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Tasks

A
Written by Alexander
Updated this week

Introduction

Tasks in Sana Agents are designed to help you work smarter, not harder. By streamlining your workflows, ensuring consistency, and saving you time, tasks empower you to focus on what matters most. This article will guide you through how to create, use, and organize tasks in Sana Agents, so you can get the most out of this feature.

How to use tasks

Using a task in Sana Agents makes it easy to execute your favorite workflows with just a few clicks.

1. Select a task

You can select a task in two ways:

  • From the Tasks section: Navigate to the Tasks section in Sana Agents. Browse the list or use the search bar to find the task you need.

  • Directly from the new chat UI: When starting a new chat, you’ll see an option to select a saved task before you begin. This lets you apply a task instantly, without leaving the chat.

2. Run the task

Click Run task at the bottom of the window

3. Use the task

  1. Click on the task you want to use.

  2. Depending on the task type, you may be prompted to specify details—such as sources or whether to use web search.

Scheduling Tasks and Choosing Triggers

You can now schedule your tasks in Sana and choose your task triggers. Sana will automatically run your tasks and email you the results.

How to Schedule and Set Triggers:

Go to your task and open the Schedule tab.

  • Choose your trigger:

    • Before meeting

    • Meeting ended

    • Received email

    • Days of the week

    • Monthly

    • Annually

    • Set a specific time

  • Click Start to activate automatic running and email notifications.

Browsing and organizing tasks

You can always browse all tasks you have access to from the Tasks page in the sidebar.

The Tasks page helps you keep everything organized:

  • My tasks: See tasks you’ve created or set to run on a schedule or trigger.

  • Browse: Search or filter through all tasks you can access. Use free text or filters on the right, or scroll to explore categories.


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How to create tasks

Creating a task in Sana Agents is straightforward and empowering.

  • Identify your objective:
    Decide what you want your task to accomplish. Common examples include report tasks, email tasks, and project plans.

  • Access the task creation tool:

    • Open Sana Agents and go to the Tasks section.

    • Click the Create task button on the right.

  • Fill in the task details:

    1. Title: Clearly describe what your task does.

    2. Category: Choose an existing category or create a new one to keep tasks organized.

    3. Sources: Add sources (documents, databases, SharePoint folders, etc.) to make answers more accurate.

    4. Access: Decide who can see the task:

      • Only me (private)

      • Everyone in organization (shared)

      • Specific users or user groups (granular control)

    5. Assistant prompt:

      • Clearly define what the AI should do when running the task.

      • Use [[source reference]] to add source references for more accurate answers.

      • Use {{placeholder}} to create editable sections (e.g., {{company}} for a company name).

  • Save the task:
    When you’re happy with your task, click Create. Your task will appear in the Tasks section for future use.

Note: Workspace Owners cannot access your private collections, files, or prompts unless you share them. Workspace Editors cannot edit other users’ tasks.

How to work with task categories

Organizing tasks into categories helps you find what you need, fast.

  • Identify the category:
    When creating a task, select the most relevant category or create a new one.

  • Assign tasks to categories:
    Use the dropdown menu during creation to assign your task.

  • View categories:
    Categories appear on the right side of the Tasks section, making it easy to spot and filter tasks.

  • Filter by category:
    Click any category to see all tasks within it, so you never have to scroll through everything to find what you need.

When to use tasks

Tasks can boost productivity and consistency across many scenarios. Here are some popular use cases:

  • Email tasks:

    • Sales outreach: Standardize initial outreach, follow-ups, and thank you notes.

    • Customer support: Respond quickly and consistently to common queries.

  • Report tasks:

    • Weekly reports: Keep updates consistent with structured templates.

    • Project reports: Track milestones, deliverables, and timelines.

  • Meeting agendas:

    • Team meetings: Prepare agendas, discussion points, and action items.

    • Client meetings: Ensure every important topic is covered.

  • Comparison tasks:

    • Compare two files to highlight differences—great for version control, proofreading, or ensuring consistency.

FAQ

Q: Can I share my tasks with others?
A: Yes, you can share tasks with your entire organization, specific users, or user groups.

Q: Can Workspace Owners or Editors access my private tasks?
A: No. Private tasks remain visible only to you unless you choose to share them.

Q: Can I edit someone else’s task?
A: Only the task creator can edit their own tasks. Workspace Editors cannot edit other users’ tasks.

If you have questions or need help, contact [email protected].

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