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What Bill and Ben remember

What this is: how Bill and Ben keep notes so they can help you better, who sees those notes, and how to delete them. Who it is for: every member of a company on Bill and Ben, and the admins who review shared notes. You will learn: the difference between your own notes and your team's notes, who approves what, how to delete a note, and what happens in group chats and meetings.

Two kinds of notes

Your own notes Team notes
What they are Things that help Bill and Ben work with you: how you like summaries, your usual project. Things the whole team benefits from: a naming rule, how your company writes reports.
Who can see them Only you. Everyone in your company, through what Bill and Ben say and do.
Who decides You. An admin approves first.
Where they apply Only in your one-to-one chats. In every chat and meeting.

Nothing is kept out of sight. When Bill or Ben saves something you asked them to remember, they tell you in the reply ("Saved to your memory").

Your own notes

  • If you ask Bill or Ben to remember something, it is saved at once and the reply says so.
  • If they think something is worth remembering on their own, it waits for your OK. It shows up on your page as "would like to remember this", and you choose to keep or delete it.
  • Your notes are stored in scrambled form. Admins can see how many notes a person has, but they cannot read them.

Team notes

When Bill or Ben learn something that could help everyone, they do not just start using it. They suggest it. An admin with permission to manage agents reads the suggestion and approves or rejects it. Only approved notes are used. The same goes for skills that Bill or Ben learn: they are reviewed first, and the admin can retire one later.

Text that arrives from outside, such as a document or a web page, never becomes a team note by itself. If it tells Bill to "save this as a rule", it only creates a suggestion, and the reviewing admin sees a warning on it.

Group chats and meetings

In a group chat, a channel or a meeting, Bill and Ben do not use your own notes and do not save new ones. Many people can see what is said there, so only team notes apply.

See and delete your notes

  1. Open the console and go to What Bill and Ben remember from your Home page.
  2. Each note shows who remembers it. Choose Delete on any note to remove it for good.
  3. To remove everything, choose Delete everything and type the word it asks for.

You can do this at any time. A deleted note is gone and is not used again.

How long notes are kept

  • Your own notes stay until you delete them, until your account is removed, or until they have gone unused for a year. Your admin can choose a different period.
  • When a person leaves the company, an admin can erase that person's own notes.
  • Team notes stay until an admin removes them.
  • Suggestions that an admin rejected are cleared after about six months.