Workspace notes
Short reminders the owner writes once and every agent reads on every run — without republishing.
What notes are for
Notes are the fastest way to change what your agents know right now. While instructions are per-agent and only take effect after you republish, a note lands in every run the moment you save it — no republish required.
Good candidates: temporary closures, staffing changes, anything that expires. Bad candidates: rules that should always apply — those belong in the agent’s instructions so they survive a note cleanup.
Notes vs instructions vs Knowledge
- Instructions — permanent rules for one agent. Require a republish to change. The agent reads them on every run regardless of content.
- Workspace notes — short, org-wide, owner-authored. Take effect immediately on all matching agents. Best for temporary or shared context.
- Knowledge files — documents the agent searches when it needs a specific fact. The agent retrieves passages on demand; it does not read the whole document each run.
Facts and tasks
When you add a note, you choose its type:
- Fact (default) — the note stays live until it expires or you delete it. Example: “Closed Aug 4 for the long weekend.” Agents read it but cannot change it.
- Task (tick “Agents can mark this done”) — the note disappears from agent prompts as soon as one agent claims it via
mark_note_done. Example: “Kevin is waiting for a window to book — call when a slot opens.” Two agents racing to handle the same task will only one succeed in claiming it; the other gets “already handled” and moves on.
Scope and expiry
By default a note is visible to all agents in the workspace. You can narrow it to specific agents when you create or edit it.
Notes can expire automatically: end of today, in one week, or a custom date. Expired notes move to a separate section in the Notes page — they are not silently deleted, so you can renew or review them. A fact like “short-staffed this week” should expire; a policy like “never quote over the phone” belongs in instructions.
Changes take effect without republishing
Unlike instructions, notes bypass the publish snapshot. The next run after you save a note will see it — no republish needed. This also means deleting a note removes it from the next run immediately.
What agents can and cannot do
Agents read notes; they never author them. The only write action an agent can take is resolving a task note with mark_note_done — and only when the owner has explicitly enabled that for that note. The agent’s resolution line is shown to the owner in the Done section but is never re-injected into any future prompt.