Building AI Context in awork Docs

Store your agency and client knowledge in awork Docs so that awork Agents can work with the right context.

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Key Benefits and Use Cases

Good AI results start with the right context. Your agents need information about your agency, your clients, and how you work.

The central place for this is the Docs section. That's where you build the knowledge structure your agents will work with.

Additionally, agents use the context in which they operate:

• Project and Task

• Mentioned Documents

• Mentioned Clients

The better maintained your Docs and projects are, the better your results will be.

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Setting Up Agency Context

We recommend building your agency information in clearly separated sections. This keeps your context organized and prevents individual Docs from becoming unnecessarily large.

For agency context, we recommend these sections:

1. Profile and Services

2. Workflows and Methods

3. Rate Cards and Pricing

4. Internal Guidelines

5. Corporate Design and Tone

1. Profile and Services

Briefly describe what your agency stands for and what you offer.

Store information such as:

• Agency Profile: Industry, focus, and relevant clients

• Services: Your core offerings

• Team Structure: Departments, disciplines, or other relevant structures

The information should be clear enough that even a new team member can quickly get oriented.

2. Workflows and Methods

Document your standard processes and recurring workflows.

Here's an example of a standard project workflow:

1. Brief Received

2. Brief Review

3. Re-Briefing Call with Client

4. Concept and Quote

5. Design and Copy

6. Internal Quality Assurance

7. Written Client Approval

8. Production, Final Artwork, or Print Files

Also store binding principles for projects here.

Examples from your setup:

• One revision round is included in the standard

• Approvals are always done in writing

• A legal review is performed before every print file

3. Rate Cards and Pricing

Store your standard hourly rates.

You can organize these by discipline, seniority level, or your internal structure.

4. Internal Guidelines

Document rules that are important for your daily collaboration.

This includes, for example:

• File Storage and Naming

• Handling Confidential Data

• AI Usage

• Client Communication

5. Corporate Design and Tone

Store the information your AI needs for content and communication.

This includes:

• Brand Idea

• Logo and Logo Guidelines

• Primary and Signal Colors

• Typography

• Tone of Voice

This is especially relevant if your AI, for example, drafts emails or puts together cost proposals.

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Setting Up Client Context

Create a separate section for each client. The structure should be as consistent as possible across all clients.

Recommended sections:

1. Brand and Tone of Voice

2. Stakeholders and Approval Process

3. Terms and Special Arrangements

4. Personas

1. Brand and Tone of Voice

Store the most important information about the brand.

This includes:

• Brand Core

• Tone of Voice

• Visual Identity

• Legal and Regulatory Requirements

2. Stakeholders and Approval Process

Document all relevant contacts and their responsibilities.

Store:

• Names

• Roles

• Responsibilities

• Approval Processes

• Response Times

This way it's clear who can approve which content.

3. Terms and Special Arrangements

Store individual agreements that differ from your standard terms.

This can include:

• Adjusted Hourly Rates

• Retainer Terms

• Monthly Flat Fees

• Special Collaboration Rules

• Time Periods with Special Priority

Examples:

• No Designs with Competitor Products

• Spring and Christmas Campaigns Take Priority

• Collaboration is on a First-Name Basis

4. Personas

Document your client's personas in awork Docs.

This way both your team and your AI can access the same information later.

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Creating Workspace Context

With awork Docs you create a structured knowledge base for your AI with all important details about your agency, clients, methods, or specific guidelines.

Workspace Context (Settings > Workspace Context) forms the shared foundation: here you store the most important information about your organization, how you work, and your general rules:

• Who are we
• How do we work
• What terminology do we use
• What general rules and standards apply
• What roles and responsibilities exist

This information is available to all AI Agents as shared context.

You can organize the more detailed and specific information in your Docs and continue to maintain it there.

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Best Practices for AI Context

• Don't build your entire context all at once. Start with the information that's most important for your agency and your clients.
• Pay attention to a clear separation between general agency knowledge and client-specific information.
• Document rules, roles, and workflows in a way that a new team member would also understand.
• The more relevant knowledge is already documented in awork Docs, the less often you'll need to explain it repeatedly in prompts.

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FAQ

What information belongs in agency context?

This includes, for example, profile and services, workflows and methods, rate cards and pricing, internal guidelines, as well as corporate design and tone.

What information belongs in client context?

For each client we recommend information about brand and tone of voice, stakeholders and approval processes, terms and special arrangements, as well as personas.

Do I need to write information into the prompt every time?

No. Information that's already in your documents doesn't need to be written into a prompt each time.

What additional information do agents use?

In addition to Docs, agents use the context in which they operate. This includes project and task, mentioned documents, and mentioned clients.

Can an agent permanently remember information?

Only if you explicitly confirm that.

How detailed should the context be?

Start with basic information and expand your context step by step. The most relevant information is what's important for your daily work: rules and workflows.