Memory and knowledge

Each one answers a different need:

• Permanent Memories (Settings > Memory) are short instructions and facts about you, such as “keep replies brief”. They are included in every conversation.
• Document Memories (same page) are whole documents, such as brand guidelines, that Operly draws from when they are relevant.
• Knowledge Bases (Settings > Team) are reference collections you attach to a team member.
• Files hold your documents. Your team can read and search them when you ask.

For the longer story, see memory and files and AI that remembers.

Open Settings > Memory. Under Permanent Memories, type into Add a permanent instruction… and choose Add. It starts working straight away.

Write short, specific lines, such as “Always address me as Dr. Smith” or “Use bullet points, not paragraphs”. Each one can be up to 2,000 characters, and you can have up to 50 active at once. The page shows your count as Active: n/50.

Use the pencil to edit a memory and the bin to delete it. Switch one off to pause it without losing it. Active memories are included in every conversation with any team member.

As you work, Operly can save details from your conversations. They are listed under What Operly Knows on Settings > Memory, each with a short label, a category and when it was last updated. They are used as background context, not as strict instructions.

You can search the list, delete anything outdated, or use Promote to permanent instruction to make it an always-on memory. Clear All deletes the whole list, and that cannot be undone.

You can also ask any team member to remember something, such as “Remember that my office is closed on Fridays.” Computer has a Memory tab where you can edit or forget what your team saved.

It depends where it lives. All of these are on Settings > Memory:

• Permanent Memories: switch one off to pause it, or delete it.
• Document Memories: switch a document off to pause it, or delete it.
• What Operly Knows: delete one item, or use Clear All to remove them all.

Deleted items cannot be recovered. A Knowledge Base in Settings > Team can be switched off with Deactivate or deleted. You can also tell a team member to forget something they saved.

Yes. Under Document Memories on Settings > Memory, drop a file onto the upload box or click it. You can keep up to 25 documents. PDF, Word, PowerPoint, Excel and RTF files can be up to 10 MB, and text files such as .txt, .md and .csv up to 5 MB. Each document can hold up to 200,000 characters of text.

Operly indexes the document, then pulls in the relevant parts when they come up in a conversation. Uploading a file with the same name replaces the earlier one, and you can switch a document off to pause it.

For a Google Doc, download it as a PDF or Word file first.

A knowledge base is a collection of reference material, such as a price list or a policy, that you attach to a team member. It lives in Settings > Team, under Knowledge Bases.

There are two kinds. Uploaded holds files you upload. Linked Docs points at documents already in your Files, so the knowledge base follows them when they change. Each one shows its size in tokens, and you can switch it on or off with Activate and Deactivate.

Your team can also search your knowledge bases when you ask a question.

1. Open Settings > Team and choose Create Knowledge Base.
2. Enter a name and, if you like, a short description.
3. Pick a source. Upload Content takes up to 100 files: PDF, Word, PowerPoint, Excel, RTF, images (PNG, JPG, WebP) and text files. Documents can be up to 10 MB each, images and text files up to 5 MB. Link Documents lets you search your files and tick the ones to include.
4. Choose Create Knowledge Base.

To change it later, edit the knowledge base from the list.

Open Settings > Team and edit the team member. Under Attach Knowledge Bases, tick the knowledge bases that person should use, then save. You can attach several, and the same knowledge base can go to more than one team member.

If you have not made any yet, the form says so and points you to create one first.

Only a knowledge base that is switched on is used. Switching one off with Deactivate stops it everywhere without deleting it.

When you talk to a team member who has knowledge bases attached, Operly gives them the content of those that are switched on as reference material for the conversation. Keep each knowledge base focused on what that person needs, with clear headings.

There is a limit to how much is passed along in one conversation. If your knowledge bases hold more than fits, the extra is left out or cut, so put the most important material in smaller, specific knowledge bases rather than one huge one.

Linked documents are read as they are now, so edits to those files show up the next time that team member chats.