---
url: https://pencel.ai/docs/guides/share-with-your-organization.md
description: >-
  Share a Knowledge document, an agent, a skill or a workflow with the people in
  your organization, add what they shared to your own projects, and see what's
  stored on Pencel servers.
---

# Share with your organization

Use this when a colleague needs something you built: a pricing policy, a board deck, an agent that drafts RFP replies, a writing skill, a weekly digest workflow. You share it once, and anyone in your organization can add their own copy to their projects.

Sharing is in beta and free while the beta lasts. You need an organization: create one or join one at [account.pencel.ai](https://account.pencel.ai), then sign in to Pencel with the same account. If you don't see the option, update Pencel to the latest version.

## Share something

1. Open the doc, document, agent, skill or workflow. Knowledge docs and documents are under **Library**, skills under **Studio ▸ Skills**, agents and workflows under **Studio**.
2. Click **Share**. On a document, open the share menu (the one with **Copy as Markdown**) and choose **Share with your organization**.
3. Choose your organization. The window lists what will go, by name.
4. Click **Share**.

Sharing the same thing again replaces the copy you shared before. People who already added it keep their copy until they add it again.

## What the Share window tells you

For an agent, skill or workflow, the window lists everything that travels with it:

* **Goes to your organization**: the agent, workflow or skill, and every skill and doc it uses, each by name with its size.
* **What it can do**: for each agent, what its tools let it do on a teammate's behalf, such as "Can send email and use Gmail". This comes from the tools the agent actually has, not from a setting. If an agent can send email or change integrations and nothing limits it, the window says **No limits set**.
* **Teammates set up**: integrations they connect themselves (their own Gmail, not yours), credentials by name, and the model.
* **Left out**: custom tools never travel. A connection whose settings contain a key is left out, and teammates add their own. Images and files stored on your computer are left out too.
* **Stays with you**: memory, chat and run history, logins and key values, and local files.

For a document from the **Documents** page, the window shows its type and size, how many images travel with it, the original file when you uploaded one (a PDF, Word, Excel or PowerPoint file), and what's left out: images stored outside the document and links to files on your computer. A document can be up to 25 MB; a larger one says so and isn't shared.

If a key or password is sitting in the text, in an agent's instructions, a doc, a document or a skill, the window names the place and won't share until you remove it. The same check runs when you save a `.plugin` file.

## Add something someone shared

* **Docs**: click **Library**, then **Add knowledge**, then **From your organization**.
* **Documents**: click **Library ▸ All documents**, then **From your organization** (at the top of Recent files, or the people icon above the folder list).
* **Agents**: click **Studio ▸ Agents**, then **From your organization**.
* **Workflows**: click **Studio ▸ Workflows**, then **From your organization**.
* **Skills**: click **Studio ▸ Skills**, then **From your organization**.

Each item shows who shared it and when. Click **Add to this project**. For an agent, skill or workflow you first see the same list the sharer saw, built from what you're about to add, plus a checklist of what you still need to connect. For a document you see its type, size, images and original file.

What you get is yours: ordinary, editable copies in the project you're in. They don't change when the person who shared them changes theirs. A few things to know:

* If you already have something with the same name, the copy is added as "Name (2)".
* Sharing or adding an agent does not turn on automatic reporting of your workspace's usage, costs or run history.
* An agent's integrations point at your own connections. If you haven't connected Gmail, the agent arrives with a Gmail connection you can connect yourself; nothing runs until you do.
* A workflow arrives as a draft with its schedule **off**. Review it, then turn the schedule on when you're ready.
* A connection that runs a room on your computer shows the exact command before you add it.
* A document lands on your **Documents** page in the folder the sharer kept it in, with its images, and with the original file when there was one.

## Remove something shared

The person who shared it, or an admin, can remove it: click **Remove** next to it in the app, or on the **Shared** tab at [account.pencel.ai](https://account.pencel.ai). Copies people already added stay in their projects.

## What's shared, and where it's stored

| Shared | Not shared |
|---|---|
| Docs: the title, the folder name and the text | Images and files stored on your computer. The Share window says how many are left out. |
| Documents: the name, type, folder name, content, the images in it, and the original file when you uploaded one | Tags, comments, drafts, version history, the document's plan and checks, and links to files on your computer |
| Agents: name, role, instructions, settings, and the skills and docs it uses | Custom tools, memory, chat and run history |
| Workflows: name, instructions, steps, schedule (arrives off), sources, and the agents it uses | Run history, the compiled plan (it's rebuilt on the other side) |
| Skills: name, instructions, and the docs and skills it links to | |
| Connections: the type and settings, with every key, token and password removed | Your logins and key values |
| | Where a doc came from: a linked web page, a synced folder, or the run that wrote it |

* Shared items are kept in encrypted storage in the United States, so people can add them while you're offline. The text or file goes straight from the sharer's computer to storage and from storage to the person adding it; Pencel's sharing service handles only names, sizes and who shared what. The storage key belongs to Pencel, so this is not end-to-end encryption: Pencel staff can't read shared items in normal operation, and every access is logged.
* Each shared item can be up to 25 MB, and an organization can share up to 200 items and 2 GB in all.
* Only active members of your organization can see or add them. When someone leaves, they lose access right away. Items they shared stay in the list, marked **Former member**, until an admin removes them.
* Admins see each item's title, type, who shared it, when, its size and how many people added it on the **Shared** tab. The console never shows the text.
* To have shared items deleted, for one person or for the whole organization, email <support@pencel.ai>. Backups keep deleted items for up to 35 days.

## Organization reporting pilot

Agent resource reporting is a separate opt-in pilot. It appears under **Settings → Cost & Usage → Organization reporting** when enabled for your organization. Sharing or adding an agent does not connect reporting.

Before connecting, review the workspace and agent names and agree to send that workspace’s current UTC month of metadata. Your organization’s admins receive workspace/agent names, configured status, shared-copy identities, model cost, job/question counts and room outcome counts. Prompts, documents, task titles, error text, credentials and tool contents remain local. The first report starts automatically; subsequent reports are due every 24 hours while Pencel is open, checked every 30 minutes and after startup or wake. This consent is independent of product analytics.

Admins see **Agent resources** at [account.pencel.ai](https://account.pencel.ai). Shared definitions and reporting copies are different counts. Idle agents are included; configured active status does not prove an agent is running or online. Reported model cost includes non-agent overhead and is not an invoice. Coverage is limited to enrolled workspaces, and data becomes stale after 48 hours. Only the current UTC month contributes cost; previous-month inventory remains visible until a new report arrives. Full prompts and execution history stay in Studio.

**Disconnect** stops local uploads immediately. The app retries cloud disconnection when available; previously accepted reports remain visible, marked disconnected. Leaving an organization prevents further accepted uploads; retained sources are marked as former members. An admin can remove a reporting source in Console to revoke it and delete its serving snapshot. Removal retains a small authority/audit record to prevent old retries from recreating the report; backups can retain deleted data for up to 35 days. If you restore or move a workspace, explicitly replace your previous reporting connection when reconnecting to avoid duplicate contributions. The pilot accepts up to 20 reporting workspaces per organization, 100 agents per workspace and a 196 KiB report; oversized reports pause and retain the last good snapshot.

If you do not belong to an organization, your individual usage remains in desktop Cost & Usage. The pilot creates no personal cloud report and does not add a subscription requirement.

## Related

* [Knowledge](https://pencel.ai/docs/concepts/knowledge.html)
* [Privacy and data handling](https://pencel.ai/docs/privacy-and-security/data-handling.html)