Sharing AI Agents

How to Publish, Share and Manage Access.

Written By Asad Jobanputra

Last updated 3 months ago

Overview

Use this page to publish your finished AI agent to the CampusMind marketplace and control who can access it. Publishing makes the agent available to others, while user‑access settings ensure that only authorized individuals or groups can use it. This feature enables departments to deploy helpful tools campus‑wide while respecting security and privacy.

Who It’s For

  • Agent creators: those who have built an AI agent and need to release it to a wider audience.

  • Department administrators: responsible for granting or restricting access to AI agents within their teams.

  • IT and compliance staff: who ensure published agents align with institutional policies, FERPA and privacy requirements

Why Use It

Publishing an agent allows you to turn a private prototype into a shareable tool that can reduce workloads across campus. By managing access settings, you can target the right users—e.g., only HR staff or a specific course’s instructors—without exposing data to unauthorized people. This balance of visibility and control helps maximize the agent’s impact while maintaining security.

Requirements & Permissions

  • Role requirement: You need permission to publish agents and manage access. Ask your CampusMind administrator if the Publish and User Access options are unavailable screenshot.

  • Connected integrations: Ensure any integrations (LMS, Workday, ServiceNow) are set up before publishing. SSO configurations must be in place so user permissions carry over.

  • Compliance checks: Review your agent’s knowledge base and actions to confirm no sensitive student or HR data will be exposed to unauthorized groups.

Step‑by‑Step Instructions

1. Prepare Your Agent

  1. Finish configuring all sections (Profile, Knowledge Base, LLM Options and Actions).

  2. Test the agent thoroughly using sample questions and actions. Confirm that responses are accurate and free of sensitive information.

Why: Publishing locks in the agent’s current configuration. Testing ensures users will have a smooth experience.

2. Open the Publish Section

  1. In the Setup Progress sidebar, select Publishscreenshot.

  2. Enter or review the agent’s public details:

    • Marketplace Title and Description: These appear in search results—keep them concise and informative.

    • Icon: Choose an image that represents your agent (e.g., a book for a knowledge‑base agent).

    • Tags/Categories: Select relevant tags to help users find your agent (e.g., “Admissions”, “IT Support”).

Why: Clear listing information makes it easier for other departments to discover and adopt your agent.

3. Choose Visibility

  1. Decide whether to make the agent Public (available to everyone in your institution) or Restricted (visible only to specified groups).

  2. For restricted agents, proceed to the next step to define user groups.

Important: Making an agent public exposes its responses to any user with access to CampusMind. Ensure that the knowledge base and behavior prompts are appropriate for a broad audience.

4. Manage User Access

  1. Select User Access in the sidebar screenshot.

  2. Use the search field to find existing user groups or create a new group if needed (e.g., “Math257 (Linear Algebra) Professors 2025”).

  3. Assign the desired access level:

    • Viewer: Users can use the agent but cannot edit its configuration.

    • Editor: Users can modify prompts, knowledge sources and actions.

  4. Save your changes.

Why: Assigning the correct access level ensures that only trusted users can adjust the agent’s behavior or sources.

5. Publish the Agent

  1. Return to the Publish section.

  2. Review all details one last time.

  3. Click Publish. The agent will appear in the CampusMind marketplace according to the visibility settings.

  4. Share the agent link or instruct users to find it under “Featured Apps” or the relevant category.

Note: Publishing triggers notifications to relevant users if your organization has enabled them. Verify email or LMS notifications settings beforehand.

Best Practices / Notes

  • State the purpose in the listing: Use the description to clarify what the agent does and who it helps.

  • Use meaningful tags: Tags like “Orientation”, “Financial Aid” or “Course FAQs” help others locate the right agent quickly.

  • Limit editing privileges: Only grant editor access to those who understand the agent’s intent and data sources.

  • Regularly review access: Periodically check group memberships, especially after staff turnover or course changes.

  • Highlight sensitive data: If the agent accesses private records (transcripts, HR policies), add a note in the description and ensure proper permissions.

Troubleshooting

  • Agent doesn’t appear in marketplace: Verify that the agent was published and that you selected the correct visibility. If restricted, ensure your account belongs to an authorized group.

  • Users report “Access Denied”: Double‑check user group assignments in the User Access section. Remember that SSO roles must map correctly to CampusMind groups.

  • Outdated information: If users see old data, refresh the knowledge sources and republish. Consider scheduling periodic knowledge‑base updates.

  • Too many edit requests: Assign a single owner or small editor team to manage updates and maintain consistency.

Related Pages / Next Steps

  • Creating AI Agents: Learn how to build your own agent from scratch, including configuring knowledge bases and behavior prompts.

  • Managing User Groups: Instructions for creating and editing groups so you can control agent access.

  • Integrations Setup: Guides for connecting LMS, Workday and other systems to enrich your agents.

  • Compliance & Data Security: Overview of FERPA and institutional policies relevant to publishing AI agents.