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[GH-ISSUE #17514] issue: Workspace Models: Knowledge being ignored when created in older Open WebUI version #56982

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opened 2026-05-05 20:21:46 -05:00 by GiteaMirror · 3 comments
GiteaMirror commented 2026-05-05 20:21:46 -05:00
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Originally created by @lindner-tj on GitHub (Sep 17, 2025).
Original GitHub issue: https://github.com/open-webui/open-webui/issues/17514

Check Existing Issues

  • I have searched for any existing and/or related issues.
  • I have searched for any existing and/or related discussions.
  • I am using the latest version of Open WebUI.

Installation Method

Other

Open WebUI Version

v0.6.28

Ollama Version (if applicable)

Operating System

Clients: Windows / OWUI: K8s on Linux

Browser (if applicable)

Chrome, Vivaldi

Confirmation

  • I have read and followed all instructions in README.md.
  • I am using the latest version of both Open WebUI and Ollama.
  • I have included the browser console logs.
  • I have included the Docker container logs.
  • I have provided every relevant configuration, setting, and environment variable used in my setup.
  • I have clearly listed every relevant configuration, custom setting, environment variable, and command-line option that influences my setup (such as Docker Compose overrides, .env values, browser settings, authentication configurations, etc).
  • I have documented step-by-step reproduction instructions that are precise, sequential, and leave nothing to interpretation. My steps:
  • Start with the initial platform/version/OS and dependencies used,
  • Specify exact install/launch/configure commands,
  • List URLs visited, user input (incl. example values/emails/passwords if needed),
  • Describe all options and toggles enabled or changed,
  • Include any files or environmental changes,
  • Identify the expected and actual result at each stage,
  • Ensure any reasonably skilled user can follow and hit the same issue.

Expected Behavior

Setting
User with role "User" creates a private Workspace model that uses a private knowledge base. Knowledge base consists of several uploaded PDFs

Expected Behavior
Workspace model is able to answer specific questions related to the associated knowledge base when prompted by the model's creator.

Actual Behavior

Setting
User with role "User" creates a private Workspace model that uses a private knowledge base. Knowledge base consists of several uploaded PDFs

Actual Behavior
Workspace model is able to answer specific questions related to the associated knowledge base only when one of the following is true:

  • workspace model has been newly created in OWUI version v0.6.28
  • workspace model is prompted by an admin user
  • Knowledge base entries created in version v0.6.25 have been altered slightly in v0.6.28

Steps to Reproduce

  1. use Open WebUI v0.6.25 and be logged-in as a non-admin user
  2. create a workspace model and a new knowledge base using some PDFs
  3. ensure the model as well as the knowledge base are set to private
  4. When you test your new model you see that the workspace model doesn't use the knowledge base when answering your prompts
  5. update to OWUI v0.6.28
  6. prompts are still not being answered using the model's attached knowledge base
  7. edit one entry in the knowledge base slightly
  8. now only this updated knowledge base entry is being used in the generation of the response. Other entries are still being ignored until they get edited.

We have been using OWUI for several months now and noticed in v.0.6.25 that non-admin users can't properly chat with private workspace models that they themselves have created. I assume this is because the associated knowledge base is also set to private. However, the knowledge base was also created by the same user.

For newly created knowledge bases this behavior is gone in v0.6.28. However, it still occurs when a pre-existing model and knowledge base created in an older version of OWUI is being prompted by a non-admin user. A workaround is to alter one characacter in the existing knowledge base entry. You need to do this once for every file/entry. Then it works as expected.

The Workspace users group has the following Workspace Permissions:
Models Access=True
Knowledge Access=True
Prompts Access=True
Tools Access=False

Logs & Screenshots

There aren't any error messages. You can see in the model's response if it has used certain knowledge files when answering your question. If the workspace model stems from an older version of OWUI, you can yee that it uses only those knowledge files that have been edited once in the newest version of OWUI. By editing I mean "touching" the entries briefly, e.g. adding a whitespace character.

Additional Information

I looked in the changelogs for every new version from v0.6.26 onward but couldn't find anything that fits my issue so I am reporting it here.

There are similar existing issues: 16318 or 15977. It indeed appears to be mostly fixed, but I am still experiencing the same issue if the model and knowledge were created in an earlier version of Open WebUI.

Originally created by @lindner-tj on GitHub (Sep 17, 2025). Original GitHub issue: https://github.com/open-webui/open-webui/issues/17514 ### Check Existing Issues - [x] I have searched for any existing and/or related issues. - [x] I have searched for any existing and/or related discussions. - [x] I am using the latest version of Open WebUI. ### Installation Method Other ### Open WebUI Version v0.6.28 ### Ollama Version (if applicable) - ### Operating System Clients: Windows / OWUI: K8s on Linux ### Browser (if applicable) Chrome, Vivaldi ### Confirmation - [x] I have read and followed all instructions in `README.md`. - [x] I am using the latest version of **both** Open WebUI and Ollama. - [x] I have included the browser console logs. - [x] I have included the Docker container logs. - [x] I have **provided every relevant configuration, setting, and environment variable used in my setup.** - [x] I have clearly **listed every relevant configuration, custom setting, environment variable, and command-line option that influences my setup** (such as Docker Compose overrides, .env values, browser settings, authentication configurations, etc). - [x] I have documented **step-by-step reproduction instructions that are precise, sequential, and leave nothing to interpretation**. My steps: - Start with the initial platform/version/OS and dependencies used, - Specify exact install/launch/configure commands, - List URLs visited, user input (incl. example values/emails/passwords if needed), - Describe all options and toggles enabled or changed, - Include any files or environmental changes, - Identify the expected and actual result at each stage, - Ensure any reasonably skilled user can follow and hit the same issue. ### Expected Behavior **Setting** User with role "User" creates a private Workspace model that uses a private knowledge base. Knowledge base consists of several uploaded PDFs **Expected Behavior** Workspace model is able to answer specific questions related to the associated knowledge base when prompted by the model's creator. ### Actual Behavior **Setting** User with role "User" creates a private Workspace model that uses a private knowledge base. Knowledge base consists of several uploaded PDFs **Actual Behavior** Workspace model is able to answer specific questions related to the associated knowledge base **only** when one of the following is true: - workspace model has been newly created in OWUI version v0.6.28 - workspace model is prompted by an admin user - Knowledge base entries created in version v0.6.25 have been altered slightly in v0.6.28 ### Steps to Reproduce 1. use Open WebUI v0.6.25 and be logged-in as a non-admin user 2. create a workspace model and a new knowledge base using some PDFs 3. ensure the model as well as the knowledge base are set to private 4. When you test your new model you see that the workspace model doesn't use the knowledge base when answering your prompts 5. update to OWUI v0.6.28 6. prompts are still not being answered using the model's attached knowledge base 7. edit one entry in the knowledge base slightly 8. now only this updated knowledge base entry is being used in the generation of the response. Other entries are still being ignored until they get edited. We have been using OWUI for several months now and noticed in v.0.6.25 that non-admin users can't properly chat with private workspace models that they themselves have created. I assume this is because the associated knowledge base is also set to private. However, the knowledge base was also created by the same user. For newly created knowledge bases this behavior is gone in v0.6.28. However, it still occurs when a pre-existing model and knowledge base created in an older version of OWUI is being prompted by a non-admin user. A workaround is to alter one characacter in the existing knowledge base entry. You need to do this once for every file/entry. Then it works as expected. The Workspace users group has the following Workspace Permissions: `Models Access=True` `Knowledge Access=True` `Prompts Access=True` `Tools Access=False` ### Logs & Screenshots There aren't any error messages. You can see in the model's response if it has used certain knowledge files when answering your question. If the workspace model stems from an older version of OWUI, you can yee that it uses only those knowledge files that have been edited once in the newest version of OWUI. By editing I mean "touching" the entries briefly, e.g. adding a whitespace character. ### Additional Information I looked in the changelogs for every new version from v0.6.26 onward but couldn't find anything that fits my issue so I am reporting it here. There are similar existing issues: [16318](https://github.com/open-webui/open-webui/issues/16318) or [15977](https://github.com/open-webui/open-webui/issues/15977). It indeed appears to be mostly fixed, but I am still experiencing the same issue if the model and knowledge were created in an earlier version of Open WebUI.
GiteaMirror added the bug label 2026-05-05 20:21:46 -05:00
GiteaMirror commented 2026-05-05 20:21:50 -05:00
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@davidpede commented on GitHub (Sep 17, 2025):

Could be related: #17513

<!-- gh-comment-id:3302930828 --> @davidpede commented on GitHub (Sep 17, 2025): Could be related: #17513
GiteaMirror commented 2026-05-05 20:21:51 -05:00
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@rajasrijan commented on GitHub (Dec 29, 2025):

Im facing same issue, but my knowledge is not private.

<!-- gh-comment-id:3695828363 --> @rajasrijan commented on GitHub (Dec 29, 2025): Im facing same issue, but my knowledge is not private.
GiteaMirror commented 2026-05-05 20:21:53 -05:00
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@silentoplayz commented on GitHub (Jan 14, 2026):

@lindner-tj, @rajasrijan Is this issue still relevant today for you in the latest version of Open WebUI?

<!-- gh-comment-id:3748990593 --> @silentoplayz commented on GitHub (Jan 14, 2026): @lindner-tj, @rajasrijan Is this issue still relevant today for you in the latest version of Open WebUI?
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Reference: github-starred/open-webui#56982
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