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.
Create an Organization Agent
Open Organization Settings → Overview.
Under Agent setup, select Create agent.
Turn on Organization Agent.
Set the name, description, instructions, model, reasoning effort, skills, and documents.
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.
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.
Manage built-in intake
The Organization automations table lists RFI intake and Submittal intake. Admins and owners can enable or pause each one for the organization. These definitions are built in and cannot be configured or deleted.
A project owner, project lead, organization admin, or organization owner decides whether each intake Automation runs for one project. They manage it from Overview → Automations in that project.
Project members can view intake 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
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 intake definition
Organization members
Org admins and owners can enable or pause
Project intake setting
Project members
Project owner/lead or org admin/owner
Project intake 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
Last updated
Was this helpful?