The tiredness everyone feels
Every time you open a new chat you write the same thing: I run a saree shop in Mirpur, my customers are middle class, write in Bangla, prices in taka.
Four lines. Ten times a day. After a week people get tired and shorten it, and then the quality of the answers drops too.
Folders are for exactly this problem.
What a folder really is
A folder is a room for several chats, and the room has a memory of its own.
You can keep three things in a folder, and they go along into every chat inside it:
Rules. How to answer. "Write in Bangla, in short sentences, prices in taka, few English words."
Memory. What to remember. "The shop is called Rahim Store, Mirpur 11, WhatsApp 017...."
Reference files. A few files, such as a price list or product descriptions.
Set it once and you do not write it again.
How to divide them
Dividing by task works better than pouring everything into one folder.
| Folder | Rules | Reference |
| Shop posts | Brand voice, few emojis | Price list |
| Customer replies | Polite, short, like WhatsApp | Answers to common questions |
| Study | Explain in simple words, step by step | Syllabus |
The reason is that rules pull against each other. The rules for business writing and the rules for study notes are not the same, and when both sit in one folder, both get weaker.
How to write rules
The more specific the rules, the better the result.
Weak: "Write well."
Good: "Write in Bangla. Keep sentences short. One point per post. Always end by asking them to order on WhatsApp. Write prices in taka, numbers in Bangla."
Also write what you do not want. A ban like "do not use emojis" or "do not write over-praising words" often works better than an instruction.
Reference files
This is where a folder helps most.
Keep the price list in one file. Then when you say "write a post for this saree", you do not have to type the price again, because it is in the file.
A few things to know:
- Files can be .pdf, .txt, .md, .csv or .json
- Up to 5 files, 20,000 characters each and 50,000 in all
- If a file is big, the first 20,000 characters are taken, and you are told so
- If you go over the limit on the number of files or the total size, the file is not saved at all, and you are told that too
The last point matters. Before, the rest of a big file was dropped silently and you did not know. Now you are told which file was cut.
From links and videos
Give the chat a link or a YouTube video address and ask, and it can make notes or a summary in Bangla from the text.
This helps students most: notes in Bangla from a long English article or a class video, and then your own questions from those notes.
There is a limit here too. For a very long text, only the first part is taken.
The app's own memory
Folders are for chats. Apps you build have a separate arrangement.
Each app can keep its own memory and reference files, so you do not have to explain the background again and again while working on it. Set the shop name, colours and phone number once, and every later change remembers them.
Questions and answers
Do a folder's rules go into every chat? They go into every chat inside that folder. They do not go into chats outside it, so making folders by task is the most useful way.
How many folders can I make? Up to 30. In normal use it is hard to reach that, and writing good rules in a few folders helps more than making many folders.
What should I keep in reference files? What you need again and again and what changes little: the price list, product descriptions, answers to common questions, brand voice rules. What changes every day, say in the chat instead of keeping it in a file.
Can I give a Word file? No. .pdf, .txt, .md, .csv and .json work. If you have a Word file, turn it into a PDF so the text is read correctly.
What happens if I give a big file? Two things can happen, and you are told about both. If one file is over 20,000 characters, the first 20,000 are kept and the rest is dropped. But if you go past the limit of 5 files, or the 50,000 characters in all, the file is not saved at all.
Is it safe to keep personal information in a folder's memory? Do not keep what you do not need to. The business name or address is normal to keep, but there is no need for an NID number or anyone's personal information. The details are in the post on what not to tell AI.
Will the AI always follow the rules I write? Most of the time it does, but the clearer and fewer the rules, the more often it follows them. Five specific rules work better than twenty. How to put them together is in the post on writing a good prompt.
Does it remember old chats? It remembers what was said inside one chat, and when the chat gets long the older part is shortened. What you need to remember from chat to chat is what belongs in the folder's memory.
In short
- Put rules, memory and reference files in a folder once and they go into every chat
- Divide by task, because business rules and study rules are not the same
- In the rules, write what you do not want as well as what you want
- Keep in reference files what you need often and what changes little
- Files: .pdf, .txt, .md, .csv, .json; 5 files, 20,000 characters each, 50,000 in all
- A file over the limit is not saved at all, and you are told in both cases
- You can make notes in Bangla from a link or a YouTube video
- An app you build has its own separate memory