Personal memory in an email assistant: what to save and review

Useful personal memory is a small collection of accurate context you choose to keep: a current project, a preference or a detail that helps explain your next steps. Review it before relying on it, correct it when circumstances change and remove what you no longer want stored.

More stored context is not automatically better. A short, current note is often easier to check than a long collection of assumptions.

1. Start with a concrete fact you understand

Choose one useful detail. For example, “I’m organizing the studio opening” gives context without requiring an entire project history. This is a fictional example, not a real person’s saved memory.

Keep a distinction between facts, preferences and plans. “I prefer afternoon meetings” is a preference. “The event is on Thursday” is a date-sensitive fact. “We might invite a photographer” is a possibility. Treating those as interchangeable can produce an inaccurate draft or plan.

Do not add a detail simply because it exists in an email. Consider whether you want it stored and whether it is needed for the work you are doing.

2. Review suggestions against their source

If an assistant proposes a memory from a conversation, read the supporting excerpt and relevant thread context. Check who said it, whether the statement applies to you and whether a later reply changed it.

Someone asking you to join a project does not mean you accepted. A quoted message may describe someone else’s preference. A proposed date may not be agreed. Correct or reject suggestions that miss those distinctions.

3. Keep temporary information current

A note can be accurate today and misleading next month. When a project finishes, review its saved details. If a preference changes, update the existing note rather than leaving contradictory context in place.

Avoid saving passwords, codes or unnecessary sensitive information as everyday context. Personal memory should support your workflow without becoming a place to collect everything in a mailbox.

4. Review what a reply will share

A saved fact can be useful to you without being appropriate for every recipient. Before generating or sending a contextual reply, decide which details belong in that particular conversation. Then review the resulting text for accuracy, tone and unintended disclosures.

For the fictional studio opening, the supplier may need the guest count but not unrelated personal notes. Selecting a fact for a draft still does not remove the need to read the finished draft.

How reviewed memory works in CAPAX

CAPAX provides My context for notes you save about projects, roles, preferences and other useful details. If learning from received and sent mail is permitted and enabled for your pilot account, CAPAX can send bounded mail excerpts to OpenAI to propose memories with supporting email excerpts. You confirm or edit those proposals before they are used.

Reviewed memory can inform attention, weekly planning and contextual replies within your own account. Your saved memory is not visible to other pilot users.

For contextual replies, you choose the saved details you are comfortable including and review the draft. AI output can be wrong. AI processing, background analysis and learning from mail have separate permission choices and start off. When you permit AI processing, relevant mail and context may be sent to OpenAI for AI features.

You can correct or forget saved memory. Forgetting removes the active note; a content digest and recovery copies have separate limits explained in the pilot privacy notice. Disconnecting a mailbox, forgetting a memory and deleting a CAPAX account are different actions. Read the pilot privacy notice for the details, including recovery-copy and device-cleanup limits, before deciding which control fits your intention.

A useful first experiment

Save one non-sensitive project note you are comfortable storing. Check that it is accurate. If contextual replies are enabled for your account and AI processing is on, choose only the details appropriate to the recipient and review the draft. After the project changes, revisit the note.