Users & Access
The Users and Access section allows administrators to manage who can use Moterra and what they can access.
Written By Kristė Vagnerytė
Last updated 17 days ago
What Users & Access combine
It combines:
User role management (Admin vs User)
Access group management (visibility and usage control)
Together, these settings ensure that the platform is secure, organised, and aligned with team responsibilities.
User roles in Moterra
Moterra supports two user roles:
User
Can use assistants and agents but cannot access the Admin Panel.Admin
Has full access to the Admin Panel and can manage users, content, agents, and platform settings.
Only Admins can change configuration settings or manage other users.
Managing users
Administrators can:
Invite new users
Remove users who no longer need access
Promote users to Admin
Revoke Admin rights when needed
Keeping user roles up to date helps maintain security and clear responsibility.
Access management
Access groups are used to control visibility and usage inside Moterra.
They can be used to:
Control which agents are visible to specific users
Restrict access to specific documents inside Moterra
Apply additional restrictions on top of SharePoint permissions
Users inherit access automatically based on the groups they belong to.
SharePoint permissions and additional restrictions
When the Knowledge Base is integrated with SharePoint, SharePoint and Entra ID permissions are the source of truth for document-level access.
This means:
Users can only access documents they already have permission to view in SharePoint
Moterra access groups can be used to reduce access further (for example, restrict specific documents for a specific user)
Moterra access groups cannot be used to grant access to documents that a user does not already have in SharePoint
In other words, Moterra can add restrictions, but it cannot expand document access beyond SharePoint.
SharePoint groups and Moterra groups
Users may inherit group membership from SharePoint, but administrators can also create additional access groups directly in Moterra.
These groups allow you to:
Organise users independently of SharePoint structure
Create functional groups such as “Sales”, “Legal”, or “Operations”
Control which agents are available to specific teams
For example, you can create a Sales group in Moterra and assign a Sales-specific agent to that group — even if those users belong to different groups in SharePoint.
How access affects agents and responses
All agents use the same Knowledge Base.
Which information appears in responses depends on:
The user’s document permissions inherited from SharePoint or Entra ID
Any additional restrictions applied through Moterra access groups
Whether the user has access to the selected agent
Access groups control who can use which agents, while SharePoint controls which documents can be referenced.
Best practices
To keep user and access management clear and scalable:
Grant Admin rights only when necessary
Use Moterra groups to control agent rollout by team
Use access groups to add restrictions when needed
Avoid replicating complex SharePoint structures inside Moterra
Review user roles and access groups regularly
Clear structure reduces risk and makes administration easier over time.