Put reusable procedures in Company Brain at the smallest correct scope. Keep task progress on the task, files in Storage and temporary continuity in runtime memory. Use focused linked notes, choose automatic injection deliberately and verify the context an agent actually receives.
Choose the right home for each kind of information
| Information | Home |
|---|---|
| Reusable company or client procedure | Company Brain |
| A blocker or decision for this assignment | Project or task notes |
| A report, export or source file | Storage |
| Short-lived runtime continuity | Agent/runtime memory |
For example, “how we review a report” is a procedure. “This report is waiting for the April data” is task state. The finished spreadsheet is a file. Keeping them distinct makes updates easier to locate and prevents a temporary blocker from becoming a permanent instruction.
Use the smallest scope that tells the truth
Company writing standards can apply broadly. One customer’s terminology belongs to that customer. A launch-specific constraint belongs to the project. An agent-specific operating instruction should not silently become everyone’s rule.
Scope is a retrieval and permission concern, not a decorative tag. Check both the note’s scope and the reader’s access. When reusing an agent across clients, test that its context changes with the assignment instead of carrying yesterday’s client brief forward.
Write a note another agent can retrieve
Give the note a clear title, short summary, reusable procedure and related links. Use a few useful tags rather than tagging every noun. Link a source file or task instead of pasting a large export into the note body.
Title: Client Report Review
Summary: Checks required before a report is delivered.
Scope: The appropriate customer.
Procedure: Verify period, sources, gaps and final file.
Related: Brand terminology; reporting source list.
Evidence: Link the approved example in Storage.Company Brain supports wikilinks, tags, folders, versions and linked knowledge. Normal durable agent notes can be active; drafts are for explicitly uncertain notes needing review, not a mandatory queue for every update.
Choose what must arrive every turn
Automatic injection is useful for compact recurring rules. Long background material is often better retrieved when relevant. Do not put every document into always-on context just because it exists.
Context has character budgets, including a total and a per-note limit. Raising the total does not necessarily prevent an individual long note from being trimmed. Prefer several focused notes with useful links, and check the resolved source list and content after changing important rules.
Test retrieval, update and scope
- Create one short procedure and attach the supporting source file.
- Ask an authorized worker to find and summarize the rule with its source.
- Change one requirement and verify what reaches the next task.
- Check a restricted identity cannot retrieve out-of-scope client material.
- Inspect a long note for trimming before relying on its final paragraphs.
Finding a title is not proof the entire note entered the model’s context. Verify the content actually supplied by the integration, especially after compaction, restart or a scope change.
Turn useful learning into maintained knowledge
After a task, promote only the reusable lesson. Keep the one-off chronology on the task and point to it as evidence if necessary. Review contradictory procedures together, choose an owner for important rules and use version history when a change was wrong.
Do not store API secrets in a prompt-visible knowledge note merely because an agent asks. Use the runtime’s supported credential configuration and keep operational references separate from secret values.
Start with one procedure
Choose a rule you currently paste into every chat. Save a focused note at its proper scope, then verify it on one task. Read the Company Brain manual for context resolution and the Storage guide for linked files.