Tasks are a powerful feature in Sana Agents that can help streamline your workflow, ensure consistency, and save time. This article will guide you through the process of creating, using, and categorizing tasks in Sana Agents.
How to Use a Task
Using a task in Sana Agents is designed to enable you to quickly execute on different workflows you have set up in Sana.
Select the task:
You can select a task in two ways:
From the tasks section: Navigate to the Tasks section in Sana Agents. Browse through the list of available tasks or use the search function to find the one 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 allows you to quickly apply a task without leaving the chat interface.
Apply the task:
Click on the task you want to use.
Depending on the type of task, you may specify additional details. For example, you can choose sources to be used, whether to use web search or not.
Run the task:
Click Run task at the bottom of the window (or in the chat UI) to start a new chat with all the options you have previously identified.
You can browse all tasks you have access to from the Tasks page. Find it in the sidebar.
You have two main tabs: “My tasks” and “Browse”
Under My tasks, you find:
Tasks you have set up to run on a schedule or trigger.
Tasks that you have created yourself.
Under Browse:
Search or navigate through all tasks you have access to.
Search with free text or select filters to the right.
You can also scroll through the page to find sections for each category of tasks.
Now, you can also use tasks directly on the start page or in any chat. More information here. You can also find information about scheduling of tasks here.
How to Create Tasks
Creating a task in Sana Agents is a straightforward process. Follow these steps to create your own tasks:
Identify the objective: Before creating a task, determine its purpose. This will help you decide what data to include and how to format it. Common examples include report tasks, email tasks, and project plans.
Access the task creation tool:
Open Sana Agents and navigate to the Tasks section.
Click on the "Create task" button on the right side.
Fill in the new task details:
Title: Describe what a user can do with your task. This should be a clear and concise description.
Category: Search for an existing category or create a new one. Categories help in organizing and finding tasks easily.
Sources: Add sources to make the assistant's answers more accurate. This could include documents, databases, SharePoint (SP) folders, or any other relevant information.
Access: Decide who can see this task. The available options are:
Only me: The task is private and visible only to you.
Everyone in organization: The task is shared with all users in your organization.
Specific users or user groups: You can share the task with selected individuals or defined user groups, allowing for more granular control over who has access.
Use these options to ensure the right people can view or use the task according to your needs.
Assistant prompt: Here you add all the relevant information for the task:
What the AI is expected to do when using the task: Clearly define the task or action the AI should perform.
Add [[]] to add source references in the text: Use double square brackets to include source references that the AI can use to provide more accurate answers.
Add {{}} to make this section editable: Use double curly braces to create placeholders for editable sections. For example, you can add {{company}} to allow users to input a company name when using the task.
Save the task:
Once you are satisfied with your task, click the "Create" button.
Your task will now be available in the Tasks section for future use.
Note:
Workspace Owners cannot access an individual user’s private collections, files, or prompts unless these are explicitly shared with them.
Additionally, having "Workspace Editor" access does not allow you to edit other users’ tasks.
How to work with task categories
Organizing your tasks can help you quickly find the right one when you need it. Here’s how you can categorize tasks in Sana Agents:
Identify the category:
When creating a task, you can identify the category to which the task belongs. This helps in organizing and finding tasks easily.
Assign tasks to categories:
During the task creation process, select the appropriate category from the dropdown menu or create a new category if needed.
View categories:
After the task is created, the category will appear on the right side in the Tasks section. This visual cue helps in quickly identifying the category of each task.
Filter by category:
If you choose any specific category from the list on the right side, all tasks with this specific category will appear. This makes it easier to locate the right task without having to browse through all available options.
Use Cases for Tasks
Tasks can be used in a variety of scenarios to enhance productivity and ensure consistency. Here are some common use cases:
Email task:
Sales outreach: Create tasks for initial outreach emails, follow-ups, and thank you notes to streamline communication with potential clients.
Customer Support: Use tasks for common support queries to ensure quick and consistent responses.
Report task:
Weekly reports: Standardize weekly status reports with tasks that include sections for progress updates, challenges, and next steps.
Project reports: Use tasks to document project milestones, deliverables, and timelines.
Meeting agendas:
Team meetings: Create tasks for regular team meetings that include sections for agenda items, discussion points, and action items.
Client meetings: Use tasks to prepare structured agendas for client meetings, ensuring all important topics are covered.
Comparison of two files:
Highlighting differences: Create tasks specifically designed to compare two files and highlight the differences. This can be particularly useful for version control, proofreading, and ensuring consistency between document revisions.
For more examples, tips, and tricks see here.
If you have questions or need help, contact [email protected].