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Project Memory and acceptance

Project Memory is what your team has accepted as true for the project: its decisions, rules and reference material. Every later task receives it, and an AI reading the project over MCP sees only this, never drafts waiting for review. That is why a decision made in one chat reaches the next one.

What it holds

  • Records. One accepted piece of knowledge each: a decision, a rule, a description. Each record shows where it came from.
  • Project documents. Five documents every project has: Overview, Context, Decisions, Notes and Asset rights. A document is a view of the accepted records filed under it, not a separate copy.
  • Collections. Groups you curate by hand, such as Characters in a story project. You can attach accepted work or write a short note in them.

You find it all in Project files → Project Memory.

A result an AI hands in is a draft until someone accepts it. Drafts, tasks, chats and keys are never Project Memory.

How something gets in

  1. A result arrives in Inbox → Drafts: from an AI over MCP, from a role, or pasted in by hand. Its task waits in Review.
  2. An owner or admin opens it, reads it with the evidence the AI reported, and chooses:
    • Add to Project Memory: the result becomes a record that later tasks receive. Legevio shows where it will be filed (Files into a document and, if one fits, a collection) and you can Change it before you confirm.
    • Accept result: the task closes as Approved and the result stays with it. Project Memory does not change. Use it for work that is good but is not project truth, such as a bug report or a post draft. You can still add it to Project Memory later.
    • Request revision or Reject. See the Inbox.

Legevio puts first the outcome that fits: Add to Project Memory when the result names a project document or one of the project’s collections, Accept result otherwise. Long results can be reviewed by section, accepting only the parts that should become project truth.

A manager can also write a page straight into a collection. Writing it there is the acceptance.

Automatic acceptance

Set up in Inbox → Drafts: tick Accept these results automatically, trust the Writer role and Save. The Writer's next result filed under a project document arrives as Accepted by the rule, with Undo; other results still wait.

By default, a result enters Project Memory only when a person adds it. A project owner or admin can change that at the top of Inbox → Drafts, where one line says how results reach Project Memory in this project. Press Set up:

  • Tick Accept these results automatically and choose the Trusted roles. Only AI roles can be trusted.
  • When a trusted role’s AI hands in a result over MCP (with submit_result) and files it under a project document, Legevio accepts it into Project Memory and moves its task to Approved. Everything else waits for your review, including results from roles that are not trusted.
  • The rule is checked on Legevio’s server when the result arrives. An AI saying its own work is acceptable counts for nothing, and the rule can never do more than the person who set it up.
  • Each automatic acceptance shows Accepted by the rule and an Undo button in the Inbox. In the Wiki the page is marked Accepted by rule.
  • If the person who set it up can no longer manage the project, the line says the rule is Paused until a current manager saves it again.

Taking something back out

Nothing in Project Memory is deleted. You take a record out instead:

  • On a record: change its status on the record card, without opening it for editing, or choose Mark deprecated. It stops reaching agents at once, and its result in the Inbox reads Memory withdrawn.
  • After automatic acceptance: press Undo on the result. The record leaves Project Memory and the result goes back to review. If a newer version of that task was accepted meanwhile, the older one closes as replaced.
  • Earlier versions: records, documents and collections have Version history. Restore this version saves the old text as a new version and keeps every earlier one.

When accepted knowledge changes, work built on the old version is flagged, not silently redone. See What the AI receives.

What the AI sees

  • Over MCP, get_project_memory returns only accepted records and the accepted text of the project documents.
  • No MCP permission lets an outside AI accept anything. It hands in a result; a person, or the rule above, decides.
  • When an AI writes a result, it links the records it builds on as [Title](record-id). The Wiki turns those into links in both directions.