How to Share Persona Library and Research Projects with Team?

Question Type

User Manual Question

Quick Answer

Team version automatically shares, personal version does not support sharing.

Team Version (¥1,999/month):

✅ Persona Library Auto-Shared: Select "Team Persona Library" when creating personas
✅ Research Projects Optional Sharing: Select "Team Visible" when creating or manually share later
✅ Sage Experts Auto-Shared: Created Sage experts available to entire team
✅ Permission Control: Can set read-only/editable permissions

Personal Version (Free/Professional):

❌ No Sharing Support: Only for personal use, cannot share with colleagues
To share → Upgrade to Team version

Detailed Explanation

Sharing Persona Library

Creating Team Personas

Operation Flow:

Step 1: Create New Persona→ Go to "Persona Library"→ Click "Create Persona" buttonStep 2: Select Sharing Scope→ In creation form, select "Storage Location":  □ My Private Persona Library (only you can use)  ✅ Team Persona Library (entire team can use)Step 3: Create Persona→ Choose creation method:  - Select from public library  - Upload interview transcripts (custom persona)  - Use Scout to generate (custom persona)→ Complete creationStep 4: Visible to Team Members→ All team members can see this persona→ In the persona selector→ Can use in Interview/Discussion

Using Team Personas

Team Member Usage:

Step 1: Create Interview/Discussion→ Select personaStep 2: Switch to "Team Persona Library" Tab→ See all team-shared personas→ Can filter by tags, industry, age, etc.Step 3: Select Persona→ Click persona card→ View detailed information→ Add to interviewValue:✅ No need to repeatedly create personas✅ Use high-quality custom personas✅ Unified team standards

Team Persona Management

View Team Personas:

Location: Persona Library → Team PersonasDisplay Content:- Persona avatar and name- Creator- Creation time- Usage count- Tags and categoriesExample:Linda (28 years old, Product Manager)Creator: Zhang Wei  2026-01-15Usage count: 15 timesTags: Price sensitive, Tech enthusiast

Edit Team Personas:

Permissions:✅ Creator: Can edit and delete✅ Administrator: Can edit and delete⚠️ Regular members: Can view and use, cannot editOperations:Step 1: Go to Team Persona LibraryStep 2: Select persona to editStep 3: Click "Edit" buttonStep 4: Modify informationStep 5: Save

Delete Team Personas:

Warning: Deleting a team persona affects all research using that personaOperations:Step 1: Go to Team Persona LibraryStep 2: Select persona to deleteStep 3: Click "Delete" buttonStep 4: Confirm deletionConfirmation Dialog:"Are you sure you want to delete [Persona Name]? - This persona is used in 15 research projects - After deletion, personas in these studies will retain historical records - But cannot create new research using this persona - This operation cannot be undone"

Sharing Research Projects

Creating Team-Visible Research

Default Behavior:

Team Version:- New research defaults to "Team Visible"- All team members can see- Can select "Private" during creationPersonal Version:- All research is private- No sharing support

Share During Creation:

Step 1: Create New Research→ Enter Plan Mode→ Describe research objectivesStep 2: Select Visibility Scope→ In research settings:  ✅ Team Visible: All members can view  □ Private: Only you can seeStep 3: Set Permissions (Optional)→ View Only: Can only view research content→ Editable: Can continue asking and generating reports→ Default: EditableStep 4: Start Research→ Team members can immediately see this research→ Can view progress in real-time

Share Existing Research Later:

If research was created as private, can share later:Step 1: Open private researchStep 2: Click "Share" button in top rightStep 3: Select sharing scope and permissions:- Share with: Entire team / Specific members- Permissions: View only / EditableStep 4: Confirm sharingAfter sharing:✅ Selected members can access the research✅ Shows in their "My Research"✅ Marked as "Shared"

Viewing Team Research

Team Research List:

Location: My Research → Team ResearchDisplay Content:- All team-visible research- Creator- Creation time- Research status (In Progress/Completed)- Your permissions (View/Edit)Filtering and Sorting:✅ Filter by creator✅ Sort by time✅ Filter by status✅ Search keywordsExample:Healthy Snack User NeedsCreator: Zhang Wei  2026-01-20  Completed  EditablePackage Design TestingCreator: Li Na  2026-01-25  In Progress  View Only

Collaborative Editing Research

Multi-person Collaboration:

Features:✅ Multiple people can view the same research simultaneously✅ Members with edit permissions can ask AI✅ Real-time synchronization updates⚠️ No simultaneous editing support (to avoid conflicts)Use Cases:- Product manager creates research- Marketing colleagues view and discuss- Designers design based on research results

Comments and Discussion:

Features:✅ Add comments in research✅ @mention team members✅ Discuss research findings✅ Record decisions and actionsOperations:Step 1: Open shared researchStep 2: Click "Comment" button anywhereStep 3: Enter comment content- Can @mention members: @Zhang Wei- Can add tags: #Important FindingStep 4: Send commentNotifications:→ @mentioned members receive notifications→ Creator receives comment notifications

Sharing Sage Experts

Creating Team Sage Experts

Operation Flow:

Step 1: Create New Sage Expert→ Go to "Sage" feature→ Click "Create Expert"Step 2: Select Sharing Scope→ Storage location:  □ My Private Expert  ✅ Team ExpertStep 3: Upload Knowledge Sources→ Upload company documents (design specs, product docs, etc.)→ AI analyzes and builds Memory DocumentStep 4: Complete Creation→ Team expert immediately available to entire team→ All members can consult this expert

Using Team Sage Experts

Team Member Usage:

Step 1: Go to Sage featureStep 2: Switch to "Team Experts" tab→ See all team-shared Sage expertsStep 3: Select expert and consult→ Click expert card→ Start conversation→ Consult professional adviceExample Team Sage Experts:1. UX Design Expert: Based on company design system v2.32. Product Strategy Expert: Based on historical product decisions3. Technical Architecture Expert: Based on technical documentation4. Marketing Expert: Based on marketing case library

Contributing Knowledge to Team Sage:

Value of Team Sage: Continuous EvolutionAny member can:✅ Supplement new knowledge (upload new documents)✅ Create supplementary interviews (fill knowledge gaps)✅ Manually edit Memory DocumentKnowledge Accumulation:- New employee training materials → Add to Sage- Project retrospective documents → Add to Sage- Customer feedback compilations → Add to SageResult:→ Sage expert becomes increasingly powerful→ Team knowledge continuously accumulates→ New members quickly onboard

Permission Management

3 Permission Levels

View Only:

Can:✅ View research content✅ View conversation history✅ View reports✅ Export reportsCannot:❌ Cannot ask AI❌ Cannot edit research❌ Cannot generate new reports❌ Cannot delete researchSuitable For:- Executives viewing research results- External consultants viewing temporarily- Archived historical research

Editable:

Can:✅ All "View Only" permissions✅ Ask AI✅ Generate new reports✅ Add commentsCannot:❌ Cannot delete research (only creator and admin)❌ Cannot modify research settingsSuitable For:- Team collaborative research- Sharing between product managers- Continuously digging insights

Administrator:

Can:✅ All "Editable" permissions✅ Delete research✅ Modify research settings✅ Transfer ownershipSuitable For:- Team administrators- Department heads

Modifying Permissions

Operation Flow:

Step 1: Open shared researchStep 2: Click "Sharing Settings" buttonStep 3: View current permission listExample:Zhang Wei (Creator): AdministratorLi Na: EditableWang Fang: View OnlyStep 4: Modify specific member permissions→ Click "Edit" next to member→ Select new permission→ SaveStep 5: Add new members→ Click "Add Member"→ Select team member→ Set permissions→ Confirm

Notifications and Reminders

Sharing Notifications

Notification When Sharing:

When you share research/persona with team:→ Team members receive notification:  "[Your Name] shared research 'Healthy Snack User Needs'"Notification Channels:✅ In-app notification (red dot reminder)✅ Email notification (optional)

Update Notifications

Research Update Notifications:

When shared research has new progress:→ Followers receive notification:  "Research 'Healthy Snack User Needs' completed"  "Li Na added a comment in 'Package Design Testing'"Subscription Settings:✅ Automatically follow research you created/participated in✅ Can manually unfollow

Use Cases

Scenario 1: Product Team Knowledge Accumulation

Team Composition:

5-person product team:- Product Director- Product Managers × 3- User Researcher

Usage Approach:

Month 1:Product Manager A:→ Research healthy snack market→ Create 5 user personas (Team Persona Library)→ Share research with teamMonth 2:Product Manager B:→ Research package design→ Reuse 5 personas created by A (saves time)→ Share research with teamMonth 3:Product Manager C:→ Research pricing strategy→ Reuse personas from A and B→ Reference findings from A and B→ Share research with teamMonth 6:New Product Manager D joins:→ View Team Persona Library: 15 high-quality personas→ View team historical research: 20+ projects→ Quickly onboard, not starting from scratch→ Continue research based on team accumulationValue:✅ Continuous knowledge accumulation✅ Avoid duplicate work✅ New members quickly onboard✅ Unified team standards

Scenario 2: Cross-Department Collaboration

Team Composition:

Cross-department team:- Product Department: 4 people- Marketing Department: 3 people- Design Department: 3 people

Usage Approach:

Product Department:→ Research user needs→ Share with Design and Marketing→ Set permissions: Design editable, Marketing view onlyDesign Department:→ View product research→ Design interface based on user needs→ Test design solutions (reuse product personas)→ Share design test results with productMarketing Department:→ View product and design research→ Develop marketing strategy based on findings→ Create marketing test research→ Share with entire teamQuarterly Summary:Product Director:→ View all department research (30+ projects)→ Export comprehensive report→ Report to executives

FAQ

Q1: Can Personal Version Share?

No, only Team version supports sharing.

Version Comparison:

Free/Professional Version:❌ No persona library sharing❌ No research project sharing❌ No Sage expert sharingTeam Version:✅ Supports persona library sharing✅ Supports research project sharing✅ Supports Sage expert sharingTo share → Upgrade to Team version (¥1,999/month)

Q2: Can Sharing Be Revoked?

Yes, can revoke anytime.

Operations:

Step 1: Open shared research/personaStep 2: Click "Sharing Settings"Step 3: Remove specific members or make privateStep 4: ConfirmAfter Revocation:✅ Removed members immediately lose access✅ Research/persona invisible to them

Q3: Can Shared Research Be Password Protected?

No password protection, but permission control available.

Permission Control:

More secure approach:✅ Share only with specific members (not entire team)✅ Set "View Only" permission (cannot edit)✅ Regularly review sharing settings✅ Keep sensitive research privateNot supported:❌ Password protection❌ External link sharing (team only)

Q4: Does Sharing Personas Consume My Quota?

No, team shares quota.

Team Version Quota:

Team Version:✅ Unlimited Interview/Scout/Reports✅ Entire team shares quota (not allocated per person)✅ No matter who uses, deducted from team quotaExample:- Team has 5 members- Li Na does 10 Interviews with team personas- Zhang Wei does 15 Interviews with team personas- Both deducted from team quota, not separately billed

Q5: Does Deleting Team Personas Affect Historical Research?

No impact on historical research, but cannot create new research using it.

After Deletion:

Historical Research:✅ Research using that persona retains complete records✅ Conversation history unaffected✅ Can continue viewingNew Research:❌ Cannot select that persona❌ Cannot create new interviews using that personaRecommendation:- Don't casually delete widely used personas- Check usage count before deletion- Consider "archiving" instead of deleting

Q6: Can Share with External Partners?

No external sharing, team only.

Current Limitations:

Can only share with:✅ Team members (colleagues who joined the team)Cannot share with:❌ External partners❌ Clients❌ Consultants (unless invited to join team)

Alternative Solution:

If need to share externally:1. Export report (Markdown/PDF/Word)2. Share via email or other methods3. External people view exported reportMay support in future:- External link sharing (roadmap)- Password-protected sharing

Q7: How Long Do Sharing Settings Last?

Permanent, until you modify or delete.

Retention Mechanism:

Sharing Settings:✅ Permanently effective✅ No automatic expiration✅ Not automatically adjusted when members leaveIf need to modify:- Manually enter sharing settings- Adjust permissions or remove members

Final Takeaway

"Team version automatically shares persona library, research projects, and Sage experts. Select 'Team Persona Library' or 'Team Visible' when creating to share. Supports 3 permissions (View Only/Editable/Administrator), can adjust sharing settings anytime. Personal version does not support sharing, need to upgrade to Team version (¥1,999/month)."

Remember:

✅ Persona Library Sharing: Select "Team Persona Library" when creating
✅ Research Sharing: Select "Team Visible" when creating or manually share later
✅ Sage Sharing: Create team Sage expert, available to entire team
✅ Permission Control: 3 permission types View Only/Editable/Administrator
✅ Adjust Anytime: Sharing settings can be modified or revoked anytime
❌ Personal Version Unsupported: Need to upgrade to Team version

Related Feature: Team Collaboration Document Version: v2.1 Update Date: 2026-02-02 Update Notes: Updated terminology and platform information