Shared work memory¶
Shared work memory is guidance an organization prepares and approves for HiveAI to use in relevant answers. It can explain a term, describe an approved process, record a supported fact or supply reusable context. The organization controls its intended audience and when it may be used.
For example, a finance team can define what “quarter close” means and explain which records support a status claim. An approved entry may help HiveAI answer a relevant question. It does not complete the close, approve an expense or change a business record.
Availability¶
The backend implements revisioned guidance, review decisions, audience restrictions, retrieval checks and retained history. Current 06 Final Screens describe a HiveAI handoff to Shared work memory in Tenant Admin. The frontend is still in progress; the inspected implementation does not yet provide this management journey.
The current design explicitly marks creating and editing guidance as unavailable. This documentation does not establish a deployed feature or provide an alternative authoring shortcut. Use the task guide when the corresponding experience is available. Several access, history and authoring details still require implementation reconciliation.
Who uses it¶
| Reader | Responsibility |
|---|---|
| Colleagues and external participants | Ask questions within their existing workspace and source access; do not assume that a shared entry grants access |
| Managers and executives | Identify useful guidance, its business owner, intended audience and review expectations |
| Authorized tenant administrators | Inspect guidance and make permitted review or lifecycle decisions |
| Support and platform staff | Help distinguish access, unavailable content, uncertain saves and unfinished client delivery |
| Engineers, designers and operators | Maintain the contracts, retrieval checks and retention boundaries described in the private reference |
A management permission is separate from access to the underlying source information. The implementation uses the same policy-management permission for authoring and review; it does not enforce a separate author and approver. Organizations requiring independent review must arrange that responsibility explicitly.
Shared guidance and personal memory¶
Personal memory concerns preferences or context saved for one person. Shared work memory belongs to the organization and has a review lifecycle. Saving a personal preference does not publish it as organizational guidance. Removing a personal memory or deleting a conversation does not remove shared guidance.
The knowledge library is another distinct capability: uploading and processing a document is not the same as approving a short work-memory entry. Guidance also does not replace the source record or its own approval process.
Types of guidance¶
| Type | Purpose and boundary |
|---|---|
| Terminology | Explain an organization-specific term; explicitly organization-authored terminology may have no linked source |
| Process guidance | Explain an approved way of working; requires a governed source reference |
| Shared fact | Supply a fact supported by a governed source reference |
| Reusable context | Provide context for relevant questions; review its scope and accuracy before approval |
A linked source is evidence with an access boundary, not a promise that every reader can open it. Some details can be shown as Unavailable. Do not replace unavailable names or source information with guesses.
Review and lifecycle¶
| State shown in the design | Meaning |
|---|---|
| Draft | Proposed guidance that is not used for new answers |
| Awaiting review | Submitted guidance awaiting approval or return to draft |
| Approved | Eligible for relevant answers when current access, dates and source checks permit |
| Paused | Temporarily excluded from new answers; may be resumed when appropriate |
| Retired | Excluded from new answers; that revision cannot be resumed |
| Removed | Removed from the shared list; retained content may still exist and remain readable under current access |
Editing approved guidance creates a newer draft while the earlier approved revision can remain eligible. The current detail view may show the draft without the earlier approved text. Reviewers need to know which version they are considering; a new draft is not evidence that the old guidance has stopped being used.
Removal is available only after active or paused guidance has been retired. It is a logical removal, not confirmation of permanent erasure.
Audience, classification and dates¶
Ordinary guidance can target the organization or an authorized department. Department scope and advanced governance choices require appropriate capability and licensing. The backend also models Secret guidance for an exact person or governed group with current classified authority, source evidence and a bounded authority window. That broader model is not fully exposed by the current public authoring contract.
Classification describes sensitivity; audience describes intended recipients. Neither substitutes for current authorization. Approval does not override either. A future start, expiry, lost department membership, inaccessible source or changed authority can prevent guidance from informing an answer.
Retention dates and legal-hold information concern keeping records. They are distinct from when guidance may be used. Do not treat a missing retention end as a commitment to keep or erase content on a particular schedule.
What approval can and cannot establish¶
Approval makes guidance eligible for selection. The current retrieval process considers a bounded set of entries and matches the question against titles and content. Relevant guidance can therefore be absent from an answer, and a large entry may not fit the available context.
Review the answer and its supporting records before making consequential decisions. Guidance does not execute an action, bypass a source permission or guarantee that an answer is correct. Follow governed action review for proposed changes to business records.
Costs and retained information¶
The ordinary work-memory management handlers do not themselves make a paid model call. Asking HiveAI to find or use guidance still belongs to the applicable conversation and credit and budget rules. There is no fixed per-entry saving or price established by this documentation.
Titles, content, revisions, source references, classification and governance metadata are stored. Removal preserves revision content in the current implementation. Tenant exports can contain those stored rows, and user-data deletion does not currently erase shared work-memory rows. Do not insert passwords, tokens or unnecessary personal information. Ask the organization's administrator about an actual retention or erasure request.
Read the task guide¶
The shared-guidance guide covers finding an entry, inspecting exact content, submitting, approving, returning to draft, pausing, resuming, retiring, removing and recovering when a result is uncertain. All audience walkthroughs remain draft pending the initial review.
When guidance depends on Secret information¶
A Secret-access exception is a separate, time-bounded authority decision. Approving shared guidance does not create that grant or extend its lifetime. Use the access decision guide for inspection and follow-up when classified authority changes.