Creating Your Company Context – Guide & Best Practices

Step-by-step guide to the company context in amberAI: what to include, how to structure it, and which common mistakes to avoid.

The company context is the foundation that helps amberAI understand your business and tailor responses accordingly. This guide explains what belongs in it, how to structure it, and which pitfalls to avoid.

What is the company context?

In the admin area under AI Settings → Company Knowledge, you will find the free-text field labeled "Company Context Preview". The text you enter here is passed to the language model as global background context and is automatically available to all users in every amberAI conversation.

What the company context does

┌─────────────────────────────────────────────────────────┐ │ amberAI knows your company name, industry, products │ │ and communication rules │ ├─────────────────────────────────────────────────────────┤ │ Responses are automatically tailored to your company │ │ │ ├─────────────────────────────────────────────────────────┤ │ All users benefit from a consistent, unified level │ │ of knowledge │ ├─────────────────────────────────────────────────────────┤ │ You don't need to repeat this information in │ │ individual conversations │ └─────────────────────────────────────────────────────────┘

Good to know
The company context affects only the AI-generated responses of amberAI. The search results from amberSearch are not changed by it.

How to access the company context

Step-by-step instructions:

	Step Action
1	Click your profile icon
2	Select Admin Settings
3	Navigate to AI Settings in the left-hand menu
4	Scroll to the Company Knowledge section
5	Click "Edit text" to adjust the company context
6	Click "Save & Continue" to apply your changes

Permission required
Only users with the Admin role have access to the AI settings.

What content belongs in the company context?

The following eight categories form the backbone of a strong company context:

		Category Examples Why it matters
Company profile	Name, legal form, year founded, headquarters, locations	amberAI knows which company it is talking about
Industry & positioning	Industry, target markets, competitive positioning	Responses are phrased in an industry-appropriate way
Products & services	Product names, short descriptions, target audiences	amberAI can talk about your products correctly
Mission, vision & values	Company mission, vision, core values	Responses reflect your company culture
Tone of voice & corporate language	Communication style, formal/informal, dos & don'ts	Consistent communication across all users
Key figures	Number of employees, customers, revenue range	Factually correct statements when asked
Abbreviations & terminology	Internal acronyms and their meanings	amberAI interprets company-specific terms correctly
Ideal Customer Profile (ICP)	Typical target customers, industries, contact roles	Better contextual understanding of queries

Recommended structure – Template to copy

Use the following template as a starting point and adapt it to your company:

Official company boilerplate: [Company name] ([legal form]) is [industry/short description] based in [city]. [1–2 sentences on core competencies and market positioning.] Mission, vision & company values: Mission: [Your mission] Vision: [Your vision] Values: [Your core values, e.g. innovation, sustainability, customer focus] Core products & services (incl. target audience): - [Product 1]: [Short description]. Target audience: [Audience] - [Product 2]: [Short description]. Target audience: [Audience] - [Product 3]: [Short description]. Target audience: [Audience] Market positioning & competitive landscape: We position ourselves as [positioning]. We differentiate from competitors through [USPs]. Ideal Customer Profile (ICP) & target markets: Our ICP is [description of ideal customers]. Primary contacts: [Roles/departments] Tone of voice & corporate language: - Style: [e.g. professional, factual, friendly] - Form of address: [formal/informal] - Dos: [e.g. active voice, focus on benefits] - Don'ts: [e.g. no unsupported superlatives, no unnecessary jargon] Key figures, data & facts: - Year founded: [Year] - Employees: [Number] - Customers: [Number] - Locations: [List] Internal abbreviations & terminology: - [Abbreviation 1] = [Meaning] - [Abbreviation 2] = [Meaning] - [Abbreviation 3] = [Meaning]

Tips & Tricks

What you should do

Write clearly and in a structured way
Use paragraphs, headings, and lists. The language model processes structured text much more reliably than unstructured prose.

Facts instead of empty phrases
Weak: "We are a leading company with many satisfied customers."
Strong: "Mustermann GmbH is a mid-sized mechanical engineering company based in Stuttgart, founded in 2005, with around 450 employees and more than 200 industrial customers across Europe."

Explain product names and technical terms
Strong: "Our product 'SmartFlow' is a cloud-based solution for production control in the manufacturing industry."

Define tone of voice explicitly
Strong: "Responses should be professional, factual, and written in an informal tone. Technical terms may be used but should be briefly explained when necessary."

Spell out abbreviations
Strong: "PM = Project Manager, PL = Project Lead, QA = Quality Assurance, MES = Manufacturing Execution System"

Update regularly
Review the company context at least once per quarter – especially when launching new products, updating key figures, or adjusting your strategy.

What you should avoid

No confidential or sensitive data
The company context is used by all users. Do not store passwords, API keys, confidential financial data, or personal information about individual employees here.

Not too long and not too short
An effective company context typically contains 200–800 words. Texts that are too short provide too little context; texts that are too long dilute relevance.

No contradictory instructions
Avoid statements that contradict each other – such as "Always respond in English" and at the same time "Antworte immer auf Deutsch".

No user-specific instructions
The company context applies to all users. Individual preferences belong in each user's personal memories, not in the global context.

No highly volatile information
Daily data such as stock prices or daily KPIs are not suitable, since the company context has to be maintained manually.

Company context vs. personal memories

Both layers complement each other – but they serve different purposes:

		Company context Personal memories
Applies to	All users	Only the individual user
Maintained by	Administrators	Each user individually
Suitable for	Company facts, tone of voice, products	Personal role, assigned customers, preferences
Example	"Company XY is a mechanical engineer, 450 staff"	"I am a PM and I manage customers A and B"
Set under	Admin → AI Settings	User profile area

Frequently Asked Questions (FAQ)

How quickly do changes take effect?

Changes take effect immediately after saving for all new conversations. Ongoing chats will continue to use the previous version.

Is there a maximum text length?

There is a technical limit. We recommend keeping the text to a maximum of 800–1,000 words to ensure relevance and processing quality.

Can I write the text in multiple languages?

Yes. However, keep in mind that a focused text in one language is often more effective than a long multilingual one. amberAI can convey information in the desired response language regardless of the language of the context.

Can I store response preferences as well?

Yes. You can define global response preferences in the company context, for example "Responses should always be in bullet points and in English". Please note that this then applies to all users. Individual formatting preferences belong in personal memories.

Does the company context affect search results?

No. The company context affects only the AI-generated responses of amberAI, not the search results from amberSearch.

You did it!
With a well-maintained company context, you ensure that amberAI strikes the right tone in every conversation and makes factually accurate statements about your business. We recommend setting a reminder for your next quarterly review right now.