> For the complete documentation index, see [llms.txt](https://docs.cogram.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.cogram.com/organization-administration/agents.md). # Organization Agents and usage Manage organization Agents and Automations, monitor usage, and control cost. Organization admins and owners manage firm-wide Agent resources from [Organization Settings → Agents](https://app.cogram.com/dashboard/settings/admin/agents). ## Create an Organization Agent 1. Open **Organization Settings → Overview**. 2. Under **Agent setup**, select **Create agent**. 3. Turn on **Organization Agent**. 4. Set the name, description, instructions, model, reasoning effort, skills, and documents. 5. Select **Save changes** and test the Agent. You can also select **Create agent** in the **Organization agents** table. Every member can use an Organization Agent. Only organization admins and owners can configure or delete it. Each member still uses their own Cogram and connector permissions. Cogram supplies **QA/QC Agent**, **Code Compliance Agent**, **RFP Assistant**, and **Project Record Assistant**. Admins and owners can configure the first three. The Project Record Assistant is built in and cannot be changed. ## Manage organization resources Use **Agent setup** to manage Organization Agents, skills, and documents. Organization resources are visible to all members, so add only approved firm-wide material. An Organization Agent can attach organization skills and documents. It cannot attach an admin's personal items or project-restricted material. See [Agent Library](/agent/agent-library.md). The Agent's **Model** and **Reasoning effort** apply to its chats and Automations. Higher effort usually increases response time and cost. Test representative tasks before release. ## Built-in filing automations The **Organization automations** table lists **RFI filing**, **Submittal filing** and **Change order filing** with their status. These automations are built in and cannot be configured or deleted. They need Contract admin: without it they cannot be turned on and do not run. Admins and owners turn each one on or off for the organization under [Organization Settings → Contract admin](/organization-administration/contract-admin-settings.md#filing), not in this table. A project owner, project lead, organization admin, or organization owner decides whether each one runs for one project. They manage it from **Overview → Automations** in that project, with the **RFI filing**, **Submittal filing** and **Change order filing** switches. The three switches turn on by themselves when a project is created with email filing on, or when email filing is turned on later. A switch that someone already set for the project keeps its setting. Project members can view filing runs for their project. Organization admins and owners can view organization-managed runs across the organization. Each run acts with the permissions of the user who filed the email. ## Monitor usage and cost Open **Organization Settings → Agents → Usage**. The page has three tables: * **Agent usage**: Agent, uses this month, cost this month, lifetime uses, and lifetime cost. * **Automation usage**: Automation, owner, status, runs this month, cost this month, lifetime runs, and lifetime cost. * **Usage by user**: user, most-used Agent, cost this month, and lifetime cost. Automation usage is attributed to its owner. Deleted Agents remain in historical reporting. A deleted Automation's row disappears, but its cost remains in Agent and user totals. The report includes totals for private Agents and Automations. It does not show their instructions, chats, documents, or run results. Admin status does not grant access to private content. ## Set the monthly cost cap Open **Billing** and set **Monthly cost cap (USD)**. **Cost this month** includes all reported Agent use. The cap meter includes only cap-eligible use. Normal chats with the General Cogram assistant appear in usage and total cost but do not count toward the cap. Specialist Agent chats and all Automation runs do count, including Automations that use the General assistant. When eligible use reaches the cap, Cogram stops further cap-eligible work until the cap is raised or a new month begins. ## Permissions | Resource | Who can use or view it | Who can manage it | | --------------------------------- | ----------------------------------------------- | ---------------------------------------- | | Organization Agent | Organization members with their own permissions | Organization admins and owners | | Built-in Project Record Assistant | Organization members | Cogram | | Organization skill | Organization members | Organization admins and owners | | Organization document | Organization members | Organization admins and owners | | Personal Agent | Owner and selected sharing audience | Owner | | Personal Automation | Creator | Creator | | Built-in filing automation | Organization members | Org admins and owners can turn on or off | | Project filing switch | Project members | Project owner/lead or org admin/owner | | Project filing run | Project members; organization admins and owners | Cogram | Sharing an Agent does not share its user's chats or personal Automations. Cogram does not support user-created project-shared or organization-wide Agent Automations. ## Roll out an Organization Agent Use approved organization resources. Test common tasks and edge cases with several project roles. Confirm that results contain required evidence and that users receive only records they can access. Tell users which outputs require professional or commercial review. Recheck model cost and response time after rollout in **Usage**. ## Troubleshooting **A member cannot configure an Organization Agent** Only organization admins and owners can configure it. No one can configure the built-in Project Record Assistant. **Two users receive different answers** They may have different project, record, or connector permissions. Organization instructions do not create organization-wide data access. **The cost cap stopped an Automation** Review current-month use under **Usage**. Raise the cap under **Billing** only if the additional work is approved. ## Next steps * [Specialist Agents](/agent/agents.md) * [Automations](/agent/automations.md) * [Agent Connectors](/agent/agent-connectors.md) --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation by asking a question. Perform an HTTP GET request on the following URL with the `ask` and `goal` query parameters: ``` GET https://docs.cogram.com/organization-administration/agents.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is what the user is ultimately trying to achieve, the reason they need the answer. Sharing it helps GitBook give you a better, more relevant answer. A goal is most helpful when it describes the outcome the user wants rather than restating the question. For example, with `ask=how do I create an API token`, a goal like `automate deployments from our CI pipeline` lets GitBook tailor the answer to that use case. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.