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Company Settings

How to customise your AI experience in Marloo using company wide AI instructions

Jaylin Dayal avatar
Written by Jaylin Dayal
Updated over a month ago

A guide to setting AI preferences and uploading reference files that apply across all documents and summaries in your organisation.

Set company-wide context in Marloo to ensure consistent, personalised AI behaviour across your entire firm. These global preferences and reference files automatically apply to all meeting summaries, document generation, and AI chat interactions for every team member.
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What is Company-wide Context?

Company-wide context consists of two key components that help Marloo's AI understand and follow your firm's preferences:
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Global Instructions: Company-wide AI instructions that define how Marloo should behave across your entire organisation. Think of them as standing instructions that the AI follows every time it generates a summary, analyses a meeting, or responds to queries.
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Company-wide Files: Reference documents that provide additional context for Marloo to use when generating documents. These files might include compliance templates, standard clauses, product information sheets, or firm policies that should inform AI-generated content.
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Setting Global Instructions

Common examples include:

  • Name preferences: "Always refer to Jennifer Smith as Jen, and Robert Williams as Bob"

  • Firm branding: "Our firm name is Horizon Financial. Never use HF or abbreviations in client-facing summaries"

  • Compliance: "Always note when advice warnings were given to clients about high-risk investments"

  • Terminology: "Use 'retirement plan' not 'pension scheme', 'investment portfolio' not 'asset allocation', and 'life assurance' not 'life insurance'"

    Formatting: "Display all monetary amounts with currency symbols (e.g., £50,000, $75,000) and use DD/MM/YYYY date format"

How to set global instructions:

  1. Log in to your Marloo account

  2. Navigate to Settings > Company in the main menu

  3. Scroll to the Context section

  4. Look for the section titled Global Instructions

  5. Click in the text field and write your instructions in clear, natural language

  6. Click Save to apply your instructions across the organisation

Once saved, Marloo's AI will automatically follow these instructions for all meetings and summaries generated by anyone in your firm.

Writing effective instructions

Be specific and direct

  • Good: "Always refer to Thomas Mitchell as Tom in all summaries"

  • Poor: "Use nicknames"

One instruction per line

Good:

  • "Use 'annual review' instead of 'yearly check-in'"

  • "Always include risk warnings when discussing high-growth investments"

  • "Format currency with appropriate symbols (e.g., £1,250.50, $1,250.50)"

Poor: "Use annual review instead of yearly check-in and include risk warnings and format money properly"
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Use natural language

Write instructions as if you're speaking to a colleague. The AI understands conversational instructions better than technical commands.
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Uploading Company-wide Files

What are company-wide files used for?

Company-wide files provide additional context that Marloo's AI can reference when generating documents through the Documents feature. These files are available to all team members and can be selected during document generation to ensure consistency and compliance.

Common examples of company-wide files include:

  • Compliance disclosure templates

  • Standard terms and conditions

  • Product information sheets

  • Investment philosophy statements

  • Risk warning templates

  • Firm policy documents

  • Standard letter headers and footers

  • Authority and consent forms

How to upload company-wide files:

  1. Log in to your Marloo account

  2. Navigate to Settings > Company in the main menu

  3. Scroll to the Context section

  4. Find the Files section

  5. Click Upload files or drag and drop files directly into the upload area

  6. Your files will be uploaded and made available across your organisation

Using company-wide files in document generation:

When generating documents through Marloo's Documents feature:

  1. Begin your document generation workflow as normal

  2. Navigate to the Uploads tab in the document generation flow

  3. You'll see your company-wide files listed as available context

  4. Select the relevant files you want Marloo to reference

  5. The AI will use these files as additional context when generating your document

Supported file types:

Company-wide files support the same file types as the Files section in Clients View, including:

  • PDF

  • Microsoft Word (.docx)

  • HTML documents

Managing company-wide files:

Viewing uploaded files:

  • All company-wide files are listed in the Files section of Settings > Company

  • Files show upload date for easy reference

  • Click the three-dot menu next to any file to access options

Updating or replacing files:

  • To update a file, simply upload a new version with the same or different filename

  • Consider using version numbers in filenames for clarity (e.g., "Compliance_Template_v2.docx")

  • Old versions can be deleted through the three-dot menu

Removing files:

  • Click the three-dot menu next to the file you want to remove

  • Select Delete

  • Confirm the deletion

Important Notes

Team coordination: Any team member with appropriate permissions can update global instructions and upload company-wide files. Since changes affect everyone in your organisation, coordinate with your team before making significant updates to avoid conflicting instructions or outdated reference materials.

Testing your context: After saving new instructions or uploading files, generate a test document or summary to verify they're working as expected. Refine your instructions or update files if needed based on the results.

Interaction with templates: Global instructions work alongside your meeting templates. If a global instruction conflicts with a template instruction, the more specific instruction (usually the template) takes precedence.

File accessibility: Company-wide files are available to all team members in your organisation. Do not upload files containing sensitive client information—use client-specific file uploads in Clients View for that purpose.

Document generation workflow: Company-wide files only provide context when explicitly selected during document generation. They are not automatically included in every document, giving you control over which reference materials apply to each document you create.
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Best Practices

For global instructions:

  • Keep instructions clear and unambiguous

  • Review and update instructions periodically as your firm evolves

  • Document your instructions somewhere accessible so team members know what's been set

  • Test new instructions before relying on them for client-facing content

For company-wide files:

  • Use descriptive filenames that clearly indicate the file's purpose

  • Keep files up to date, especially compliance-related documents

  • Remove outdated files promptly to avoid confusion

  • Consider creating a brief internal guide for your team explaining which files should be used for which document types

  • Organise files logically—consider using consistent naming conventions (e.g., "Template_", "Policy_", "Compliance_" prefixes)

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