Have Operator remember
Ask Operator to remember facts, preferences and standing instructions, so you do not have to repeat them in every conversation. Operator keeps what it remembers in memory pages: one for each household, one for you and one for your firm. You can read and correct each page in Files.
What firms use it for
- A client's preferences. "Remember that Sarah Nguyen prefers phone calls to email, and afternoon meetings."
- Key facts from a meeting. From a meeting page, ask: "Remember the decisions from this meeting for the Calderon household."
- Facts from a document. Attach a fact find and ask: "Remember the key facts in this for the Abbott household."
- A client's other advisers. "Remember that the Donnellys' accountant is Tom Whitfield at Whitfield Partners."
- How you like to work. "Remember that I like follow-up emails short, with next steps as a list."
- Your firm's standing instructions. "Remember that our firm reviews every client's insurance at their annual review."
Ask Operator to remember something
- In a conversation, start your request with "Remember", then say what to remember. If it is about a household, name it, unless the conversation is already about that household.
- Operator shows a Confirmation required card. It says that Operator wants to save a memory, usually with the name of the household, person or firm it is about. Scope shows which kind of page it will change.
- Check the card, then select Approve. See Approve actions and answer questions.
The step then shows one of these:
| Step shows | What it means |
|---|---|
| Saved memory | Operator added what you told it. |
| Updated memory | Operator replaced something older on the page, such as an earlier address. |
| Memory already up to date | The page already had this. Nothing changed. |
Operator saves each fact on its own, with a link to where it came from: the conversation, a file or a meeting.
Remember what is in a document
Attach the document, or ask from it, and say what to remember. For example, "Remember the insurance details in this policy schedule for the Donnelly household."
Operator reads the document and saves the facts in it, with a link back to the document. It does not save a copy of the document itself. To keep the document, ask Operator to file it in the household's folder in Client Context. See Work with files in Operator.
If you only say "Save this", Operator asks whether to file the document or to remember what it says.
How Operator uses what it remembers
Operator uses your page and your firm's page in every conversation. It uses a household's page when your request is about that household, for example when you ask from one of its meetings.
When Operator answers from a memory page, it links to where the fact came from, so you can check it.
See and correct a memory page
- Select Files in the sidebar.
- Under Knowledge spaces, select Memory.
- Open a folder, such as Household: Nguyen Family, User: followed by your name, or Organisation: followed by your firm's name.
- Select the page, index, to read it.
A page appears once Operator has saved its first memory about that household, person or firm. In a conversation, the page shows as Memory: followed by the name, for example Memory: Nguyen Family.
Each page uses these sections where they fit:
| Page | Sections |
|---|---|
| Household | State, Facts, Preferences, Relationships, Playbooks, Open Threads, Notes |
| You | State, Preferences, Playbooks, Notes |
| Your firm | State, Standing instructions, Standard playbooks, Team structures, Compliance, Notes |
Select a source link beside a fact to open where it came from. A conversation link opens that conversation.
To correct or remove a fact, select Edit at the top of the page. Edit shows when you can change the page. See Edit a file. You can also ask Operator, for example "Forget that Sarah prefers afternoon meetings." Operator asks for your approval before it changes a memory page.
Each change to a page is kept as a version, so you can see what the page said before. See See earlier versions.
When a page grows long, Operator moves some of it to extra pages in a pages folder beside it.
Who can see memory pages
- Your firm's page: everyone in your firm.
- A household's page: the people in your firm who have access to that household.
- Your page: only you.
You cannot share a memory page, and clients cannot see memory pages.
What memory is not for
- Work in progress, such as a draft email or document. It stays in the conversation.
- Reminders. To have Operator come back to something later, ask it to follow up, for example "On Tuesday, check whether the Bianchi trades have settled." See Check or cancel a scheduled follow-up.
- Tasks. Ask Operator to add a task, or add it yourself. See Manage your tasks.
- How names are spelt in transcripts. Use the glossary. See Teach Alcova your terms with the glossary.
- Anything you ask Operator not to remember. Operator does not save it.
Memory pages stay in Alcova. They do not sync to your CRM.