Managing access and documents

Managing documents and access

Administration · People and teams

Use this guide after the team's roster and Google Group are set up. Misty admin commands require admin or superuser access. Google and Discord changes also require the appropriate permissions in those tools.

Share team documents

A team folder needs two kinds of sharing: access for the people who use it, and access for Misty to read and process it.

1. Run /team google-status team:robotics and confirm the Group is synced.
2. Copy the Group email from the reply.
3. Ask the file or folder owner to open Share in Google Drive and add that Group email. Choose the permission intended for the team, such as Viewer or Editor. See Google's sharing instructions.
4. For automatic discovery, ask the Misty operator for the reader account and confirm discovery is enabled. Follow Share Google files for automatic discovery to share the supported My Drive file or folder with that account.
5. Have a member open the file in Google using their primary or verified email. After processing, have them try /doc search as well.

The team's Group address and Misty's reader address serve different purposes. The Group gives people access. The reader lets Misty fetch supported files and inspect their sharing. The reader currently needs Editor sharing for that inspection, but uses read-only access in its API operations; it does not edit the source files or their permissions.

Discovery adds new files to the catalog. Processing makes their text searchable, and periodic refresh updates existing content and sharing. These steps can complete after the Drive share succeeds. If the file opens in Google but remains absent from Misty, check the reader's access, the member's verified email or synced Group, and then ask the operator to investigate processing.

For a single link, a linked member can use /doc add. Cataloging a link does not change its source permissions. A successful catalog entry can still need content processing before questions about its contents work.

Example: make the Robotics onboarding folder usable end to end

The folder owner shares Robotics onboarding with the Group address returned by Misty, using the permission intended for team members. The owner also shares it with the operator-provided Misty reader account for discovery.

Sam, a current robotics member, verifies the Google account used for work. After Group sync, Sam checks the folder in Google Drive. After discovery and processing, Sam checks /doc search query:robotics onboarding.

If Sam can open the folder but cannot find the guide through Misty, the Google share worked. The next checks concern Misty's reader access and document processing, rather than adding Sam to the roster again.

Set up document answers for a channel

Choose teams whose information is appropriate for everyone who can read the channel. Misty may include those teams' document content in shared answers. Check the Discord channel's audience with a server admin first.

1. Open the text channel you want to configure.
2. Run /channel-access show to inspect its current teams.
3. To add a team while keeping the others, use /channel-access append team:robotics.
4. To replace the list, use /channel-access set team:robotics. Add team2 through team5 in the same command if needed.
5. Run /channel-access show again to check the result.

Both set and append accept up to five team options per command. To remove all team document access from the channel, use /channel-access clear. In a thread, these commands change the parent channel's settings.

These settings choose which team documents Misty can use in the shared conversation. Discord still controls who can read the channel, and Google still controls who can open the original files. Configure each where needed. Document answers must also be enabled by the Misty operator.

Example: add a second team's documents to a channel

Suppose #robotics-planning already has robotics configured. To add Infrastructure's documents as well, run:

/channel-access append team:infrastructure
/channel-access show

The result should include both teams. Using /channel-access set team:infrastructure would replace the list and leave only Infrastructure. Everyone who can read this channel may see the information in Misty's replies, so check that both teams' documents belong in this conversation.

Set up saved meeting access

A recording has two destinations to configure: the Discord destination for the PDF and link, and the Google audience for the saved Doc.

1. Ask the Misty operator to confirm Google meeting saving is enabled.
2. Check that the intended teams' Google Groups are synced.
3. Open the voice channel's own chat and run /channel-access show.
4. Configure the intended teams there with set or append, then check again. Configuring a different text channel does not configure this voice channel.
5. When starting the meeting, choose a text channel or thread whose readers should receive the PDF. Follow the recording guide.
6. Read the start notice and, after stopping, check the PDF and saved Doc link. Have an intended member confirm that the Doc opens in Google.

Misty uses the voice channel's team setup for the new Doc and shares it with those teams' managed Groups as Commenters. Members can read and comment on the record. The operator manages its storage location and ownership in Google Drive.

If the voice channel has no teams, or its Group access cannot be established, Misty saves the Doc as admin-only. That refers to the configured Google owners and administrators; a Misty admin access level alone does not grant Drive access. The PDF still goes to the original Discord destination.

Changes to the channel's team setup apply to future saved recordings; they do not automatically reshare old Docs. Group membership still matters for existing Docs shared with that Group: new members may gain access to past records, and departed members may lose that route to them. For a meeting that needs a different audience, arrange the appropriate team and channel setup before recording.

For a failed save or an admin-only record that needs attention, send the meeting ID and intended audience to the operator. A missing PDF, a failed Google save, and a missing Discord link are separate recovery tasks.

Remove a document from the catalog

1. Run /doc list in an appropriate channel and find the entry. The list is public in that channel and shows document IDs to admins.
2. Copy the entry's ID.
3. Choose /doc remove, enter the ID, and send the command.
4. Check Misty's confirmation.

This retires the catalog entry. The original file and its Google sharing remain in place. To revoke source access, ask the file owner to change the Google share as well. Removing a catalog entry also does not erase earlier Discord replies containing its information.

Remove a saved meeting

Use the meeting removal process. Collect the meeting ID or Google Doc link and the Discord messages containing its PDF and saved link. Ask the Misty operator to remove the durable meeting record and associated stored content; arrange removal of the Discord copies with someone who can manage those messages. /doc remove alone does not carry out that full workflow.

Adjust request allowances

1. Run /helper-limits show to check the current allowance.
2. Choose /helper-limits set and enter the intended max_requests, window_seconds, or both.
3. Send the command and check the reply.

For example, this sets an allowance of ten requests per one-hour window:

/helper-limits set max_requests:10 window_seconds:3600

Use positive whole numbers. Changes apply immediately and retain each person's existing usage. They return to the configured startup values after a bot restart; ask the operator to make a lasting change.

For supported changes through chat, follow Ask Misty to perform an action.