> ## Documentation Index
> Fetch the complete documentation index at: https://docs.xpander.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Company Brain FAQ and troubleshooting

> Answers to common Company Brain questions: why an answer missed a document or a source, what happens to existing knowledge bases, how fast changes apply, and what admins can see.

## Answers

> **The agent did not find a file I know exists**
>
> Check, in order:
>
> 1. **Can you open it yourself?** The brain reads as you, so it finds only what your own account can open.
> 2. **Is the source connected for you?** Open **Settings > Knowledge > My sources**. A source you never connected is skipped, and the answer offers **Connect**.
> 3. **Is it inside the source's scope?** An admin can run **Test as a user** on the source card with your name and the same question. The result lists what was dropped by the scope and why, for example "not on the allowlist" or "older than the cut-off".
> 4. **Is the source on this agent?** A specific brain may hold only part of a source, and the Company Brain may be switched off for the agent under **Agent settings > `KNOWLEDGE`**.
> 5. **Is the document ready?** A stored document is searched only once its status is **Ready**.

> **The answer says a source was skipped**
>
> The source was not read for this question. The usual reasons are that you have not connected your account (**Connect** under the answer fixes it), your sign-in was refused by the provider (reconnect from **Settings > Knowledge**), or the source did not answer in time. The rest of the answer still stands; ask again to retry the source.

> **Connect is not offered for a source**
>
> The source is not fully set up yet. An admin opens **Platform > Agents > Knowledge**, where the **Needs you** strip lists sources that are not set up.

> **SharePoint or OneDrive sign-in fails for everyone**
>
> Your Microsoft tenant admin needs to consent to the delegated `Files.Read.All` and `Sites.Read.All` permissions. To exclude files by sensitivity label name, also consent to `SensitivityLabel.Read`; without it, write label rules as label ids.

> **A public agent finds nothing**
>
> Visitors to a public agent have no company login, so the Company Brain and every brain that uses each person's own access find nothing for them. Attach a brain with shared agent access, which holds only collections. To include files from Google Drive, SharePoint or OneDrive, keep a copy of the folder in a collection first.

## Access and changes

> **How quickly does a permission change apply?**
>
> * **Collection audience or document access in xpander**: on the next question. Nothing is parsed again.
> * **Permission removed in a live source**: on the next question once the person's cached results expire, at most the source's **Cache results for** time (60 seconds by default). Sensitive sources are never cached.
> * **A person disconnects or their sign-in is revoked**: their cached results for that source are cleared at once.

> **Can an admin read everyone's files through the brain?**
>
> No. The brain reads live sources with the account of the person asking, and the Company Brain always reads as that person. Admins choose which sources and collections exist and what a source's scope allows; they do not get anyone else's access. **Test as a user** shows titles and the reason each item would be read or left out by the scope, not the content.

> **What does the access log show?**
>
> Every brain read, including cached ones: who asked, through which agent, the source, the document with version and page, and the result. A read blocked by access shows `wall` and never names what exists there. The log is for organization owners and admins.

> **Is anything from Google Drive, SharePoint, Confluence or Jira stored in xpander?**
>
> No, unless an admin keeps a copy of a folder. Live results are cached briefly per person, encrypted, and expire on their own; sensitive sources are never cached. The source card's **Connection** tab says whether content is stored.

## Knowledge bases

Knowledge bases are replaced by the Company Brain. You do not need to upload anything again.

> **What happens to my existing knowledge bases?**
>
> A knowledge base that is attached to an agent and was searched in the last 90 days moves into a brain with the same name. It holds one collection with the same files, owner and editors, and it uses shared agent access, the way knowledge bases work today. It stays attached to the same agents, and each agent keeps its Company Brain setting. The move switches an agent over only once the new search finds at least as much as the old one did on questions drawn from the knowledge base's own content.
>
> A brain moved from a knowledge base shows "migrated from" the knowledge base's name on the agent.

> **What about knowledge bases no agent used?**
>
> They are not moved. Each owner gets a notification in xpander and by email with a link to an export of the files, valid for 37 days. The knowledge base is removed no sooner than 30 days after that notice. To keep using the files, create a collection, add them to it, and attach it to your agents.

> **Does the knowledge base API still work?**
>
> For a moved knowledge base, the [knowledge base API](https://docs.xpander.ai/api-reference/v1/knowledge/list-knowledge-bases.md) and the agent's existing knowledge base search keep working for one release, answering from the new collection. Adding or deleting files still needs the owner, an editor or an admin.


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