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Organization Settings

Organization Settings provide centralized control over your Clear Ideas™ organization, including member management, policy enforcement, and AI feature configuration. Access these settings through Settings > Organization to manage your organization's domain and administrative controls.

Organization Overview

The Organization Settings page displays your organization's basic information, including the organization name and domain. Administrators can edit these details to reflect your organization's identity within Clear Ideas™.

Organization Members

Manage all users within your organization through the Organization Members section, which provides comprehensive user administration capabilities.

Seat Utilization

Monitor your organization's seat usage with the seat utilization display, showing:

  • Current plan type (e.g., Team Plan)
  • Used seats vs. total included seats
  • Available seats remaining
  • Visual progress bar indicating usage levels

Member Management

The member table displays all organization members with the following information:

Member Details:

  • Name: User's full name and email address
  • Role: Current role within the organization (e.g., Super Admin)
  • Status: Account status (Active, Pending, etc.)
  • Joined/Invited: Date when the user joined or was invited
  • Actions: Available management options for each member

Member Actions:

  • Invite Users: Add new members to your organization
  • Role Management: Modify user roles and permissions
  • Member Removal: Remove users from the organization

Organization Policies

Configure organization-wide policies that control member access to features and settings across all sites.

Policy Enforcement

Strict Enforcement Mode: When enabled, organization policies override individual member settings. When disabled, policies provide default settings that members can modify.

AI Features Policy

Control AI capabilities across your organization with granular policy settings:

Enable AI Chat: Allow organization members to use AI Chat features

Enable External Tool Usage (MCP): Permit Model Context Protocol access for external tool integration

Enable AI Summarization: Allow automatic document summarization features

Enable Enhanced Search: Activate AI-powered search capabilities

Enable AI Features (Master Switch): Master control for all AI functionality

Allow 3rd Party API Usage: Permit integration with external AI services

Permitted AI Models: Specify which AI models are allowed for organization use. Leave empty to allow all available models, or select specific models to restrict access.

Mandatory AI Chat Instructions

Mandatory AI Chat Instructions are a powerful tool for ensuring organizational compliance and consistency across all AI interactions. These instructions are automatically included with every AI chat query from organization members, providing standardized guidance and requirements.

Key Benefits:

  • Compliance Assurance: Ensure all AI interactions meet regulatory and policy requirements
  • Consistency: Maintain uniform AI behavior and responses across your organization
  • Quality Control: Enforce organizational standards and best practices
  • Risk Mitigation: Prevent accidental disclosure of sensitive information

Common Use Cases:

Data Privacy & Security:

  • "Always anonymize or redact personally identifiable information (PII) in responses"
  • "Never include customer names, addresses, phone numbers, or email addresses in summaries"
  • "Flag any documents containing sensitive financial data for additional review"

Corporate Language Standards:

  • "Use formal business language appropriate for executive communications"
  • "Follow our corporate style guide for terminology and formatting"
  • "Maintain a professional tone suitable for client-facing materials"

Industry-Specific Compliance:

  • "Ensure all financial recommendations comply with SEC regulations"
  • "Include appropriate disclaimers for investment-related content"
  • "Flag any content requiring legal review before distribution"

Organizational Context:

  • "Our organization specializes in industry/sector with focus on key areas"
  • "We operate in geographic regions and must consider local regulations"
  • "Our target audience includes stakeholder types with varying technical expertise"

Defined Terms & Glossaries:

  • "Use our approved terminology: 'virtual data room' not 'file sharing system'"
  • "Reference our internal glossary for technical terms and acronyms"
  • "Apply our brand guidelines for product names and descriptions"

Document Standards:

  • "Format all summaries using our standard template structure"
  • "Include executive summary, key findings, and recommendations sections"
  • "Apply our corporate color scheme and branding in visualizations"

User Instructions vs. Organization Instructions:

  • Organization Instructions: Applied automatically to all members, cannot be disabled
  • User Instructions: Individual members can create personal instructions for their own AI interactions
  • Hierarchy: Organization instructions take precedence and are combined with user instructions

Best Practices for Creating Instructions:

  • Be Specific: Clearly define requirements and expectations
  • Use Examples: Provide concrete examples of desired behavior
  • Regular Updates: Review and update instructions as policies evolve
  • Test Thoroughly: Validate instructions with sample queries before deployment
  • Monitor Compliance: Regularly review AI interactions to ensure instructions are effective

Search Policy

Control search capabilities at the organization level:

Enable Full-Text Search: Allow traditional keyword-based search

Enable OCR (Optical Character Recognition): Extract text from images and scanned documents

Policy Management

Save Policy: Apply all policy changes to your organization. Changes take effect immediately for all members.

Last Updated: Track when policies were last modified for audit and compliance purposes.

Best Practices

Policy Planning: Establish clear AI usage guidelines before enabling features organization-wide.

Role Alignment: Ensure organization policies align with individual site settings and user roles.

Regular Review: Periodically review and update policies to match your organization's evolving needs.

Member Communication: Inform members of policy changes and their impact on daily workflows.

Compliance: Consider regulatory requirements when configuring AI and search policies.

By leveraging Organization Settings, administrators can maintain consistent security, compliance, and feature access across all sites while providing appropriate flexibility for different collaboration needs within Clear Ideas™.