Promote a memory to Everyone

The road to Everyone

A memory in your notebook cannot go straight to Everyone. The screen says “Share it into a workspace first. Everyone is reached only through a workspace.” The steps are:

1. Share the memory into a workspace. No one approves this.
2. Ask to promote it to Everyone.
3. The workspace’s admin or a Promoter answers in their Inbox.
4. If they say yes, everyone in the account finds it.

Promotion is part of the Small Business and Enterprise plans. Elsewhere the screen says “Promotion is part of Small Business and Enterprise.”

Ask to promote

Anyone who can read and share in the workspace the memory is in can ask. A person who only reads there sees “You need to be able to save in {workspace} to ask.”

1. Open Memories and open the memory.
2. In the panel, choose Ask to promote to Everyone.
3. Add a note for whoever answers if you want one. It can hold up to 1,000 characters of plain text. You can leave it empty.
4. Choose Ask.

The window explains what happens next: “{workspace}’s admin or a Promoter answers. Nothing reaches Everyone until they say yes.” The screen confirms with “Asked to promote 1 memory to Everyone. {workspace}’s admin or a Promoter will answer.”

To ask about many memories, tick them and choose Ask to promote to Everyone ({n}). Memories from different workspaces become one request per workspace.

When you answer for yourself

If you are the workspace’s admin or one of its Promoters, you answer for your own memory, so no second person is needed. The panel says “Everyone at {company} can read it at once, since it is yours and you answer for {workspace}.” The screen confirms with “Promoted 1 memory of yours to Everyone.” This applies only to your own memories. For anyone else’s you still need another person’s yes.

While it waits

Nobody outside the workspace finds the memory yet. The panel shows “Waiting” and says who answers, for example “{workspace}’s admin will answer.”

Its text is locked so what gets approved is what was asked about: “It is waiting for a yes to promote it to Everyone, so its text cannot change until then.” To edit it, withdraw the request first.

You can withdraw while it waits. Open the request from your Inbox, or from the memory, and choose Withdraw. The screen says “Withdrawn. No one needs to answer it now.” Only the person who asked is offered Withdraw.

A request never expires and never approves itself. If no one answers, Korium emails whoever can answer a reminder. The first goes out after 7 days and the second after 30 days. An account admin can change those numbers under Reminders in Settings.

How the answer works

The people who can answer are the workspace’s admin and its Promoters. They see the request under Needs your answer in their Inbox with Approve and Decline. For a request with several memories, they can say yes or no to each one, or yes to all or no to all.

Nobody answers their own request. The request you asked shows where it stands, with Withdraw, and has no Approve or Decline. Someone else in {workspace} has to answer it. The exception is the one above: an admin or Promoter who owns the memory.

If the person who asked leaves, the request stays and the workspace’s admin and Promoters still answer it. If no one who can answer is left at all, the screen tells you and suggests asking an account admin to make someone a Promoter.

A yes puts the memory in Everyone: “Approved. 1 memory is now in Everyone.” A no keeps it where it is: “Declined. 1 memory stays in {workspace}.” The person who asked sees the answer in their Inbox, and the reason if the answerer gave one.

Once a memory is in Everyone, its approved text cannot change: “It is in Everyone, so its approved text cannot change. Stop sharing it with Everyone, edit it, and ask again.” The owner can still stop sharing it from Everyone at any time. The memory stays in the other places it is shared.

Ask to share with another workspace

You can also ask to share a memory with a second workspace. In the panel, choose Ask to share with another workspace, type the workspace, and choose Ask. The memory stays in the workspace it is in, and the second workspace can read it too. Only the first workspace answers: “{workspace}’s admin or a Promoter answers. It stays in {workspace}, and no one in the other workspace is asked.”

The same rule lets an admin or Promoter who owns the memory do this at once. Anyone who cannot save in the first workspace sees “You need to be able to save in {workspace} to ask.”

What gets skipped

When you ask about many memories, Korium lists what it left out under Skipped, and why. The reasons for a request:

• “it is already in Everyone”
• “it is already waiting for an answer”
• “it is not in a workspace yet”
• “it changed a moment ago, so try it again”
• “a summary stays where it is”: a summary Korium wrote from several memories cannot be promoted by itself.
• “you can no longer read it”

Who can do what

Your AI tools can find waiting requests and explain them, but answering is always a step you take yourself on the dashboard.