AI Settings

1. Standing instructions

Plain-English style rules appended verbatim to every Gemini prompt — per-department, combined 2IH, and other-org runs. Use this for permanent tone, voice, and content rules (e.g. "always mention every department", "avoid the word 'leverage'"). The Regenerate dialog still accepts a one-off addendum that is layered on top of what's saved here. Leave blank to use no standing rules.

2. Model & character limits

Model picks which Gemini variant generates the summaries. Smaller "flash" models are faster and cheaper; "pro" models reason better but cost more tokens and have tighter free-tier limits.
Character limits cap each output field. Per-department and other-org limits should be tight; the 2IH combined page is larger because it merges 8 departments into one page. Output longer than the cap is trimmed at the last sentence boundary and an ellipsis is appended.

Changing the model also updates the usage panel on the Monthly Summary page on the next call. Update the daily quota numbers in section 7 below so the panel's "left" number is accurate for the model you pick.

3. Field descriptions

Each Gemini call returns a strict JSON object with these 7 fields. The text below is what we tell Gemini each field is for — it controls what kind of content lands in each newsletter box. Keep the descriptions short (one line each). Do not rename the field keys — the renderer maps them to specific boxes on the page (highlight = "This Month's Highlights" block, etc.).

4. Organisation display names

The full display name for each of the 4 organisations. Used inside the prompt (e.g. "for {orgName} this month") and on the rendered newsletter header bar. The internal keys (inning / karmana / act / udgam) are baked into the form and Firestore and cannot be renamed here.

5. 2IH department names

Display names for the 11 internal departments of 2nd Innings Handicrafts. Used in form chip labels, the per-department newsletter cards, and the prompt sent to Gemini. Internal keys (design / hr / logistics / marketing / production / sales / intl / finance / procurement / headoffice / others) are baked into the form and Firestore docs.

6. Prompt templates

Raw structural prompt sent to Gemini. The text in section 1 is injected via {instructions}; everything else here is fixed framing. Edit with care — removing a placeholder will break the run.

Available placeholders:

• {orgName} full org display name (e.g. "2nd Innings Handicrafts Pvt Ltd")
• {subName} department display name (only available in the dept template)
• {month} reporting month in YYYY-MM (e.g. "2026-05")
• {charLimit} the per-field character cap for this prompt
• {instructions} the standing instructions text from section 1, plus any per-call addendum
• {inputBlock} raw submission text — used in dept + other-org templates
• {deptBlock} aggregated per-dept summary text — used only in the combined 2IH template
• {deptList} sentence listing which departments contributed — only in combined 2IH template

One call per 2IH department. Receives that department's raw submission as {inputBlock}.

Runs once after all dept summaries are produced. Receives them aggregated as {deptBlock}.

One call per non-2IH organisation, since they have no internal departments.

7. Free-tier limits (reference)

Google sets these caps per model on the free tier. The Monthly Summary usage panel uses the row that matches the model picked in section 2 so the "X left today" math is accurate. Not editable — Google enforces this on their side; we only mirror their numbers here for visibility.

8. Submission form questions

The 8 questions every submitter sees on the Submit Update tab. Edit the question label (shown bold) and the small hint line below it. Question keys (highlight / people / ops / tools / sustain / community / extra / photos) and order are fixed — they map to the newsletter boxes and the AI schema. The photos question's "hint" is ignored at render time (photo upload text comes from a hardcoded per-org sentence in the form).

9. Photo upload limits per organisation

How many photos a single submission can upload for each org. Each 2IH sub-department can submit up to 4 photos (combined newsletter still displays the first 8 across two pages). Others default to 4. Each file is still capped at 5 MB regardless.