How project rules and sharing work
open_in_newOpen AI Projects in Genayaarrow_outwardRules
Next to the organization's memory and your personal memory, a project keeps a third memory that applies inside it only. It has two parts: the standing instructions written in the Instructions panel (the Instructions card on the right) ("Dana prefers texts, never calls after 6pm. Quote in Hebrew.") and the rules taught in chat - "remember she prefers texts" lands in the project, not in your personal memory, when the chat is inside a project. Answers that used one say Used your rule with a link to it, exactly like organization memory. The panel opens on the instructions text itself, with Save as the one button in its head (or Propose, see below); under it, APPROVED RULES lists each rule as a row with its kind, a Share with the organization icon and a quiet Remove, with Add a rule as a quiet link on the label that opens a small form right there; WAITING FOR REVIEW lists the proposals with Approve and Reject on each row for those who can.
Who may apply a rule at once: the instructions and every rule land in every member's prompt as trusted text, so applying one straight away or editing the instructions needs the "Approve and edit what Genaya AI remembers about the business" permission (the owner and admins by default). Everyone else proposes: the panel head reads Propose instead of Save, and the rule waits under WAITING FOR REVIEW in the project's Instructions panel and under Settings > Genaya AI > Memory > Review, labelled with the project, until someone with the permission approves or rejects it. A turn that read a file or other outside text always proposes, whoever wrote it.
The Memory card on the right of the project page sums this up: an Only me or Members pill for who the memory reaches, what Genaya AI learned inside this project, and how many entries wait for review. View memory opens them in Settings > Genaya AI > Memory.
Rules stay inside the project. A memory manager can promote one with the Share with the organization icon on its row, which moves it into the organization's memory through the usual approval. Answer only from this project (a switch row in the Settings panel behind the Schedule card) adds one instruction: answer from this project's records and sources only, and say plainly what is missing when you cannot. It is on by default for Case projects and for organizations running strict mode.
Sharing
- 1Share
On the project page click the Share button in the header, or open the Members card on the right - Share is the one button in the panel head. The panel opens on Who can see it: three rows with a round check, Only me, Members you pick, or Everyone in the organization - tap one and it applies at once.
- 2Add members and roles
Press Share and a row opens at the top of MEMBERS: pick Editor or Viewer, type a teammate's name, and Enter adds the highlighted person (on the phone a picker slides up inside the sheet). Each member is a row with an avatar, the name, a small role dropdown - Editor, Viewer, or Make owner for the owner - and Remove. Members get a "project shared with you" notification on the web bell and the phone.
Members of a project with their roles - the shell is shared, the numbers stay per role. - 3Several companies?
Where your organization runs several companies, a project can be pinned to one of them. A member outside that company sees the project's shell but none of its records, and the Members panel says so.
| Role in the project | Can |
|---|---|
| Owner | Everything: records, saved lists, sources, rules, members, the brief, Archive, transfer the project to someone else. The owner cannot be removed - transfer first. |
| Editor | Add and remove records and saved lists, add sources, propose rules, refresh the brief, dismiss a decision, save answers to the project. |
| Viewer | Chat inside the project, read everything the shell shows, propose rules. |
Who sees which chats
Each member sees their own chats in the project, the Brief thread Genaya AI writes for everyone (nobody types in it), and chats another member chose to share with Share this chat with the project. Sharing shows the plain warning "Members will see this chat as you saw it, including numbers your role can see", because a saved answer carries the asker's view of the data. A shared chat opens read-only for other members; nobody continues someone else's chat. Genaya AI's nightly learning pass also reads the chats held inside a project - shared or not - to suggest project rules to the members who can approve them; a suggestion carries the proposed rule, never a line from anyone's chat.
The permissions behind it
| Permission (Roles and Permissions) | What it allows | On by default for |
|---|---|---|
| Use Genaya AI projects | Start private projects, add records and saved lists, save answers and deliverables, chat inside projects shared with you. | Every role with Genaya AI access, custom roles included. |
| Share Genaya AI projects with the team | Add members, set who can see a project, change roles. | Owner, admin and manager. |
| Manage everyone's Genaya AI projects | See, edit and archive any project; review project rules across the organization. | Owner and admin. |
| Add files and spreadsheets to Genaya AI | Add a source to a project. | Every role with Genaya AI access. |
| Approve and edit what Genaya AI remembers about the business | Edit a project's standing instructions; apply a project rule at once; approve or reject proposals. | Owner and admin. |
Frequently asked
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