Sharing an AI agent across teams requires an audience decision, manager approval, and a separate review of the information and actions the workflow may use. In AgentShelf, anyone can submit an agent to an organization or team library. Organization or team managers vet the submission and approve what makes the cut.
Approve the audience deliberately and verify source access as a separate boundary.
Choose the audience before submitting
An approved organization agent is available throughout that organization. An approved team agent is available only to that team's members. Choose based on who should use the job, not simply who helped create it.
For several teams in the same organization, organization availability may fit if the job is suitable for the whole organization. If the work belongs to one team's process, submit it for that team. Resolve audience requirements with relevant managers before describing a team-only agent as shared more broadly. These rules describe internal availability; they do not establish cross-organization sharing.
See what an AI agent library is for public versus internal collections. Public discovery finds candidates; internal approval decides what belongs in your collection.
Submit a reviewable operating brief
Give the manager enough evidence to assess the workflow. This recommended brief is editorial guidance, not a list of required product fields:
Scroll horizontally to see all columns.
| Item | What the reviewer should learn |
|---|---|
| Job and audience | Who needs the agent and which result it prepares |
| Sources | Which information is approved and who may access it |
| Actions | What the workflow can do and where a person decides |
| Tests | How missing evidence, conflicting records, and out-of-scope requests are handled |
| Ownership | Who handles exceptions and maintains guidance |
| Cost | Who owns the allowance and reviews usage |
A reusable prompt may leave these decisions unresolved. Connect the brief to the permissions review and budget ownership record before routine use.
Follow submission, approval, and availability
- Submit: A contributor proposes the agent for an organization or team library with its intended use and evidence.
- Vet: The relevant manager checks task, audience, boundaries, and operating ownership. Resolve gaps before approval.
- Approve: The manager decides whether the submission is included.
- Verify availability: Check organization-wide availability or restriction to team members, according to the approved scope.
- Review operation: Confirm source access and actions with intended users and revisit after material changes.
Approval for a collection does not grant access to every underlying dataset. Verify source access and tool authority separately. This availability workflow also does not determine who can edit an approved agent; confirm that responsibility through the applicable management process.
Apply the rules to a fictional workflow
Beacon Works has sales and service teams that want a common customer-meeting outline. The job uses an approved general template and produces a draft for a meeting owner. A contributor proposes organization availability because the outline is useful throughout Beacon Works.
The organization manager reviews the job and tests. A sales example contains private deal notes; a service example contains restricted support records. The manager asks the contributor to separate the reusable meeting structure from access to those records. Sharing an agent does not make either team's source material available to the other.
The recommended pilot includes an authorized user from each team and verifies which sources each may supply or read. The manager approves inclusion after the job and boundaries are clear. If the agent serves only the sales process, team availability is the appropriate proposal. This is an illustrative review decision, not a claim about automatic dataset filtering.
Keep an owner after approval
Name who receives problem reports and who brings changes back to the relevant manager. Review audience fit when membership, the task, sources, or actions change. Keep the current operating brief and tests accessible to the people responsible.
Before expanding reuse, verify audience, approval, source access, actions, owner, and spending responsibility. Read change management for ongoing review and AgentShelf's trust boundaries for current product context.