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HERC's diary

HERC — your AI assistant — quietly keeps a short notebook for your organisation. Every time HERC learns something durable about your data ("this team calls customers 'klanten'", "churn here means monthly subscriptions, not annual") it writes one line into the notebook for that specialist. The next time you, or anyone in your organisation, asks the same specialist a question, HERC reads its notebook before answering. Over weeks and months, every specialist becomes more fluent in your specific data.

When the diary helps you

  • After a few weeks, the glossary specialist stops asking you to clarify domain-specific terms — it remembers.
  • After a few weeks, the catalog specialist suggests the right table by your team's name for it, not the database name.
  • After a few weeks, the metric specialist proposes definitions that match how your team actually measures things.
  • After a few weeks, the data products and flows specialists pick up your house conventions for naming and ownership.

What HERC writes (and doesn't)

  • WRITES: short durable lessons about your data and how your team talks about it.
  • DOES NOT WRITE: anything containing tokens, passwords, API keys, or secrets — those are stripped before the entry is saved.
  • DOES NOT WRITE: per-user preferences (those live in your personal conversation history, not the org-wide diary).
  • DOES NOT WRITE: one-off facts that are already in the catalog.
  • Each entry is capped at 1024 characters.

How to see what HERC has written

Go to Administration → Agent diary. You will see every entry, the agent that wrote it, when, and the lesson. Filter by agent to focus on one specialist.

The page lists entries newest first. The "agent" column tells you which specialist authored the lesson. Click into a row to see the full text.

How to remove an entry

Click the trash icon on any row and confirm. The entry is permanently deleted (no undo). HERC will keep its other entries; only the one you removed is gone. The next time the affected specialist runs, it will not see the deleted lesson.

What happens to old entries

After 30 days, HERC quietly folds older entries into one summary entry per specialist (for example: "Older lessons: Finance owns metric_revenue_eur. The 'marketing' tag spans Sales and Marketing."). The summary keeps the lessons, drops the noise. Over time the diary stays small — at most around 50 fresh entries per specialist plus the distilled summary.

The folding happens every Sunday night automatically. You don't need to trigger anything.

Who can see the diary

  • HERC itself — every specialist that owns a diary reads it at the start of every turn.
  • Anyone with the Administrator or AI Editor role — via the admin viewer.
  • Nobody else. The diary is private to your organisation; we never share it across tenants.

Permissions

  • View / delete entries: Administrator or AI Editor.
  • Write entries: only HERC's specialist agents themselves, never a person. There is intentionally no "add diary entry" form anywhere in the platform.

Limitations (today)

  • Only five specialists keep diaries today: glossary, catalog, data products, metrics, flows. The other specialists (tasks, workflows, health, etc.) do not yet — they will be added in a follow-up.
  • The diary is read by recency, not by relevance. If HERC wrote something six months ago that relates to your question only by paraphrase, it may not surface that note. We are tracking this and will add semantic search in a later release.
  • The chat UI does not (yet) tell you "HERC just wrote a diary entry"; the writes are visible only in the admin viewer above.

Troubleshooting

  • The diary is empty after weeks of usage — the diary fills slowly on purpose; HERC only writes lessons it judges durable. Try asking a specialist a few specific organisation-shaped questions and check back in a day.
  • HERC keeps repeating a wrong assumption — open the admin viewer, find the offending entry, delete it. The next session of that specialist will not have it.
  • Sensitive content appeared in an entry — delete it from the admin viewer and report it to your account contact; we will review the secret-strip patterns and tighten them.
  • A specific agent isn't writing — confirm it is one of the five opt-in specialists listed above. The other seven are deferred for v1.