deploy to Explorer dialog, where you deploy the AI Analyst and choose its audience. |
| Open in Explorer | Opens Explorer with this AI Analyst selected. Shown only once the AI Analyst is deployed to Explorer. |
A green dot next to a menu item means the AI Analyst is deployed there.
Deploy to Explorer¶
- In Studio, open the AI Analyst.
- Click the deployment status in the header (Not deployed or Deployed), then click Explorer.
-
In Deploy to Explorer, choose an option:
Option Hint in the dialog Who can use the AI Analyst in Explorer Studio users only Not visible in Explorer Only members with Edit in this Workspace. The AI Analyst is not deployed. Specific users Select who can access The users you add, plus members with Edit in this Workspace. Everyone All organization members Every member of this AI Analyst's Workspace. -
Click Save. Nothing changes until you save.
Everyone means everyone in the Workspace
The dialog describes Everyone as "All organization members". In practice, the AI Analyst is available to every member of its own Workspace. Organization members who don't have access to that Workspace can't see or use it.
Choose specific users¶
- In Deploy to Explorer, select Specific users.
- In the Add a user… box, type a name or email address. The list shows members who have the Chat capability but not Edit.
- Click a member to add them. Repeat for each user who needs access.
- To remove a user, hover over their row and click the X (Remove user).
- Click Save.
The dialog also lists members with the Edit capability as Always has access. They don't need to be added. If you haven't added anyone yet, the dialog shows No Explorer users added yet.
Note
Adding someone to the list doesn't give them access to the Workspace. A user also needs a capability in this AI Analyst's Workspace before they can open it. To grant Workspace access, see Workspaces.
Who always has access¶
Members who hold the Edit capability in the AI Analyst's Workspace (for example, through the Administrator or Editor preset) can open every AI Analyst in that Workspace, deployed or not, and whatever its audience. In Explorer, an AI Analyst that isn't deployed shows a Not deployed badge and the notice "This analyst is only visible to Studio users until it is deployed in Studio."
The note at the bottom of the dialog, "Studio users (count) always have access to all AI analysts.", counts these members. The count, and the Always has access list, include members who hold Edit in any Workspace. Only Edit in this AI Analyst's Workspace gives access to it.
Organization-level capabilities such as Manage organization or Manage members and access don't give access to AI Analysts on their own. See Members for how access is granted.
Undeploy an AI Analyst¶
To take an AI Analyst away from business users, open Deploy to Explorer, choose Studio users only, and click Save.
- Business users no longer see the AI Analyst in Explorer. They can still read their existing conversations with it, but can't send new messages. Explorer shows: "This analyst is no longer available to you. You can read this conversation, but can't send new messages." The same happens to a user you remove from the Specific users list.
- In every Slack and Teams channel it was added to, the AI Analyst stops answering questions. People who @mention it get a notice that the channel's analyst is no longer available. The channel bindings are kept, and it answers again once you deploy it. The header can still show Deployed while channels are added; see Deployment status.
- Your list of specific users is kept, but the audience is reset to Everyone. To deploy to the same users again, choose Specific users: the previous users are already filled in.
Adding a Slack or Teams channel deploys the AI Analyst
Adding an AI Analyst that isn't deployed to a Slack or Teams channel deploys it automatically. It then also appears in Explorer for its saved audience. For a new AI Analyst, or one you undeployed, that audience is Everyone in the Workspace. After you add a channel, open Deploy to Explorer and check the audience.
Slack and Teams¶
The Specific users and Everyone options apply to Explorer only. In Slack or Teams:
- Anyone in a channel that the AI Analyst has been added to can @mention it, including people who don't have an AI Analyst account. Everyone who uses the AI Analyst in a channel has Chat access only, whether or not they have an AI Analyst account. What they can query is limited to the AI Analyst's data access.
- Direct messages to the bot aren't supported. Only @mentions in channels are answered.
- The AI Analyst answers only while it's deployed. Choosing Studio users only stops it answering in Slack and Teams too.
Auditing and version history¶
Deploying, undeploying and changing the audience or list of users are recorded in the audit log. Viewing the audit log needs the Manage organization capability.
Each saved change to the deployment state, audience or list of users also creates a new entry in the AI Analyst's Version history. Restoring an earlier version restores its deployment state, audience and list of users as well.
Note
The Steward can't deploy an AI Analyst or change its audience. You always do this yourself in Studio.