Grok Team Bots: define a shared role before connecting apps
Choose a bounded job, its owner and permitted data/actions. Shared context should not accidentally become shared access to everything.
In brief
Team Bots combine shared instructions, files, app connections and memory. Start with one role whose inputs and permitted actions your team can explain.
This makes the assistant useful without creating an unclear path from a shared chat to sensitive business systems.
Give it a concrete role
A useful starting role is answering questions from a maintained public handbook. Identify the authoritative version and what the bot should do if the handbook lacks an answer. Avoid a vague instruction to “handle everything” across unrelated systems.
Review connections individually
Check whether a connection is personal or configured for the team and what actions it allows. Include who can change those connections. A credential added for convenience should not silently allow anyone interacting with the bot to trigger unrelated writes.
Review memory and handoff
Check shared facts for accuracy and define how to correct or retire them. Require evidence for important results and separate drafts from actions sent to external systems. When ownership changes, review connections and access rather than leaving an unattended account running indefinitely.
Before you act
Available sharing and credential controls depend on the product. This guide does not promise that all participants see identical data or that a shared bot inherits every user’s permissions safely by default.
What to do next
- Define the role, owner, permitted sources and expected output.
- Review each connection and shared credential’s scope.
- Test with appropriate non-sensitive material and verify access and action results.
