# Managing Multiple Organizations: Switching Contexts in RuleWise Many RuleWise users work for multiple organizations—perhaps you're employed by a parent company and a subsidiary, you're a consultant serving multiple clients, or you have responsibilities across different business units. This guide explains how RuleWise handles multi-organization access and how to switch between organizational contexts seamlessly. ## Understanding Multi-Organization Access ### Why You Might Have Multiple Organizations **Common Scenarios**: **Corporate Structure**: You work for a financial services holding company and are also a member of several subsidiary organizations within the group. **Consulting or Advisory Roles**: You provide compliance consulting to multiple client organizations, each with their own RuleWise workspace. **Business Unit Separation**: Your company has set up separate organizations for different regulated entities, funds, or business lines for regulatory or operational reasons. **Project-Based Access**: You're temporarily assigned to a specific project or entity that has its own organizational structure. **Oversight Responsibilities**: You're in a group compliance or audit function with access to multiple entity-level organizations. ### How RuleWise Handles Multiple Organizations **Complete Data Isolation**: Each organization has its own completely separate workspace: - Distinct policy knowledge bases - Separate chat histories - Independent training programs - Different enabled jurisdictions - Isolated member lists **Single User Account**: You have one RuleWise login that gives you access to all your organizations. You don't need separate accounts for each organization. **Context Switching**: You can easily switch between organizations, and RuleWise automatically adjusts everything to match the current organizational context. **Role Variation**: You might be an admin in one organization and a regular member in another—your permissions adjust based on the current context. ## Finding Your Organizations ### Viewing Your Organization List When you log into RuleWise, you can see all organizations you're a member of: **Organization Selector** (typically in the top navigation): - Shows your currently active organization - Click to see a dropdown list of all your organizations - Each organization shows its name and your role **Example Display**: ``` Currently viewing: Acme Financial Services (Admin) Switch to: ▪ Acme Fund Management Ltd (Member) ▪ Acme Asset Management (Admin) ▪ Global Compliance Consulting (Member) ``` ### Your Current Organization **Visual Indicators**: - Organization name displayed prominently in the interface - Often shown in the header or top navigation - May include organization logo or branding **Why This Matters**: Everything you see and do in RuleWise is scoped to your current organization: - Questions access that organization's policies - Training assignments are organization-specific - Enabled jurisdictions reflect that organization's operations - Chat history is separate for each organization ## Switching Between Organizations ### How to Switch **Using the Organization Selector**: 1. Click on your current organization name (usually in the top bar) 2. A dropdown menu appears showing all your organizations 3. Click on the organization you want to switch to 4. The interface refreshes to show that organization's context **Confirmation**: - The organization name updates to show your new context - You may see a brief loading indicator - Your view now shows the selected organization's data ### What Happens When You Switch **Immediate Changes**: **Knowledge Base**: - Searches now query the new organization's policies - Enabled jurisdictions change to match the new organization - Previous organization's policies are no longer accessible **Chat History**: - You see chat conversations from the new organization - Chats from the previous organization are not visible (but are preserved) - Starting a new chat creates it in the current organization **Training and Quizzes**: - Assigned training reflects the new organization - Quiz assignments are organization-specific - Completion records are tracked separately per organization **Permissions and Access**: - Your role may be different in the new organization - Admin features appear or disappear based on your role - Access to settings and configuration adjusts accordingly ### Your "Last Chosen" Organization **What This Means**: RuleWise remembers which organization you were last working in and shows that one when you log in next time. **Example**: - Monday morning: You switch to Acme Asset Management and work there all day - Monday evening: You log out - Tuesday morning: You log back in and automatically see Acme Asset Management - Tuesday afternoon: You switch to Acme Fund Management - Wednesday morning: You log in and see Acme Fund Management (your last choice) **Why This Matters**: You don't have to manually select your organization every time you log in—RuleWise assumes you want to continue where you left off. ## Working Across Organizations ### Keeping Track of Context **Visual Reminders**: Always check which organization you're currently viewing before: - Asking compliance questions - Creating training materials - Conducting research - Taking quizzes **Example of Why This Matters**: If you mean to ask about Acme Financial Services' AML policy but you're currently viewing Acme Asset Management, you'll get answers from the wrong organization's policies. ### Best Practices for Multi-Organization Work **Start Each Session by Checking**: Look at the organization selector to confirm you're in the right context before starting work. **Switch Deliberately**: When you need to change organizations, do it consciously and verify the switch completed. **Separate Your Work**: Keep clear mental (or physical) notes about which tasks belong to which organization. **Use Naming Conventions**: If creating documents or taking notes, include the organization name to avoid confusion later. ### Common Workflows **Scenario 1: Group Compliance Officer** You oversee compliance for three subsidiary companies: **Morning Routine**: 1. Log in (last organization: Subsidiary A) 2. Check Subsidiary A's quiz completions and pending training 3. Switch to Subsidiary B 4. Review recent chat conversations and questions 5. Switch to Subsidiary C 6. Conduct mock audit using Inspector agent 7. Switch back to Subsidiary A for afternoon work **Scenario 2: Compliance Consultant** You provide services to multiple client organizations: **Client Meeting Preparation**: 1. Morning: Client meeting scheduled with Acme Financial 2. Switch to Acme Financial organization 3. Use Insight to research their current AML procedures 4. Use Probe to prepare for discussion topics 5. Create training materials using Quest 6. Afternoon: Different client meeting 7. Switch to Acme Asset Management organization 8. Repeat research and preparation for this client **Scenario 3: Dual-Hatted Role** You work for a parent company but also serve on subsidiary boards: **Weekly Pattern**: - Monday-Wednesday: Work in Parent Company organization (your main role) - Thursday: Switch to Subsidiary 1 for board compliance review - Friday: Switch to Subsidiary 2 for monthly compliance report - As needed: Switch back to Parent Company for group-level initiatives ## Understanding Scoped Data ### What's Separate for Each Organization **Policies and Knowledge Base**: - Each organization has uploaded different compliance policies - Policies are stored in organization-specific, isolated namespaces - No cross-contamination between organizations **Jurisdictions**: - Each organization enables relevant jurisdictions for their operations - Organization A might have EU and UK enabled - Organization B might have US and Singapore enabled - When you switch, you see different jurisdictional content **Chat History**: - Conversations are saved per organization - Switching organizations shows different chat history - Each organization's chats remain private and separate **Training Programs**: - Quiz assignments are organization-specific - Your completion records are tracked separately per organization - You might have completed AML training for Organization A but not Organization B **Members and Permissions**: - Each organization has different team members - Your role varies by organization (admin in one, member in another) - Access controls are strictly scoped ### What's Shared Across Organizations **Your User Profile**: - Single login credentials - Personal settings and preferences - Contact information **RuleWise Features**: - Access to all AI agents (Insight, Quest, Probe, Inspector, Resilience) - Same interface and tools across all organizations - Consistent user experience ## Roles and Permissions Across Organizations ### Different Roles in Different Organizations It's common to have varying levels of responsibility: **Example User**: Sarah Johnson **Organization A (Acme Financial Services)**: - Role: Organization Admin - Responsibilities: Upload policies, manage members, configure jurisdictions - Access: Full administrative control **Organization B (Acme Fund Management)**: - Role: Organization Member - Responsibilities: Complete training, ask compliance questions - Access: Standard user access **Organization C (Consulting Client Corp)**: - Role: Organization Admin - Responsibilities: Full compliance program oversight - Access: Full administrative control ### What Changes Based on Role **As Organization Admin**: When you switch to an organization where you're an admin, you see: - Policy management interface (upload, edit, delete policies) - Member management (add/remove users, assign roles) - Jurisdiction configuration (enable/disable jurisdictions) - Training assignment capabilities - Organization settings and configuration **As Organization Member**: When you switch to an organization where you're a regular member, you see: - Chat interface for asking questions - Your assigned training and quizzes - Access to AI agents for research and learning - Your personal chat history - Standard user features only (no administrative tools) ### Checking Your Current Role **Where to Look**: The organization selector often shows your role alongside the organization name: ``` Acme Financial Services (Admin) ``` **Why This Matters**: Knowing your current role helps you understand what actions you can take and what features are available. ## Privacy and Data Security ### Complete Isolation Between Organizations **Technical Safeguards**: **Namespace Isolation**: Each organization's policies are stored in separate, encrypted namespaces in the vector database. There is no way for data from one organization to appear in another organization's searches. **Query Scoping**: Every database query automatically filters by the current organization ID. Cross-organization data access is technically impossible through normal operations. **Access Controls**: Your access to an organization is explicitly granted through membership. You can only see organizations you've been invited to join. **Audit Trails**: All actions are logged with organization context, ensuring accountability and traceability. ### What This Means for You **Confidentiality**: If you work for competing organizations or clients with confidential information, you can trust that their data remains completely separate. **No Accidental Sharing**: You cannot accidentally share Organization A's policies with Organization B—the systems are completely separate. **Clear Context**: RuleWise always tells you which organization you're viewing, preventing confusion. **Professional Ethics**: The platform's architecture supports your professional obligation to keep client or organizational information confidential. ## Troubleshooting Common Issues ### "I Can't Find My Organization" **Possible Causes**: **Not Yet Added as Member**: You may not have been added to the organization yet. Contact the organization's admin to request access. **Removed from Organization**: If you previously had access but no longer see the organization, your membership may have been revoked. Confirm with the organization admin. **Different Account**: Verify you're logged in with the correct email address. If you have multiple RuleWise accounts, you might be using the wrong one. **Organization Not Yet Created**: The organization may not have completed RuleWise setup yet. ### "I'm in the Wrong Organization" **Quick Fix**: 1. Look at the organization selector in the top navigation 2. Click on the current organization name 3. Select the correct organization from the dropdown 4. Verify the switch by checking the organization name updated **Prevention**: Develop a habit of checking your current organization before starting any work. ### "My Training Isn't Showing Up" **Check Your Context**: Training assignments are organization-specific. Make sure you're viewing the correct organization: 1. Verify current organization in the selector 2. Switch to the organization that assigned the training 3. Check the training dashboard **Example**: If Acme Financial Services assigned you a quiz, you won't see it when viewing Acme Fund Management. Switch to Acme Financial Services to see the assignment. ### "I Got Answers from the Wrong Policies" **What Happened**: You likely asked a question while viewing a different organization than intended. **How to Fix**: 1. Check which organization you're currently viewing 2. If wrong, switch to the correct organization 3. Ask your question again 4. Verify the sources cited match the expected organization **Prevention**: Always confirm your organizational context before asking important questions. ### "My Permissions Changed" **This is Normal**: Your permissions are tied to your role in each organization. When you switch organizations, your available features change based on your role in the new organization. **Example**: - In Org A (where you're an admin): You can upload policies and manage members - Switch to Org B (where you're a member): Upload and management features disappear - This is expected behavior, not a bug ## Advanced Multi-Organization Scenarios ### Managing Similar Policies Across Organizations **Scenario**: You're group compliance officer and need to ensure consistent policies across three subsidiary organizations. **Approach**: **Review Each Organization Separately**: 1. Switch to Organization A 2. Use Insight to review their AML policy 3. Take notes on key provisions 4. Switch to Organization B 5. Use Insight to review their AML policy 6. Compare with Organization A's approach 7. Repeat for Organization C **Create Comparative Analysis**: You might ask Insight in each organization: "What are the key components of our AML transaction monitoring policy, specifically the threshold amounts and escalation procedures?" Then manually compare the responses across organizations. **Limitation**: RuleWise cannot directly compare policies across organizations due to data isolation—this is a security feature, not a bug. ### Training Coordination Across Organizations **Scenario**: You want to deliver consistent compliance training to team members across multiple organizations. **Approach**: **Create Training in Each Organization**: 1. Switch to Organization A 2. Use Quest to create the compliance training quiz 3. Download or save the quiz structure 4. Switch to Organization B 5. Use Quest to create similar training (adapted for their specific policies) 6. Repeat for each organization **Assign Appropriately**: Each organization assigns training to its own members, with content tailored to their specific policies and jurisdictions. ### Consultant Workflow Optimization **Scenario**: You're a compliance consultant juggling multiple client organizations. **Time Management**: **Batch Similar Tasks**: - Morning: Policy reviews for all clients - Switch between orgs conducting similar Insight queries - Afternoon: Training creation for all clients - Use Quest in each org to build training programs **Stay Organized**: - Keep a separate tracking spreadsheet noting which tasks are for which client - Use consistent naming if downloading documents (e.g., "Acme-AML-Review.pdf") - Set calendar reminders to switch organizations for scheduled tasks **Client Confidentiality**: - Clear browser and notes when switching clients if working with sensitive information - Be mindful of not mixing client information in your own notes or documents ## Tips for Success with Multiple Organizations ### Develop Organizational Habits **Start Each Session**: 1. Check which organization is currently active 2. Decide which organization you need to work in 3. Switch if necessary 4. Verify the switch before proceeding **Before Important Actions**: 1. Pause and check your current organization 2. Confirm it's correct for the task you're about to perform 3. Proceed with confidence **End of Day**: 1. Note which organization you'll need to start with tomorrow 2. Optionally switch to that organization before logging out 3. Tomorrow you'll start in the right place ### Use Visual and Written Cues **Screen Labels**: If you frequently switch organizations, consider using sticky notes on your monitor or computer labels to remind yourself to check context. **Task Lists**: In your personal task management system, always note which organization each task belongs to: - "Review AML procedures [Acme Financial]" - "Complete cybersecurity training [Acme Fund Management]" - "Create Q1 training program [Consulting Client Corp]" **Calendar Entries**: When scheduling organization-specific work, include the organization name in the calendar entry. ### Communicate Clearly **With Organization Admins**: When discussing RuleWise-related topics, always specify which organization you're referring to: - "I have a question about the training assignment in Acme Financial Services" - "I'm having trouble accessing policies in Acme Fund Management" **With Support**: If you contact RuleWise support, mention that you have multiple organizations and specify which one you're asking about. ## Understanding the Benefits ### Why Multi-Organization Access is Powerful **Efficiency**: One login gives you access to all your compliance responsibilities across different entities. **Consistency**: Same interface and tools across all organizations—no need to learn different systems. **Flexibility**: Easily shift between contexts as your day demands without logging in and out of different accounts. **Appropriate Separation**: Complete data isolation ensures professional confidentiality while still providing unified access. **Role-Based Access**: You automatically get the right permissions for each organization without manual configuration. ## Conclusion Managing multiple organizations in RuleWise is straightforward once you understand how organizational context works: **Key Principles**: 1. **Everything is scoped to your current organization**: Policies, chats, training, and permissions 2. **Switching is easy**: Use the organization selector to change contexts quickly 3. **Data is completely isolated**: Each organization's information is separate and secure 4. **Your role varies by organization**: Admin in one, member in another—all from one account 5. **Always check your context**: Verify which organization you're viewing before taking action **Best Practices**: - Check your current organization before starting work - Switch deliberately and verify the change - Develop organizational habits and workflows - Use external notes to track which tasks belong to which organization - Communicate clearly about organizational context **Security and Privacy**: - Complete data isolation between organizations - No risk of cross-contamination - Audit trails maintain accountability - Professional confidentiality is protected by technical architecture With these principles and practices, you can efficiently manage compliance responsibilities across multiple organizations while maintaining the security, privacy, and organization that professional compliance work requires. **Next Steps**: If you have multiple organizations, practice switching between them and observe how the interface changes. Develop your own organizational habits to ensure you're always working in the right context.