How to share a knowledge base with people outside your company
Use a tool whose sharing does not require the reader to join your workspace or use your AI. Claude Projects share only inside your Team or Enterprise organization, ChatGPT projects require every collaborator to log in to ChatGPT, and Gemini Notebook asks for a Google account. A Base opens from a link in any browser, or for named people by signing in with their email, and the reader can connect it to whichever AI they use.
Updated October 7, 2026
The options, compared
| Tool | Who outside your company can open it | Can they use their own AI on it? |
|---|---|---|
| Base | Anyone with the link, or only the people you invite | Yes: Claude, ChatGPT and any app that takes an MCP connector |
| Claude Projects | No one; sharing stays inside your Team or Enterprise organization | Only Claude, inside your organization |
| ChatGPT Projects | Invited people or anyone with the link, if they log in to ChatGPT | Only ChatGPT |
| Gemini Notebook | People with a Google account | Inside Google's apps |
| Google Drive folder | Anyone you share it with | Gemini, if their Google plan includes it |
| Glean | Built for people inside your company | Yes, for employees, through Glean's MCP gateway |
| DocSend | Anyone you send it to, with NDAs and watermarks available | No; its MCP connector is for the sender's team |
| Papermark | Anyone you send it to, with NDAs and watermarks available | Papermark's own AI assistant, inside the data room |
What to look for
- The reader should not need an account in your workspace, or a subscription to the AI you happen to use.
- You should be able to take access back, and know it is gone. In Base, revocation and expiry are checked on every request.
- Answers should be checkable. A summary an outside reader cannot verify is a liability; every fact in a Base carries the quote it came from.
- Restricted documents should stay restricted inside summaries too. A Base shows a fact only to readers who can see every document behind it.
Steps in Base
- Create a Base and add the documents.
- Review the overview and facts Base extracts.
- Pick link mode for a wide audience or invite mode for named people, and decide on downloads, AI access and an expiry date.
- Publish and send the link. The full walk-through is in how to share documents so the recipient's AI can answer questions.
Questions
Is a link-mode Base public?
Anyone who has the link can read it, so treat it as public. Use invite mode when only named people should get in.
What does it cost?
Base is free for up to 2 Bases with 500 credits and no card. Pro is $29 a month for unlimited Bases.
Try it with your own documents
Free for your first Bases, no card. Every new account starts with a Base that explains Base, so there is a cited answer to inspect right away.