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AI agent for media relations specialists

Embargo Management Agent

Protect every embargo by tracking who has what and acting quickly if a story appears early.

Risk managementMonitoringMarketingPR and communications
See how it worksGet access
Embargo Management Agent: what goes in, what the agent does and what you get

What it does

A press release goes to forty journalists with three different embargo times, and one story appears two hours early. The agent keeps a table of which journalist received what, under which embargo date and time zone, and whether they confirmed. Once the embargo is set, it monitors news and social channels for the story, by name, key phrases and numbers. If something appears before the time, it checks whether the outlet is on the embargo list, whether they accepted the terms and whether the item is the real story or a rumor. It then alerts the specialist and drafts a note to the outlet. After the contact, it checks whether the piece is changed or removed. Edge case: an outlet in a different time zone, where the embargo had not yet lifted. The specialist approves any contact.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueApprovedYes, continueNoNo 1 STARTS WHEN Embargoed material is sent 2 USES A TOOL Log recipients, embargo time in each time zone andconfirmations 3 CHECKS THE RESULT Has each recipient confirmed the embargo terms? If not: send a reminder and mark unconfirmed recipientsas higher risk. Back to step 2. 4 USES A TOOL Monitor news and social for the story, key phrasesand figures 5 DOES Check any early hit against the recipient list andtime zone 6 DOES Classify the hit as breach, possible leak or timingmix-up 7 DOES Alert the specialist and draft a note to the outlet 8 YOU APPROVE Specialist approves any contact with the outlet 9 USES A TOOL Re-check the outlet's page after 1 hour 10 CHECKS THE RESULT Has the early piece been removed or has the embargolifted? If not: update the note with the new facts and send tothe specialist again. Back to step 7. 11 RESULT Embargo log closed
Read the steps as a list
  1. Embargoed material is sent
  2. Log recipients, embargo time in each time zone and confirmations
  3. Has each recipient confirmed the embargo terms?If not: send a reminder and mark unconfirmed recipients as higher risk. Back to step 2.
  4. Monitor news and social for the story, key phrases and figures
  5. Check any early hit against the recipient list and time zone
  6. Classify the hit as breach, possible leak or timing mix-up
  7. Alert the specialist and draft a note to the outlet
  8. Specialist approves any contact with the outletThe agent waits here for your OK.
  9. Re-check the outlet's page after 1 hour
  10. Has the early piece been removed or has the embargo lifted?If not: update the note with the new facts and send to the specialist again. Back to step 7.
  11. Embargo log closed

How it decides

A story is a breach when it appears before the embargo time in the recipient's time zone from a recipient who confirmed the terms. Others are treated as possible leaks to be checked.

  • Convert every embargo to the recipient's time zone
  • Treat a confirmed recipient publishing early as a breach
  • Alert immediately for any hit above 5,000 reach
  • Never contact an outlet before approval

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Monitoring sources and phrases
  • Alert reach threshold (default 5,000)
  • Re-check delay (default 1 hour)
  • Time zones used
  • Confirmation required or optional

What keeps you in control

It always asks you first

  • Specialist approves any contact with an outlet
  • Specialist approves lifting an embargo early

Hard limits

  • Never contact a journalist without approval
  • Do not claim a breach without evidence

It stops when

  • Done: embargo lifted and log closed
  • Stop: story is fully public from a non-recipient, notify the specialist and end monitoring

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensA funding announcement is embargoed to 9:00 a.m. Eastern. At 7:40 a.m., a London outlet posts it. The agent checks the log, sees the outlet was told 9:00 a.m. London time in error, and classifies it as a timing mix-up. It alerts the specialist and drafts a clarifying note. The specialist approves, the page is edited within an hour, and the log shows the cause.

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