Scopes

A feature’s scope decides who can see it — and everything inside it inherits that audience. Concepts: Scopes and sharing.

The two scopes

Scope	Meaning (product wording)	Who can reach it
Private	“Only you and admins can see this.”	The feature’s creator, and every Admin — Admins see everything in the organization. An Admin can edit or delete an item inside it, but cannot create new ones there, and can share it with the organization
Organization	“Available across the organization.”	Access Groups the feature is attached to, plus any access group set to share all features — see below

Note

To share an org feature with specific teams, an admin attaches it to access groups using the access matrix on Shared features. An access group with All features turned on reaches every org feature automatically — and because the default access group ships with this on, an org feature is typically reachable across the whole organization unless an admin narrows the default.

Who approves a feature scope change

Scope changes are staged: the current scope stays in effect until an approver accepts. The requester can withdraw any time before that. The exception is an Admin in an organization that allows self-approval: their change from Share, the feature’s settings or a chat with Ronja executes directly, because they are an eligible approver themselves. Hand over and Hand back to creator are always staged.

Change	Approver
Private → Organization	An Admin — except on “My Private Feature”, which nobody can approve (below)
Organization → Private (demotion)	An Admin

• Requesting a promotion is open to the feature’s owner — except on their own My Private Feature, below — and to an Admin, who can also share another member’s private feature; requesting a demotion is admin-only.
• Approvals are blocked while a pending move request targets the feature, while the change would break a dependency, or when the feature is a My Private Feature.
• “My Private Feature” is never promotable — by anyone, including an Admin. Each person’s personal home is where a Saved Agent they create without picking a feature lands, along with every Make my own copy of an app and every SharePoint key they create, so promoting it would publish all of them at once. The refusal is not a role gate that a bigger role gets past: it sits on the write itself, so every route hits it — feature settings, the Hand over flow, an app’s Share… modal, a direct admin promotion, the API’s promotion-request and promotion-direct, and the agent’s requestScopeChange. A request filed before this rule existed can never be approved; an Admin rejects it.
  • Recovery: create a dedicated feature, move the items into it (Private → Organization moves take an Admin’s approval as usual), and share that feature. A home that was promoted before the rule existed is repaired by demoting it back to Private, which stays allowed.

Scope per resource

Resources don’t carry their own scope — they inherit the feature’s:

Resource	How scope shows up
Table, Workflow, Note, Automation, App, Saved Agent	Visible to whoever can reach the owning feature; chips show “Shared” vs “Personal” where relevant
Secret, MCP server	Chip Personal (private feature) or Shared (organization feature); sharing happens by promoting or moving the feature, never per secret
File	Not scope-managed — a file doesn’t inherit a feature’s scope. Instead its reach is set by the folder it sits in (admins manage folder access), with your own saves kept private in My Files; admins can read every file
Exploration	Not scoped at all — private by default and shared per person or access group with View / Full access modes

Moving a resource between features

Moving is its own approval lane, routed by the source and destination scopes:

Move	What happens
Private → your own private feature	Executes immediately (no request)
Anything ↔ Organization-scoped feature	Requires an Admin’s approval

Your explicitly chosen items (“seeds”) can never be excluded from the move; auto-derived dependencies (“linked”) can be unchecked by you or the approver. Each user can have up to 100 open move requests.

Scope and roles, in brief

Action	Minimum role
Create a private feature	User
Request a promotion	User (the feature’s owner), or an Admin for any member’s private feature — never on “My Private Feature”
Approve into the organization / approve demotions	Admin
Attach org features to access groups (the matrix)	Admin

Full role detail: the roles capability matrix.