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Before Connecting Workspace Knowledge, Build a Permission Matrix

By Shardul Mane·2 min read

Before Connecting Workspace Knowledge, Build a Permission Matrix

Before connecting workspace content to an AI assistant, map which sources can be imported, who can retrieve them, and how changes or removals propagate. A connector's existence does not establish the application's permission model. A source-by-source matrix exposes gaps before they become incorrect or unauthorized answers.

Describe each source as a contract

For a document drive, wiki, or messaging system, record the item identifier, revision behavior, supported content types, authentication method, access scope, sync mechanism, and deletion signal. Include the specific account or workspace granting access.

Treat Slack, Notion, Google Drive, or any other named system as a separate integration to verify. Support for one does not imply support for another, and support may differ between products or plans. Check the current Supermemory connector documentation for the sources you intend to use rather than assuming a universal connector list.

Distinguish import access from answer access

An integration account may be allowed to read more content than an individual assistant user. Decide whether the system imports only a narrow authorized collection or imports a wider collection and enforces user-level access at retrieval time.

The second design requires trustworthy permission data and updates. If the source cannot provide the necessary information, do not assume the model can enforce the missing boundary. Narrow the integration scope or add an explicit application-side authorization mechanism.

Test the changes that matter

For each source, create a document, edit it, move it, remove a user's access, and delete it. Observe what reaches ingestion and when it becomes eligible for retrieval. Record source-to-sync and sync-to-search delays separately.

Include derived memories and cached context in the check. Removing the original source from search is incomplete if an old summary still supplies the same restricted information to answers.

Use the matrix to choose a rollout order

Start with sources whose identity, permissions, and change signals you can test reliably. Expand after the lifecycle checks pass. This is more useful than connecting every available workspace tool and trying to infer the resulting access boundary afterward.

The connector separation guide explains the architecture boundary. To evaluate an available managed connector, review Supermemory's connector setup and fill in one complete source row before importing a wider collection.

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