> ## Documentation Index
> Fetch the complete documentation index at: https://api-docs.ollang.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Memory, Guidelines, and Custom Instructions

> Understand Memories, terminology management, custom instructions, folder-level guidelines, and project-level localization behavior inside the Ollang Project Management Dashboard.

## Overview

The Ollang Project Management Dashboard supports three different mechanisms to improve localization quality and consistency:

* Memories
* Global Custom Instructions
* Folder-Level and Project-Level Guidelines

These systems work together to help organizations:

* preserve terminology consistency,
* maintain brand voice,
* improve translation quality,
* standardize localization behavior,
* and operationalize multilingual content at scale.

Each mechanism serves a different purpose.

***

# Understanding the Difference

<CardGroup cols={3}>
  <Card title="Memory" color="#6148F9" icon="file">
    Stores historical translations, approved terminology, and multilingual reference content.
  </Card>

  <Card title="Custom Instructions" color="#6148F9" icon="coins">
    Global account-level guidance applied when no folder or project guidelines exist.
  </Card>

  <Card title="Guidelines" color="#6148F9" icon="folder">
    Folder-level or Project-level instructions controlling localization behavior for specific workflows.
  </Card>
</CardGroup>

***

# Memories

## Overview

Memories help organizations preserve:

* approved terminology,
* historical translations,
* brand language,
* multilingual consistency,
* and localization context.

Instead of translating every Order from scratch:

Ollang can reference previously approved linguistic material to improve translation consistency.

This is especially important for:

* enterprise localization,
* recurring content,
* regulated industries,
* product localization,
* media localization,
* and brand-sensitive workflows.

***

# How Memories Work

Memories act as:

* multilingual contextual references.

Organizations can upload previously approved translation material which can then help guide future localization workflows.

Example:

```text theme={null}
Source:
"Get Started"

Approved Translation:
"Commencer"
```

Future Orders involving similar content may reference this approved terminology.

***

# Creating a Memory

Project Management Users can create Memories directly from:

* the Memories section inside:
* the Ollang Project Management Dashboard.

Workflow:

```text theme={null}
Go to Memories
        ↓
Create New Memory
        ↓
Add Title
        ↓
Upload File
        ↓
Memory Becomes Available
```

Example:

```text theme={null}
Memory Name:
Brand Localization Glossary
```

***

# Multiple Memories

Organizations are not limited to:

* a single Memory.

Users may create:

* multiple Memories,
* multiple terminology repositories,
* and specialized localization references.

Example:

```text theme={null}
Memories

- Brand Terminology
- Legal Terminology
- Medical Translation Memory
- Product Localization Terms
- UI Localization Memory
```

This enables:

* department-specific localization,
* content-type specialization,
* and multilingual operational consistency.

***

# Supported Memory Formats

The platform currently supports:

<CardGroup cols={2}>
  <Card title="TMX" color="#6148F9" icon="file">
    Translation Memory Exchange format commonly used in enterprise localization.
  </Card>

  <Card title="CSV" color="#6148F9" icon="file">
    Spreadsheet-based terminology and translation reference format.
  </Card>

  <Card title="XLSX" color="#6148F9" icon="file">
    Structured terminology and multilingual reference files.
  </Card>

  <Card title="JSON" color="#6148F9" icon="file">
    Structured localization and multilingual data workflows.
  </Card>
</CardGroup>

***

# Memory Matching Behavior

Memories function as:

* contextual linguistic guidance.

When matching content:

```text theme={null}
100% Exact Match
        ↓
High-priority reference
```

```text theme={null}
Semantic Similarity
        ↓
Contextual localization guidance
```

This helps preserve:

* consistency,
* terminology quality,
* and multilingual continuity.

***

# Important Clarification

<Info>
  Memory matches are currently not exposed to Project Management Users.
</Info>

Users cannot currently see:

* which Memory item was used,
* confidence levels,
* or Memory source attribution.

This functionality is part of the future roadmap.

***

# Global Custom Instructions

## Overview

Global Custom Instructions represent:

* organization-wide localization guidance.

These instructions are automatically applied when:

* no Folder-level guideline exists,
* and no Project-level guideline exists.

Global Custom Instructions act as:

* fallback localization behavior.

***

# Typical Use Cases

Global Custom Instructions are commonly used for:

* brand tone,
* writing style,
* terminology preferences,
* localization behavior,
* and organization-wide standards.

Example:

```text theme={null}
Instructions:
- Maintain professional tone
- Keep product names untranslated
- Avoid slang
- Preserve English UI terminology
```

***

# Important Behavior

<Info>
  Global Custom Instructions only apply when no Folder-level or Project-level Guidelines are configured.
</Info>

Hierarchy:

```text theme={null}
Project-Level Guidelines
        ↓
Folder-Level Guidelines
        ↓
Global Custom Instructions
```

***

# Folder-Level Guidelines

## Overview

Folder-Level Guidelines represent:

* instructions uploaded to a specific Folder.

These guidelines automatically apply to:

* all Projects,
* and all Orders inside that Folder.

Unless:

* a Project-level Guideline exists.

***

# Example Use Case

Example:

```text theme={null}
Folder:
French TV Series

Guideline:
- Formal French tone
- Max subtitle length: 42 CPL
- Preserve character naming
- Avoid subtitle orphan words
```

All Projects inside the Folder inherit:

* the same localization behavior.

***

# Folder-Level Workflow

```text theme={null}
Folder Guideline Uploaded
        ↓
Projects Created Inside Folder
        ↓
Orders Automatically Follow Folder Rules
```

***

# Project-Level Guidelines

## Overview

Project-Level Guidelines represent:

* highly specific instructions uploaded to a particular Project.

These Guidelines override:

* Folder-Level Guidelines,
* and Global Custom Instructions.

Project-level guidance is used when:

* one Project requires unique localization behavior.

***

# Example Use Case

Example:

```text theme={null}
Folder:
TV Show Season

Folder Guideline:
- Maintain neutral tone
- Follow subtitle formatting

Project:
Episode 5

Project-Level Guideline:
- Preserve slang
- Use regional humor adaptation
- Character-specific naming rules
```

Result:

```text theme={null}
Episode 5 follows
Project-Level Guideline
```

while:

```text theme={null}
All other Episodes follow
Folder-Level Guideline
```

***

# Override Hierarchy

Guidelines are not merged.

Only the highest-priority applicable guideline is used.

Hierarchy:

```text theme={null}
Project-Level Guidelines
        ↓
Folder-Level Guidelines
        ↓
Global Custom Instructions
```

Meaning:

### If Project Guideline exists:

* Project Guideline is used.

### If Project Guideline does not exist:

* Folder Guideline is used.

### If Folder Guideline does not exist:

* Global Custom Instructions are used.

***

# Supported Guideline Formats

Guidelines may be uploaded in formats such as:

<CardGroup cols={2}>
  <Card title="PDF" color="#6148F9" icon="file">
    Commonly used for localization instructions and style guides.
  </Card>

  <Card title="DOCX" color="#6148F9" icon="file">
    Commonly used for structured guideline documentation.
  </Card>

  <Card title="TXT" color="#6148F9" icon="file">
    Lightweight instruction format for localization guidance.
  </Card>

  <Card title="XLSX" color="#6148F9" icon="file">
    Structured terminology or instruction reference sheets.
  </Card>
</CardGroup>

***

# Example Enterprise Localization Setup

```text theme={null}
Global Custom Instructions
        ↓
Professional tone
Keep UI terms in English
Avoid slang

Folder:
Marketing Campaigns
        ↓
Friendly tone
Modern language
Short-form copy

Project:
Holiday Campaign
        ↓
Preserve seasonal references
Follow regional promotions
```

Result:

```text theme={null}
Holiday Campaign uses:
Project-Level Guideline
```

***

# Memory vs Guidelines

<CardGroup cols={2}>
  <Card title="Memory">
    Helps preserve historical translations, terminology consistency, and multilingual reference material.
  </Card>

  <Card title="Guidelines">
    Controls how localization should behave for a specific workflow or Project.
  </Card>
</CardGroup>

# Best Practices

Organizations typically achieve best results by combining:

```text theme={null}
Memory
        +
Guidelines
        +
Custom Instructions
```

Example:

```text theme={null}
Memory:
Preserve approved terminology

Folder Guideline:
Maintain subtitle formatting

Project Guideline:
Use campaign-specific language
```

This helps improve:

* consistency,
* translation quality,
* brand alignment,
* and multilingual scalability.

# Important Operational Notes

<AccordionGroup>
  <Accordion title="Can organizations upload multiple Memories?">
    Yes. Organizations can create multiple Memories for different content types, departments, or terminology domains.
  </Accordion>

  <Accordion title="Are Memories Global or Folder-based?">
    Memories are global and available organization-wide.
  </Accordion>

  <Accordion title="Do Project Guidelines override Folder Guidelines?">
    Yes. Project-Level Guidelines always override Folder-Level Guidelines.
  </Accordion>

  <Accordion title="Are Guidelines merged together?">
    No. Only the highest-priority applicable guideline is used.
  </Accordion>

  <Accordion title="Can users see which Memory item influenced localization?">
    Not currently. Visibility into Memory source attribution is part of the future roadmap.
  </Accordion>

  <Accordion title="What happens if no Folder or Project Guideline exists?">
    The platform automatically applies active Global Custom Instructions.
  </Accordion>
</AccordionGroup>