Add a knowledge entry

Create an entry when something should hold for every future piece of work, not just the task in hand. You need access to your workspace settings.

Create the entry

Entries live in collections, which group related subjects so the agent can pull in just what it needs.

1. In Settings, open Knowledge.

2. Click New entry.

3. Give it a name that says what it covers, such as Charges glossary.

4. Choose a collection, or create one first with the new collection button above the tree.

5. Write the description. The agent reads this to decide whether to open the entry, so say when it is worth reading rather than restating the name.

6. Pick a category, then click Create entry.

7. Write the entry itself in the editor on the right, then click Save changes.

A new collection appears in the tree marked empty and is kept only in your browser until you save the first entry into it.

Choose when the agent reads it

New entries are opened on demand, which suits most subjects. Change this when an entry has to shape every piece of work.

1. Select the entry, then click Settings above the editor.

2. Under "When the AI loads this", choose Always load.

3. Tick the agents that should carry it: document generation, fact find and forms, meetings, or the assistant chat.

4. Click Save.

The entry now shows a dot in the tree, and the count at the foot of the tree tells you how many entries are always loaded.

What makes a good entry

One subject per entry. An agent that needs your charge terminology should not have to read your section order to get it.

• Write the rule, not the reasoning. "Never write adviser fee; it is always an advice charge" is usable. "We care about clear language" is not.

• Give the exception where there is one, in the same entry.

• Use a table when you are mapping one thing to another, such as an internal abbreviation to the client-facing term.

• Leave out anything true of UK advice generally. Entries are for what is specific to your firm.

Rename, move or delete an entry

Renaming and moving happen in the same place, and both save together, so a rejected move leaves the rest of your changes alone.

1. Select the entry, then click Settings.

2. Change the name, the collection, or both.

3. Click Save.

Moving an entry between collections does not change which agents read it. That is set by the loading rules, so reorganising the tree is safe.

Delete removes the entry from the tree and stops the agent reading it. Its history is kept.

Ask the agent to write it for you

You do not have to use this screen. Tell the agent in chat how your firm does something and it creates or extends the entry itself, then tells you which one it wrote to.

If what you have said contradicts an existing entry, it asks you first and quotes both versions.