User guide · Updated 4 November 2026

Shared Memory

One place where your AI agent (Codex, Claude Code and others) remembers what Rakuten knows: decisions, account and partner facts, product behaviour, team conventions. You mostly use it by talking to your agent; the web app at memory.rmgops.com is where you manage who sees what.

1New hereSign in, add Shared Memory to your agent, allow it. 2Everyday useWhat to say to your agent, and what it will do. 3I own scopesPeople, labels, publishing, sealing, tidying.
The basics

How it fits together

Why it exists, how a fact gets in and back out, and who can see what.

The problem

Every AI chat starts from zero. What your team decided last month lives in someone’s head, an old thread or a deck, so agents guess and people answer the same question again and again.

What Shared Memory does

When a chat settles something worth keeping, the agent saves it as a short fact. Later, anyone’s agent with access finds it and uses it, and says where it came from.

What you get

Agents that know your accounts, partners and rules; fewer repeated questions; new starters up to speed faster; one place to correct a fact once for everyone.

How a fact travels

  1. 1Settled in a chatSam confirms on a call that Sunny Day Outfitters’ renewal moved to May.
  2. 2Saved as a recordSam’s agent saves one sentence to the “Sunny Day Outfitters” scope and tells Sam.
  3. 3Found laterMia asks her agent about the renewal. It finds Sam’s record because Mia is a member.
  4. 4ExplainedHer agent answers and says: from Sam, 8 October, in the Sunny Day Outfitters scope.
  5. 5Kept currentIf it changes, someone edits it once and every agent gets the new answer.

Who can see what

Scopes decide who can read a record. Publishing is the only way a record leaves its scope.

Who can see what: a scope's members see its records; everyone at Rakuten sees published copies and, for findable scopes, the scope's name and owners; sealed scopes are invisible to non-members. A SCOPE, E.G. "SUNNY DAY OUTFITTERS" Members owners, people, groups Working records members only Published copy chosen records only Publish Name, owners, size findable scopes only Everyone at Rakuten sees only the green paths via search never Sealed scope: no green paths.
The scope’s membersEveryone else at Rakuten
Working recordsYesNo
Published copiesYesYes
Scope name, owners, sizeYesYes, if findable (the default)
A sealed scopeYesDoesn’t know it exists
Your notesOnly youNo
Access beyond membership
As with other company systems, access beyond scope membership is possible only through a formal, audited process.

The words you’ll see

Scope

A subject, such as an account, product or project, not a team. Only its members can read its records.

Your notes

Your private scope. Everyone has one, and it can never be shared.

Owner

Runs a scope: people, settings, and any record in it. Every scope keeps at least one owner.

Member

Reads and writes records in the scope. Can change their own records.

Group

A reusable list of people, such as a team. Add it to a scope and everyone in it gets in, including future joiners.

Record

One short fact, with its author, date, facets and label.

Facets

Subject tags: account, region, vertical, partner, partner-type, team, product. Records inherit their scope’s facets.

Label

public, internal, confidential or restricted. Unlabelled means internal. A scope’s ceiling is the highest it accepts.

Published

A separate company-wide copy of one record. The working original stays in the scope.

Sealed

A scope hidden from search, for NDA or confidential work. It can’t publish.

Connected app

An agent app, such as Claude Code or Codex, that you allowed to use Shared Memory as you by signing in. Disconnect it any time.

Disagreement

Two records that contradict each other, waiting for a person to decide.

Get started

Set up in about 10 minutes

Three steps, once per computer. Your agent can walk you through the setup guide if you attach it to a chat.

1
Sign in

Go to memory.rmgops.com, enter your @rakuten.com address and click the link in the email. Links work once and expire after 15 minutes.

2
Add it to your agent

One command, or your app’s MCP settings, adds Shared Memory. The setup page for Claude Code or Codex has it.

3
Sign in and allow

Your agent opens your browser. Click Allow if you just started this sign-in yourself and the page shows your email. Codex users can attach the setup file to a chat and let Codex walk them through it.

The Codex setup file

Understand it
What it is
A short instructions file written for Codex (and readable by you). It tells Codex exactly how to connect itself to Shared Memory on your computer, step by step.
Why it exists
So nobody has to hand-edit configuration files, and so setup is safe: you sign in yourself in your browser, so there is no key to copy and nothing secret goes into the chat.
What Codex does with it
Checks what’s already set up, adds the connection without touching your other settings, tells you when to sign in from your browser, and finishes with a read-only test that proves it works.
What it doesn’t do
It doesn’t upload your chats, files or Codex’s own memories, and it doesn’t create any records while setting up.
Download the Codex setup fileAlways the current version. Also at memory.rmgops.com/setup/codex

Attach the file to a new Codex chat and send:

“Walk me through connecting Codex to Rakuten Shared Memory using this guide. Explain one stage at a time. I will sign in myself in my browser. Never ask me to post a sign-in link or a token in chat. Wait for me to say "signed in" before continuing.
Then follow Codex’s steps. When it’s done, restart Codex fully and start a new chat.
The sign-in page.
  1. 1What happens next: a single-use link is emailed to you.
  2. 2Your Rakuten email address.
  3. 3Send sign-in link.
Only allow what you started
The Allow page shows the name the app gives itself, and any program can use any name. Click Allow only if you just started signing in from your agent yourself. Never paste a sign-in link into a chat.
The web app

Finding your way around

Your scopes are on the left; the selected scope’s tabs are across the top.

The main layout. Names of other scopes are blurred.
  1. 1Owned by you: scopes you own. Scopes others have added you to appear under Shared with you.
  2. 2A scope: its name, record count (right) and member count (below).
  3. 3Private: your own Your notes.
  4. 4+ New scope.
  5. 5Service status.
  6. 6Groups, Apps (connected apps and tokens), and Admin (admins only).
  7. 7The selected scope and your role in it.
  8. 8The scope’s tabs: Records, Members, Settings, History.
  9. 9Disagreements: contradictions waiting for a decision.
  10. 10Who you’re signed in as.
Records tab

Reading, labelling and publishing records

A record is the basic unit of Shared Memory: one fact, with who said it and when.

Understand it
What it is
One durable fact in a sentence or two, such as a decision and its reason, a fact about an account or partner, how a product behaves, or a team rule. Each record has an author, a date, tags (facets) and a sensitivity label.
Why it exists
So the next person, or their agent, doesn’t have to rediscover it. Agents use records to answer questions and must say which record an answer came from, so a fact is only as good as its record.
Where it comes from

Mostly from agents: when a chat establishes something worth keeping, the agent saves it to the scope that matches the subject and tells you what it saved and where. You can also write one by hand on this tab.

Agents are told not to save progress notes, code, secrets or personal data.

Who sees it
Only the members of its scope, unless it’s published (below).
When it changes
Editing creates a new version and keeps the old one, so you can always see who changed what. The card shows the latest version.
If it’s wrong
Its author or any owner of the scope can fix or delete it. Anyone else can ask the owner, or write a correcting record. If two records contradict each other, agents flag them as a disagreement instead of picking one.

A record’s life

  1. 1WrittenBy an agent during work, or by hand here.
  2. 2UsedFound whenever a member’s agent looks up the subject.
  3. 3CorrectedEdited as things change; old versions are kept.
  4. 4Shared, optionallyPublished if the whole company should see it.
  5. 5RetiredDeleted, or flagged when it goes stale.

The record card

Scope membersAuthorsOwners
A record card.
  1. 1Working (members only) or Published (company-wide copy).
  2. 2Classification label. A dropdown if you wrote the record or own the scope; plain text otherwise.
  3. 3Author.
  4. 4Date.
  5. 5The fact itself.
  6. 6Tags on this record.
  7. 7Publish: makes a company-wide copy.
  8. 8Delete: removes the record for everyone in the scope.
  9. 9Record id, handy when asking your agent about a specific record.

Labels: how sensitive a record is

Understand it
What it is
Every record is labelled public, internal, confidential or restricted.
Why it exists
It keeps sensitive material where it belongs. Each scope has a ceiling, the most sensitive label it accepts, so a confidential fact can’t land in a scope set up for everyday information.
Where it comes from
The agent labels each record when it saves it. A record saved with no label is treated as internal.
If it’s wrong
The author or an owner changes it from the dropdown on the card. Agents are told never to lower a label just to get a record accepted.
publicFine for anyone to read.
internalEveryday business information. The default.
confidentialCommercially sensitive; a limited audience, such as deal terms.
restrictedThe most sensitive; strictly need-to-know.

Change a label

  1. Open the label dropdown on the card.
  2. Pick the new label. It saves straight away and confirms with “Label set to …”.
Why some labels are missing
The dropdown only offers labels up to the scope’s ceiling. An owner can raise the ceiling in Settings.
After changing a label.
  1. 1The label dropdown.
  2. 2The confirmation.

Publishing: sharing one record with everyone

Understand it
What it is
Publishing makes a separate copy of one record that everyone at Rakuten can find: in their agent’s searches and in the brief their agent gets at the start of a chat.
Why it exists
Most of a scope is only useful to its members, but some facts matter to everyone: a rule all teams must follow, or how a product works. Publishing shares just those, without opening the whole scope.
If you don’t publish
Nothing is lost. The record stays visible to the scope’s members, and that’s the right place for most records. Leaving records unpublished is the normal case.
Who can publish
The record’s author or a scope owner, from this web app. Agents can’t publish, and other members can’t publish someone else’s record; exposing something company-wide is always a person’s decision.
After publishing

The copy doesn’t follow later edits to the original. To update it, unpublish it, then publish again.

Anyone in the scope can see that a published copy exists, and authors and owners can take it down at any time.

Should I publish this?
  1. Would people outside this scope genuinely need it?
  2. Is it fine for anyone at Rakuten to read?
  3. Is it labelled public or internal?
  4. Is it still true, and will it stay true for a while?
Four yeses: publish. Any no: leave it in the scope.

Publish a record

Publishing has no undo prompt
One click makes the record visible to everyone at Rakuten. Check the label and the wording first. Sealed scopes, and scopes with publishing turned off, can’t publish.
Before.
  1. 1Publish.
After: the original stays Working.
  1. 1“Published copy exists” replaces the button, so it can’t be published twice.
The company-wide copy appears as its own green card.
  1. 1Published.
  2. 2Its own label.
  3. 3Unpublish: the only action on a copy.
  4. 4Its own id.

Unpublish or delete

Unpublish

On the green card. Takes the company-wide copy down; the working record stays. Authors and owners can do it.

Delete

On a working card. Removes the record for everyone in the scope. Deleting the original does not take down a published copy, so unpublish first.

Both ask you to confirm, and name the author if it’s someone else’s record.

After Unpublish: the copy is gone and everything is Working again.
  1. 1The confirmation.

Write a record in the web app

  1. Scroll to the bottom of the Records tab.
  2. Type one fact in a sentence or two.
  3. Optionally add tags as JSON, e.g. {"account":"Acme Corp"}.
  4. Click Add record.
Easier through your agent
The tags box here is free text and isn’t checked. Your agent tags records properly, using the fixed lists, so it’s usually better to ask it.
The new-record form.
  1. 1The fact.
  2. 2Optional tags (JSON).
  3. 3Add record.
Members tab

Who’s in the scope

Membership is the only way to read a scope’s records. This tab is where that’s decided.

Understand it
What it is
The people and groups who can read and write this scope, and which of them are owners.
Why it exists
Access follows the subject, not your job title: if you work on Sunny Day Outfitters, you’re added to that scope, and your agent can use what the team knows.
Owners vs members

Members read the scope, add records and fix their own.

Owners also decide who’s in, change settings, and can fix or remove any record. Having two owners means nothing stalls when one is away; a scope always keeps at least one.

Where people come from
Owners add them, by pasting @rakuten.com addresses or adding a group. People usually find a scope through their agent, which tells them who owns it so they can ask.
If you’re not a member
You can’t see its records at all, and nor can your agent. You may still see that the scope exists and who owns it, unless it’s sealed.

The Members tab

Scope membersOwners
The Members tab.
  1. 1A member. (primary contact) marks the owner disputes go to.
  2. 2Role: owner or member.
  3. 3Make member on an owner, Make owner on a member.
  4. 4Remove.
  5. 5Paste @rakuten.com addresses: commas, semicolons or new lines.
  6. 6Add.
  7. 7Groups with access: everyone in these groups, now and later.
  8. 8Your groups.
  9. 9Add group.
Add people

Paste a list and click Add. Good addresses go in; anything not @rakuten.com is listed with the reason.

Add co-owners

Make owner on a member. Two owners means nothing stalls when one is away.

Add a team

Pick a group and click Add group. New joiners to the group get in automatically.

Other domains are refused.
  1. 1What you pasted.
  2. 2Each refused address, with the reason.
A scope always keeps one owner.
  1. 1Make member on the only owner…
  2. 2…is refused. Make someone else an owner first.
A group with access.
  1. 1Remove takes the group’s access away; the group itself stays.
Your notes can’t be shared
The Members tab of your private scope still shows the add box, but adding anyone is refused.
Settings tab

Publishing, visibility, facets and the ceiling

Owners change these; everyone else can see them.

Owners
Settings for a sealed scope.
  1. 1Publishing: greyed out while the scope is sealed.
  2. 2Visibility: the Sealed switch.
  3. 3Facets.
  4. 4Save facets.
  5. 5Classification ceiling.
  6. 6Record count and created date.

Publishing switch

Understand it
What it does
“Allow members to publish” decides whether records can be published from this scope at all.
Why turn it off
For a scope whose records should never go company-wide, such as client-specific detail, it removes the option entirely.
What it doesn’t do
It doesn’t take down anything already published. Unpublish those on the Records tab.

Relabel everything

Understand it
What it does
Owners of a team scope can set one classification label on every record in it, published copies included, in one go. You pick the label (up to the scope’s ceiling) and type the scope’s name to confirm.
When to use it
When the whole scope was labelled more strictly, or more loosely, than it should be, and relabelling record by record would take too long.
Why it’s gated
Lowering labels can make records eligible for publishing company-wide, so it needs an owner and the name typed. Each change keeps the old version in History, and the change is logged with who made it.
What it doesn’t do
It doesn’t change the scope’s ceiling, and it doesn’t publish anything. Your agent can’t do it; it’s a web app action.

Publish everything

Understand it
What it does
Owners of a team scope can publish all of its public and internal records company-wide in one go. You type the scope’s name to confirm.
Why it’s gated
Publishing makes records readable by everyone at Rakuten, so doing it in bulk is limited to owners and needs the name typed, the same as deleting a scope.
What it leaves out
Confidential and restricted records are never included; publish those one at a time if they really should go company-wide. Records already published aren’t copied again.

Findable or sealed

Understand it
Why findable is the default
If people can see that a “Sunny Day Outfitters” scope exists and who owns it, they ask to join instead of starting a second one. Two scopes about the same account means two half-right answers. Findable shows the name, owners, size and facets, never records.
Why seal
Sometimes the existence of a project is itself confidential, such as an NDA, a deal or a reorganisation. Sealing hides the scope from everyone except its members.
The trade-off
Nobody can find a sealed scope to ask to join, and it can’t publish. Seal only when the name itself is sensitive.
Findable (default)

Anyone at Rakuten can find the scope by name or facet and see its owners and size, so they ask to join instead of creating a duplicate. They never see records.

Sealed

Only members know it exists. It never appears in search and can’t publish. Use it for NDA or confidential work.

A findable scope.
  1. 1Sealed is off.
  2. 2What findable means.
Sealing is refused while anything is published.
  1. 1Sealed stays off.
  2. 2The message says “delete them”: on the Records tab, use Unpublish on each green card, then try again.

Facets

Understand it
What they are
Subject tags with fixed keys: account, region, vertical, partner, partner-type, team, product.
Why they exist
They let agents find everything about a subject across all the scopes you can see. Ask about a partner and your agent can pull facts from the account scope, the partnerships scope and published records at once.
Where they come from
The facets set here apply to every record in the scope. Agents add extra facets to individual records when they save them.
If they’re missing
Records are still found by their wording, but subject searches miss them. Owners can ask their agent to tidy a scope, which finds and fixes untagged records.

Facets tell agents what the scope is about. Every record in it inherits them. Type them as key=value, key=value, for example:

account=Sunny Day Outfitters, region=au,
vertical=fashion, partner-type=cashback

That saves as account=sunny-day-outfitters, region=au, vertical=apparel-accessories, partner-type=loyalty-rewards. Saving replaces the whole set.

Two fixed lists
vertical and partner-type only accept values from Salesforce’s lists. Common words are translated (fashion → apparel-accessories, cashback → loyalty-rewards). The other keys are free text.
All partner-type values (11)

buy-now-pay-later, content-media, coupon-deals, creator-influencer, financial-services, loyalty-rewards, other, shopping-marketplace, sub-network, tech-solutions, unknown

All vertical values (79)

advertising-marketing, advising-investing, ai, airlines, apparel-accessories, appliances, art-collectibles, attractions, auto-dealerships, auto-manufacturer, auto-parts, auto-service, banking, beauty-personal-care, betting-gambling, biotech-pharma, business-consumer-loans, computers-phones-accessories, consulting, consumer-electronics-manufacturer, consumer-electronics-retailer, credit-cards, credit-union, cruises, digital-entertainment-video-music, events-ticketing-platforms, family-toys, finance, fintech, food-delivery, footwear, gaming, gifts-party, grocery-supermarkets, health-wellness, healthcare-provider, holding-company, home-goods, home-improvement, home-loans, hotels, household-services, household-supplies, industrial, insurance, jewelry-watches, k-12, luggage, mass-merchant, media-retailers, moving-storage-services, neobank, non-profit, office-supplies-stationery, online-education, other, personal-development, personal-services, pets-animal-supplies, pr-comms, premium-content, professional-development, recreation-entertainment-hobbies, rental-homes, rental-vehicles, restaurants-cafes, software-internet, sporting-outdoors-fitness, staffing-recruiting, tax, telecommunications, trains, transportation-logistics-services, travel-aggregators, university, utilities-energy, vice, weapons, wine-spirits

A value that isn’t on the list is refused and nothing is saved.
  1. 1What you typed.
  2. 2The error, followed by the allowed values. It fades after a few seconds, so use the lists above.

Classification ceiling

Understand it
What it is
The most sensitive label this scope accepts.
Why it exists
Everyone in a scope can read everything in it. The ceiling stops material that’s too sensitive for that audience from being saved there by mistake.
If a record is above it
It’s refused, and the agent suggests a scope that does accept it. Raise the ceiling only if everyone in the scope should be able to read material at that level. Personal scopes go up to confidential.

Delete a scope

Understand it
When to use it
For a test scope, a duplicate, or a subject that’s finished and no longer useful. To keep the knowledge but stop working in a scope, just leave it; old scopes cost nothing.
What happens
The scope and all its records disappear for every member, and anything published from it comes down.
  1. Open the scope’s Settings tab (owners only).
  2. Click Delete this scope.
  3. Type the scope’s exact name to confirm.
This removes everything in it
Every record goes, for every member, and anything published from it comes down. An admin can restore a scope deleted by mistake. Your notes and company-wide scopes can’t be deleted.
History tab

What happened, and who did it

An append-only log for the scope. Nothing in it can be edited or removed.

Understand it
Why it exists
Owners can change anyone’s records, and settings decide who sees what, so every such change is recorded. If a fact changed or someone gained access, you can see who did it and when.
Who sees it
All of the scope’s members.
Scope members
The History tab.
  1. 1When, in your local time.
  2. 2Who.
  3. 3What: scope created or updated, members added or removed, records edited, published or deleted.
Reading the log
Unpublishing appears as “record deleted” (it removes the copy). When an owner changes someone else’s record, the log records whose it was.
New scope

Creating a scope

Anyone can create one. You become its first owner.

Understand it
When to create one
When there’s a subject with no home yet, such as a new account, partner, product or project, and it will collect facts worth sharing with a group of people.
When not to
If a scope for the subject already exists; ask your agent to look first, and ask its owner to add you. For one-off or personal notes, use Your notes.
Usually it happens for you
When your agent can’t find a fitting scope, it proposes one with a name and facets, and creates it if you agree.
What owning means
People will ask you for access, and questions about the scope’s records come to you. Add a co-owner early.
Everyone
The New scope form.
  1. 1The subject.
  2. 2Allow members to publish (on by default).
  3. 3Sealed (off by default).
  4. 4Create scope.
  5. 5Cancel.
Name the subject, not the team
“Sunny Day Outfitters” or “Loyalty partner onboarding” still makes sense after a reorganisation. “APAC Partnerships Team” doesn’t say what’s inside.
Sealed wins
If you tick Sealed, publishing is switched off even if that box is ticked.
  1. Click + New scope.
  2. Type the subject. Tick Sealed for NDA work.
  3. Click Create scope.
  4. In Settings, add facets. In Members, add people or a group.
Groups

Teams you can add to scopes in one go

Anyone can create a group. Its owners manage who’s in it.

Understand it
What it is
A named list of people, usually a team, that can be added to many scopes at once.
Why it exists
Teams change. Without groups, every new starter has to be added to every scope by hand, and leavers keep their access. With a group, you update one list and every scope follows.
How it explains itself
When your agent uses a record you can see through a group, it says so, for example “through the AU partnerships group”, so access is never a mystery.
Everyone
The Groups page.
  1. 1Your groups.
  2. 2Group name.
  3. 3Create.
A group and its members.
  1. 1Your role.
  2. 2Members.
  3. 3Scopes it’s been added to.
  4. 4Where those scopes are listed.
  5. 5Make member / Make owner.
  6. 6Remove.
  7. 7Paste @rakuten.com addresses.
  8. 8Add member.
  1. Open Groups (in the menu under your email, top right).
  2. Type a name and click Create. You’re its first owner.
  3. Paste addresses and click Add member.
  4. A scope owner then adds the group from that scope’s Members tab.
Groups keep an owner too
Promote someone else before stepping down as a group’s only owner.
Apps

Connected apps, and tokens for scripts

Every app you allow is listed under Apps. Disconnecting one leaves the others working.

Understand it
Connected apps
Each app you allowed by signing in, such as Claude Code, Codex or the Claude app, on each computer. It uses Shared Memory as you, with exactly your access. Disconnect cuts off that one app at once.
Staying signed in
The app renews its access every hour by itself. You sign in again after 30 days without using it, and at least every 90 days.
Tokens for scripts
Under Advanced: tokens for scripts and services: a key for a script, or the optional hooks, that can’t sign in through a browser. It acts as you, so keep it private and give each script its own. Tokens you already have keep working.
Just you
The tokens list, now under Apps, Advanced. Names are blurred.
  1. 1The token’s name.
  2. 2When the token expires, if ever.
  3. 3Revoke cuts off that one tool.
  4. 4Revoked tokens stay listed.
  5. 5Script name.
  6. 6Generate.
Shown once
Copy a new token into your script’s setup straight away. It can’t be shown again.
“magic-link login” rows
These are your browser sign-ins. Revoking one signs that browser out.
Lost a laptop or exposed a token?
Disconnect that computer’s apps and revoke any token it held, now. Sign in again, or generate a new token, on the computer you use instead.
Disagreements

When two records contradict each other

Agents never quietly pick a winner. They flag the pair for a person.

Understand it
Where they come from
When an agent finds two records that contradict each other, such as net 30 vs net 60 payment terms, it shows you both and flags the pair here.
Why not just pick one
An agent can’t know which is right; confidently choosing the wrong one is worse than saying “these disagree”.
If nobody resolves it
Both records keep being returned, and agents keep pointing out the conflict. Fix the wrong record and resolve the disagreement, and the confusion stops.
The Disagreements page with nothing open.
  1. 1What the page is for.
  2. 2Open disagreements appear here.
  1. Read both records.
  2. Fix the wrong one on its Records tab (or ask its owner).
  3. Click Resolve, or Dismiss if they don’t really conflict.
Your agent

Using Shared Memory through your agent

This is where most of the value is. Talk normally; the agent does the lookups and the filing.

Understand it
At the start of a chat
The agent gets a short brief: your scopes and the latest records you can see. It’s told to look things up before assuming anything about an account, product or team rule.
During a chat
When something durable is settled, it saves it to the scope that matches the subject and tells you what it saved and where, so you can correct it.
Where a fact came from
Each record keeps its source. Something settled in the chat is recorded as coming from the conversation. If it comes from a document, deck, email, transcript or meeting notes you shared, say so (“this is from the Q3 partner review deck”) and the agent records that, so readers can tell a document’s claim from something said in chat.
When it answers
It says where a fact came from: which scope, who wrote it, when, and why you can see it.
Why talk to it rather than use the web app
The agent does the tagging, labelling and filing consistently, and checks for duplicates first; the service refuses a record that closely matches one already in the scope. The web app is for managing access and fixing things.
Look things up
“What did we agree with Sunny Day Outfitters about cashback rates?
“Which loyalty-rewards partners are live in Australia?
Save something
“Remember that Sunny Day Outfitters wants monthly reporting.
It tells you what it saved and where.
“Save the rate changes from this deck; it’s the Q3 partner review.
It records the deck as the source.
Check a source
“Where did that come from?
Scope, author, date, and why you can see it.
Tidy up (owners)
“Let’s tidy the scopes I own.
It works through them with you and changes only what you approve.
It asks before filing
If none of your scopes fits, the agent searches for an existing scope (and tells you who owns it so you can ask to join) or proposes a new one. It won’t quietly drop things in your private notes.

Turn it off for a chat

Type in a chatFor the rest of that chat
#memory offNo lookups, no saving.
#memory read-onlyLookups only; nothing saved, changed or deleted.
#memory onBack to normal.

A new chat starts back at “on”. With the optional hooks installed, these are enforced; without them, the agent is asked to respect them.

What not to store
Never store: card and bank numbers, tax IDs, payment details, transaction-level client data, clients' customers' personal data (consumer emails, phone numbers, order-level data), credentials, and opinions or personal details about named people beyond their working role. Nor passwords, tokens, sign-in links, or anything you’re not allowed to share. Client contacts: names and roles only where the fact needs them; contact details stay in Salesforce.
For scope owners

Running a scope

Owners are in charge of their scope, and can fix anything in it. Every change is logged.

People

Add people and groups, keep a second owner, remove people who’ve moved on. When someone finds your scope and asks to join, add them from Members. There’s no request button yet, so people will contact you directly.

Quality

Fix, retag, relabel or delete any record, not just your own. Keep the scope’s facets accurate so agents find it.

Exposure

Unpublish anything that shouldn’t be company-wide. Seal the scope if the project itself is confidential.

Monthly tidy-up

  • Ask your agent: “Let’s tidy the scopes I own.” Approve fixes one batch at a time.
  • Check Disagreements for anything involving your scopes.
  • On Members: remove leavers, and make sure there are two owners.
  • On Settings: are the facets and ceiling still right?
  • On Records: anything published that shouldn’t be? Unpublish it.
  • Skim History for changes you don’t recognise.
Help

Questions and fixes

Click a question to open it.

Why can’t I see a scope?

You’re not a member, or it’s sealed. Ask your agent to find it; for a findable scope it will tell you who owns it, so you can ask to be added. A sealed scope won’t show up at all.

Why can’t I change this record?

Only its author and the scope’s owners can. You can still write a new record that corrects it, or ask an owner.

Why won’t my scope seal?

Something in it is published. Unpublish each green card on the Records tab, then try again.

Why can’t I turn publishing on?

The scope is sealed. Sealed scopes can’t publish.

Why was my facet value refused?

vertical and partner-type only accept their fixed lists (see Settings). The key itself must be one of account, region, vertical, partner, partner-type, team, product.

Why did Add say “nobody added”?

Only @rakuten.com addresses are accepted. Check the domain and the separators.

Unpublish or Delete?

Unpublish takes down the company-wide copy and keeps the record in the scope. Delete removes the record for everyone in the scope.

I turned publishing off. Why is my record still company-wide?

Turning it off only stops new publishing. Unpublish what’s already out.

Is Your notes really private?

Yes. It can’t be shared or published.

My sign-in link didn’t work.

Links work once and expire after 15 minutes. Request a new one.

My agent says it needs to sign in again.

Sign in from the agent again: in Claude Code, type /mcp and choose shared-memory; in Codex, run codex mcp login shared-memory. This happens after 30 days without use, at least every 90 days, and after you disconnect the app.

A token was exposed. What now?

Revoke it under Apps, Advanced, and generate a new one. Your other tools keep working.

The counts look out of date.

Reload the page.

My new group isn’t in the Add group list.

Reload the page and open the Members tab again.

The agent saved something in the wrong place.

Ask “where did that come from?”, then delete it on the web or ask the agent to move it. Next time, tell it which scope to use.