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Good Practices of myReach

To get the most out of myReach, it's important to move beyond traditional "folder thinking". These good practices are designed to help you build a Knowledge Base that is not just a digital attic, but a dynamic, AI-powered extension of your mind.

Phase 1: Structuring for Success

Build a Knowledge Base that the AI can actually understand.

1. THINK IN RELATIONSHIPS, NOT FOLDERS

Traditional folders "hide" information; myReach "connects" it.

  • Connect the Dots: If you save a website about a market trend, relate it directly to the Project Tag it belongs to and the Person (Contact Node) who sent it to you.

  • Bi-directional Links: Remember that relationships work both ways. If you link a Note to a File, you can find the Note from the File’s page and vice-versa.

  • Visualise Your Data: Use the 3D Visualiser to see which Nodes are becoming "hubs" of information – nodes that have many connections. This helps you identify the most important parts of your knowledge base.

2. CONTEXT IS KING: USE PROPERTIES & TAGS

The more context and metadata you provide, the smarter your Assistant becomes.

  • Beyond the File Name: Don't rely on file names alone. Use Tags to represent broader themes (e.g., #Q3Strategy, #ProjectApollo) and Properties for specific data points (e.g., Due Dates, Status, Contract Value). This allows you to filter through thousands of items in a single click.

  • AI Extraction: Whenever possible, use AI-Populated Properties to let the system do the heavy lifting of pulling data out of your long documents. No need to manually add the Properties yourself, the AI searches through the document and populates the Properties for you.

  • Curate with "Verified": In shared environments, distinguish between "noise" and "truth". Use the "Verified" Property for official documents, final versions of contracts, official brand guidelines or approved HR policies. This adds a blue tick in the Node's title (similar to the blue tick of verified X or Instagram accounts). This ensures that when you or your colleagues use the AI Assistant or Genies, the source cards will display that blue tick, giving everyone immediate confidence in the answer.

3. CURATE YOUR "SEARCH SCOPE" WITH WORKSPACES

To get the most accurate answers, you need to tell the AI where to look.

  • Segment by Intent: Workspaces are your best tool for focus. Create separate Workspaces for different areas (e.g., "Legal", "Internal Wiki", "Personal Research").

  • Optimise AI Performance: By selecting only relevant Workspaces in the Assistant settings or the Genie's Knowledge Scope, you narrow the AI's search area, leading to faster and more precise responses.

Phase 2: Automating the Busy Work

Let the AI perform the "manual labor" of data management.

4. LET THE AI DO THE HEAVY LIFTING

The most efficient users are the ones who let the AI perform the "busy work" for them.

  • Enable AI-Populated Properties: For structured data like "Contract Expiry" or "Invoice Total", don't type it in manually. Instead, enable the AI-Populated toggle in the Property settings (Settings > Properties). The AI will scan the document and fill the field for you automatically. This ensures your Knowledge Base stays detailed with near-zero manual efforts.

  • Automate Your Reading List: Use Audio Transcription for webinars or long podcasts. Instead of listening to a 60-minute recording, upload it and ask the Assistant to "List the 5 key action points from this audio".

5. THE "CAPTURE IMMEDIATELY" HABIT

Don’t let ideas or information sit in your browser tabs or email inbox.

  • Use the Browser Extension: Clip websites and articles the moment you find them to avoid "tab clutter". You can download the Browser extension for Google Chrome or Firefox.

  • Integrate Daily Tools: Connect your Google Drive or SharePoint so your "Work in Progress" is always being indexed and learned by the AI.

  • Transcribe on the Go: Upload voice recordings and videos; the Audio Transcription will turn your spoken thoughts into searchable text before you even get back to your desk.

  • Check the "AI Status": The AI can only help you with what it has processed. Periodically verify that your Nodes are marked as "Learned". If a Node fails to learn, the AI won't be able to use it in its answers. You can "retry" to Learn by clicking on the three dots and "Retry", next to "Failed to Learn". To verify which Nodes have Failed to Learn, open a Workspace and filter the results by AI Status (find it in + More) > Failed to Learn. Recommendation: You can pin the "AI Status" option to your filter bar to have easy access to this every time.

Phase 3: Mastering the Assistant & Genies

Move from "searching for data" to "creating with data".

6. MASTER YOUR SEARCH STRATEGY

Knowing how to search is just as important as knowing what you are looking for. To get the most accurate answers, you need to tell the AI where to look (and where not to look). myReach offers different strategies depending on your goal:

  • Full-Document Search: If you know exactly which file contains your answer (e.g., a specific 200-page manual), use the Focus feature to query only that document. This prevents "noise" from other files and ensures the AI spends 100% of its intelligence on that specific text.

  • Web Search for External Context: Sometimes your Knowledge Base doesn't have the full picture. Enable Web Search within the Assistant to combine your internal data with real-time external information. This is perfect for competitive analysis: "Based on our internal product specs [Internal] and the latest market trends [Web], how should we position our new launch?"

  • Workspace Filtering: If you are working on "Legal" matters, toggle off your "Marketing" and "Personal" Workspaces in the Assistant settings. This narrows the AI's focus, significantly increasing the speed and precision of the response, so it only looks in the Workspaces that are relevant for your queries.

  • Global vs. Local: Use an open search (ie. not filtering specific Workspaces, and keeping your entire Knowledge Base instead) when you’re exploring a new idea and don’t know where the data is, but filter down to specific Workspaces when you’re performing deep work on a specific project and you know what Workspace(s) the information lies in.

7. THE ASSISTANT AS A "DRAFTING PARTNER"

The Assistant isn't just for finding information; it’s for transforming it. Use Creative Mode to turn complex data into ready-to-use content.

  • Drafting Emails & Proposals: Ask the Assistant: "Based on the meeting notes from yesterday and the pricing PDF, draft a follow-up email to the client highlighting the 3 main benefits we discussed".

  • Tone Adjustment and format transformation: You can ask the AI to rewrite a technical document into a "simple summary for a non-technical stakeholder" or a "formal executive summary". Additionally, use the Assistant to turn a messy list of bullet points into a structured table, or a long transcript into a LinkedIn post.

8. OPTIMISE THE "GENIE EXPERIENCE"

A Genie is only as good as the instructions and data you provide. To ensure your colleagues or customers get the best experience:

  • Refine Your AI Prompt: Think of the Genie Prompt as a job description. Be specific about the "Persona" (e.g., "You are a helpful Technical Support agent") and the "Tone" (e.g., "Professional yet approachable"). A well-defined prompt prevents the Genie from giving vague or overly casual answers.

  • Proactive Engagement: Use Recommended Questions in the Genie settings (Settings > General > Chat Interface) to lead users down the right path and help them discover information they didn't know they needed. This is only available in the Assistant Design under the Genie's Chat Interface settings. Additionally, use Follow-up Actions in the setup of the Categories (Settings > AI > Categories), such as lead capture buttons, to turn chats into business opportunities or redirect users to external pages of your interest. For example, if someone asks about "Pricing", have the Genie automatically show an "Email Input" field or a "Book a Demo" button. Enable Email Notifications for these follow-ups. This allows your team to receive the full chat transcript the moment a user shows interest, letting a human expert step in exactly when the context is highest.

  • Monitor the Analytics: Regularly check your Genie Statistics. Look for "Unable to Answer" trends; if multiple users are asking about a topic the Genie can't resolve, it’s a clear signal that you need to add a new document or website to your Knowledge Base.