What the documents look like
Trade returns and claims work follows exported goods backwards: reverse logistics, responsibility assessment, and the evidence that supports both. The material set for one case typically includes a return agreement, a claim letter, a quality report, and a return customs declaration. These documents arrive from customer email, quality inspection reports, customs systems, and insurance claim systems, and they are grouped case by case rather than by a fixed schedule. A single case often exists in FastGPT only as a partial copy of what sits in those external systems.
For operations handover, this partial-copy condition matters more than the document list itself. Permission configuration has to be checked against the specific case materials present in the knowledge base, because retrieval relevance does not represent authorization. A search that returns a passage from a claim letter says nothing about whether the person running the search may open, edit, or redistribute that file.
Constraints at the access controls step
Knowledge base permission is the threshold. Collection-level permission, meaning the permission of a file or folder, cannot bypass knowledge base permission. File-level permission is a commercial-edition feature. In the closed state, a collection's readability matches the knowledge base, and the system does not query any collection permission records. In the open state, each file and folder receives a complete permission snapshot, and list views, detail views, and retrieval recall are authorized item by item against that snapshot.
Retrieval recall filters by the readable files of the current member only when authorization runs under the current member identity. A workflow that preselects a knowledge base and does not authorize by member identity still recalls according to knowledge base permission. Team administrators do not bypass file-level permission; team-level management covers team resources such as member groups and organizations, while knowledge bases and files are authorized by their own collaborator configuration. System root and team owners are treated as holding all permissions on all files. Deleting a file or folder is limited to the creator; collaborators with administrator or write permission cannot delete it. Collaborator configuration uses full-overwrite semantics, and the submitted list must contain the current creator.
External system authorization and FastGPT resource permission are verified separately. A permission result in the insurance claim system does not carry into the FastGPT knowledge base, and the reverse also holds.
Hypothetical paper exercise sample. A trade after-sales team maintains a knowledge base named "Return and claim cases" in FastGPT with file-level permission already open. Member A has knowledge base manage permission, member B has knowledge base read permission, and member C is a team administrator. The case material "T-2024-018 return agreement" has member A as creator, and its collaborator list currently contains member A as creator and member B with read permission. The proposed handover request reads: "Change member B's role on the T-2024-018 return agreement from read permission to write permission, and add member C as administrator." A second material, "T-2024-018 claim letter," has member A as creator and only member A in its collaborator list. The draft sentence awaiting judgment reads: "Member B can now modify the content of the T-2024-018 claim letter."
Configuration and implementation checks
| Configuration item | Relevant setting on this page | How to check |
|---|---|---|
| Knowledge base file-level permission switch | Open state authorizes collections item by item against snapshots; closed state inherits knowledge base permission | Confirm the switch state in the file list on the knowledge base detail page; closing is destructive and requires second confirmation |
| Collection collaborator list | Full-overwrite semantics; the submitted list must contain the current creator | Open the collaborator panel of the target file and check whether the list contains the creator |
| Member role | Read permission, write permission, administrator, creator | Compare against the role descriptions in the configuration dialog; creator cannot be granted or modified through collaborator configuration |
| Inherited and independent state | Inherited state follows the parent; independent state is not overwritten by the parent | When modifying a collaborator inherited from the parent, confirm whether a conflict prompt appears and the node converts to independent state |
| Retrieval recall authorization | Filters unreadable files when authorizing under the current member identity | Run a knowledge base search test as member B and observe whether files outside B's readable range are recalled |
| External system permission | External interface authorization and FastGPT resource permission are verified separately | Record the visible content and operation result for the same material in the external system and in FastGPT separately |
Hypothetical starting value for this exercise: change member B's read permission on the T-2024-018 return agreement to write permission. This starting point is chosen because the handover request explicitly asks for a role change, and the comparison object is member B's actual operation result in the file list and detail view before and after the change.
Three common errors
- Treating retrieval relevance as authorization evidence. Retrieval recall filters by the current member's readable files, but a workflow that preselects a knowledge base without member-identity authorization does not filter at file level and still recalls by knowledge base permission. If a search test under member B's identity returns a passage from the claim letter, the input is that search result, the comparison object is the actual role in the claim letter's collaborator list, and the observable result is a mismatch between the retrieval hit and the collaborator list.
- Omitting the creator in a full-overwrite submission. Collaborator configuration uses full-overwrite semantics, and the submitted list must contain the current creator, otherwise the submission is rejected. If the list submitted to change member B to write permission contains only member B, the input is a collaborator list without member A, the comparison object is current creator member A, and the observable result is rejection of the submission or removal of the creator record.
- Treating team administrator as a bypass of file-level permission. Team administrators do not bypass file-level permission; team-level management covers team resources only. If member C's team administrator role is used to infer manage permission on the T-2024-018 return agreement, the input is member C's team role, the comparison object is the file's collaborator list, and the observable result is that member C does not appear in that list.
How to verify the setup
- For the handover request on the T-2024-018 return agreement, the input is the draft request "Change member B's role on the T-2024-018 return agreement from read permission to write permission, and add member C as administrator." The comparison object is the current collaborator list, which holds member A as creator and member B with read permission. The configuration takes effect when the submitted list contains member A, member B with write permission, and member C as administrator. When the submitted list omits member A, the submission is rejected.
- For the draft sentence on the T-2024-018 claim letter, "Member B can now modify the content of the T-2024-018 claim letter," the input is that sentence together with the claim letter's collaborator list, which contains only member A. The comparison object is member B's role in that collaborator list. Member B does not appear in the list, so the draft sentence is not supported and remains pending verification. No evidence in the supplied material shows an authorization change on the claim letter.
- For retrieval recall authorization, the input is a knowledge base search test query run under member B's identity. The comparison object is member B's readable file range. Files outside that range are not recalled. If a workflow preselects the knowledge base without member-identity authorization, the observable result is recall according to knowledge base permission, and this difference is recorded. An empty result set can be checked against a clearly stated paper input of an empty list to verify downstream design; no claim is made that any particular query returns an empty list.