How to update brand guidelines across all your AI tools

Decide what the change affects

A brand update does not change an assistant's earlier inputs. It may still use an uploaded PDF, saved instruction or old task guidance. Start with a change note that says what to replace and which work is affected:

Rule or file being replaced:
Replacement rule or file:
When new work should use it:
Drafts and scheduled work affected:
Published material needing revision:
Source establishing the change:

Find where the old guidance is used

Search for the old names, values and filenames, then inspect each AI workflow. Include private instructions and uploads that a repository search will miss:

For linked documents, ask the assistant to show the changed passage; a link alone does not establish that it reread the file. For each retained local copy, such as tokens compiled into a website, record how to regenerate it. Remove unnecessary copies or replace their contents with retrieval instructions.

Apply the change to the maintained brand

Rainbrand maintains brand context for connected agents and products. A Brief selects guidance and files for a task; a brand edit prepares a change without applying it. Give the agent the replacement and its source:

Prepare an edit to [brand] using the attached change note and replacement files. Show the old and proposed guidance, identity and asset changes. Flag conflicts with existing sources and keep unrelated guidance unchanged. Wait for me to inspect the proposal before applying it.

1. Inspect the proposal against the change note; refine, apply or discard it through the authorised workflow.
2. If another edit has changed the brand, the stale proposal cannot be applied. Prepare it again from the current brand.
3. Check the Brand Library, the assets available for brand work. Remove retired files separately so future Briefs and brand versions stop selecting them. Removal does not delete the file or break previously saved Brand Skills.

Refresh tasks and copies separately

After applying the edit, request a new Brief and inspect the changed rule and files. Then address the other inputs:

• A new Brief requested after the update uses the revised guidance.
• A completed Brief keeps its original guidance. Opening it again does not update it.
• An uploaded guide, pasted paragraph or local export needs a separate replacement.
• A draft, scheduled post or published page needs an actual content edit if it is in scope for the change.

Rainbrand does not rewrite other tools' settings or old work. Replace the context in long-running conversations, or start a fresh conversation if conflicting instructions are hard to remove.

For tools that need a folder, export the Brand Skill again: it saves the brand's identity, guidance and file links. For connected tools, use a retrieval instruction. The ChatGPT and Claude guides cover setup; an ordinary brand edit needs fresh context, not reconnection.

Correct the guidance before making new work

Correct a wrong font instruction in the maintained brand, then retrieve fresh guidance. Fixing one page alone leaves the wrong instruction for the next task.

Replace affected artwork separately. A changed phrase inside an old logo image or exported slide will not change when you retrieve new text guidance.

Tell the people running affected work

Send the change note and inventory with:

• The replacement rule, effective date and current files.
• Affected drafts, scheduled work and retained exports.
• The person responsible for each remaining update, such as replacing a shared template.

Verify the guidance and the resulting work

Check each affected workflow using a familiar task:

For visual work, Rainbrand Review checks the finished image against the brand. Include expected copy, use its findings to revise with your own tools, and inspect uncertain results. Review does not make corrections or decide publication.

Record each workflow's update:

Change and effective date:
Maintained brand reference and new version:
Workflow / input location:
Action: retrieve again, replace, regenerate or remove
Affected rule or file checked:
Output checked:
Remaining issue and next action:
Checked by:

Attach the returned guidance and revised file to each completed check.

Make freshness explicit in an integration

An applied edit does not change your product's cached context or stored prompts. Before reuse:

1. Compare the active Brand Skill ID from Get a brand with the task's version from Get a Brief. Request a new Brief if they differ.
2. Check that the context still fits the task and its files remain usable. Refresh after relevant direct Library changes too.
3. Preserve the original context with completed work.

The runtime retrieval guide covers reuse and failures. Finish by resolving each inventory entry or naming its next action.