Administration¶
This page is for Corporate Memory administrators: the people who manage users, organization settings, schedules, and the document approval queue. Everything here lives in the portal's Console & Settings area and requires the Admin role.
Roles and permissions¶
Every Corporate Memory user holds exactly one of four roles. Roles are enforced on every page and every API request; a user without access to a feature cannot reach it by typing the URL.
| Capability | Admin | Management | Automation | Member |
|---|---|---|---|---|
| Copilot chat | Yes | Yes | Yes | Yes |
| Vision Dashboard: activity dashboards | Yes | Yes | Yes | Yes |
| Copilot Usage analytics | Yes | Yes | No | No |
| Workflow review & approval | Yes | Yes | Yes | No |
| Update tracking | Yes | No | No | No |
| Vision Dashboard: Workspace Insights, ROI Insights, KPIs | Yes | No | No | No |
| Console & Settings (users, org settings, scheduler) | Yes | No | No | No |
| Document approval queue | Yes | No | No | No |
Choosing roles in practice:
- Admin: a small number of people who own the platform for your organization.
- Management: leads who approve workflow changes and track Copilot adoption.
- Automation: workflow operators who work the automation queues daily but don't need analytics or settings.
- Member: everyone who should be able to ask Copilot and view activity dashboards, and nothing more.
Copilot's behavior can also be tailored per role: administrators can set role-specific Copilot instructions so, for example, Members get a different assistant emphasis than Management.
User provisioning¶
Corporate Memory is invitation-only. There is no self-service sign-up.
- In Console & Settings, an Admin sends an invitation to the user's email address, selecting their role.
- The user follows the emailed link and completes account setup. Sign-in options, including single sign-on, are covered in SSO and Identity.
- The account exists only within your organization and starts with exactly the role you assigned.
Admins can change a user's role or remove access at any time. Your organization's plan sets a maximum user count; contact support@workdone.ai to raise it.
Step-by-step instructions: Managing Users.
Least privilege by default
Invite people as Members and promote them when a workflow requires it. It is far easier to grant workflow access to the two people who need it than to walk back broad access later.
Organization settings¶
Console & Settings holds your organization-level configuration:
- Knowledge-base sources: which SharePoint site and folder, and which Google Drive locations, feed the Copilot knowledge base, and how often they are scanned.
- Starter prompts: the pre-written questions shown on the Copilot home screen. Keep these current; they are most users' first impression of what Copilot can do.
- Copilot instructions: organization-wide and per-role guidance that shapes how Copilot answers.
- Report recipients: who receives the weekly Copilot usage summary email.
Scheduler configuration¶
The automation workflows configured for your operation run on schedules you control from the Scheduler settings page. Configuration changes take effect from the portal; no support ticket is needed for routine tuning.
Two rhythms matter:
| Job | Typical cadence | What it does |
|---|---|---|
| Data sync | Every 15 to 30 minutes | Sends approved updates to your business systems and picks up their confirmations |
| Enrichment | Daily, during off-hours | Loads fresh working data, enriches it from the agreed data sources, and stages the comparison for review |
When adjusting schedules, keep the enrichment run in a window when your team isn't mid-review, and leave the data sync frequent; it is what moves approvals into your systems and brings confirmations back into update tracking.
Document approval queue¶
The approval queue is the human checkpoint in the Copilot ingestion pipeline (see Copilot for the full flow). Documents the AI review flags wait here for a decision.
For each queued document you can see the file, its source location, and why it was flagged. You then:
- Approve: the document is indexed into the knowledge base and becomes available to Copilot.
- Reject: the document is excluded. It stays in its source system untouched; it just never enters the knowledge base.
Work the queue regularly. A stale queue means recently added documents aren't answerable in Copilot, and users experience that as "Copilot doesn't know about X." Practical guidance: Managing the Knowledge Base.
Rejection is not deletion
Rejecting a document only keeps it out of the Copilot knowledge base. Managing the document itself (moving, restricting, or deleting it) happens in SharePoint or Google Drive, not in Corporate Memory.
Getting help¶
For anything you can't resolve from the portal (plan changes, integration onboarding, or unexpected behavior), see Support or email support@workdone.ai.