AI Tools Field Guide

Open edition · no CAC needed

Beginner — Use AI tools at work

Working together

Lesson 14 of 16≈4 min

Turn one person's helper into the shop's helper without losing the review: know what each tool can share today, split drafting and reviewing into four roles, and run a weekly rhythm that holds whatever the platform does next.

Three people around a table looking at one screen.
Clip art generated with Gemini for this guide.

What can be shared, per tool

Tool Shareable How
Gemini A published agent To named users in your organization; sharing an agent shares its data sources and files
Gemini One chat, by link The three dots beside the chat title, then Share. Anyone with the link sees the whole chat, including text drawn from your files; revoke it under Settings, Shared chats
Grok A project, in principle The Share Project dialog is there, but on 17 Sep 2026 searching for a person returned no results, so we could not share one. Expect this to change
Grok A skill Within authorized teams, when your administrator has enabled sharing
ChatGPT Nothing yet As of September 2026, a project's menu offers only Edit project, a custom GPT's menus offer only Pin and Edit, and a chat's menu offers Rename, Pin and Delete
Claude A chat, or an Artifact A chat link works like Gemini's; an Artifact (a document, a small app) opens beside the chat and can be shared or published on its own
Every tool The document itself Your approved share drive and review workflow
The Share Project dialog in Grok: a search box for people or teams with an Invite button, the note not shared with anyone yet, General Access set to Only people invited, and a Copy Link option.
Grok's Share Project dialog. The controls are in place; finding a person to invite did not work for us in September 2026.

Screenshot by the author on a sandbox account, 16 September 2026.

Gemini's Share conversation dialog: by sharing this chat, anyone with this link will have access to session prompts, responses and generated content, including content generated from private documents; new messages remain private to you; revoke access under Shared chats in Settings. Buttons: Create link and Manage shared chats.
Gemini's Share conversation dialog. Read the whole chat before you create the link: it shows everything, including text generated from your files.

Screenshot by the author, 17 September 2026.

The last row always works: the source lives on the drive, the draft goes into the review copy, the approval is recorded there.

Four roles

The weekly rhythm

  1. Monday: the source owner checks for changed instructions and updates the helper
  2. Through the week: drafters run the helper and file drafts with the source beside them
  3. Thursday: reviews in pairs, with the checklist
  4. Friday: the signer signs what cleared; the rest goes into next week's pile

None of it depends on a particular platform feature, so it keeps working as features come and go.

Vendor facts checked ; re-verify before relying on them.