Rodrigo Rodriguez (Pragmatismo) 89eef18cf6 Rename Auto Tasks to Tasks, fix SVG with proper PROMPT.md guidelines

2025-12-12 23:34:30 -03:00

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General Bots Suite - User Manual

The Complete Productivity Workspace

AI-native productivity suite for modern teams

Welcome to General Bots Suite

General Bots Suite is your all-in-one workspace that combines communication, productivity, and AI assistance. All your productivity tools in one place - simple and powerful.

What makes it special:

Everything works together seamlessly
AI helps you with every task
No complex setup required
Works in your browser

Part I: Getting Started

Opening the Suite

Open your web browser (Chrome, Firefox, Safari, or Edge)
Go to your General Bots address (example: http://your-company.bot:8080)
The Suite loads automatically - you'll see the workspace in seconds

Your First Look

When the Suite opens, you see:

Click the nine-dot grid (⋮⋮⋮) in the top right to see all applications:

Icon	App	What It Does
💬	Chat	Talk with your AI assistant
📁	Drive	Store and manage your files
⚡	Tasks	LLM-powered intelligent task execution
✉	Mail	Send and receive emails
📅	Calendar	Schedule meetings and events
🎥	Meet	Video calls and meetings
📝	Paper	Write documents with AI help
🔍	Research	AI-powered search
📊	Analytics	View reports and statistics

Part II: Chat - Your AI Assistant

What Chat Does

Chat is your personal AI assistant. Ask questions, get help with tasks, or have a conversation - just like talking to a helpful colleague.

How to Use Chat

Sending a Message:

Click in the message box at the bottom
Type your question or request
Press Enter or click the ↑ button

Example Conversations:

You: What meetings do I have today?
Bot: You have 2 meetings scheduled:
     • 10:00 AM - Team Standup
     • 2:00 PM - Project Review

You: Remind me to call John tomorrow at 3pm
Bot: Done! I've created a reminder for tomorrow at 3:00 PM 
     to call John.

You: Write a professional email to decline a meeting
Bot: Here's a draft:

     Subject: Unable to Attend Meeting
     
     Dear [Name],
     
     Thank you for the invitation. Unfortunately, I have 
     a scheduling conflict and won't be able to attend.
     
     Would it be possible to reschedule or receive a 
     summary of the discussion?
     
     Best regards

Voice Input

Click the 🎤 microphone button
Speak your message
Click again to stop
Your words appear as text automatically

Quick Suggestions

Below the message box, you'll see suggestion chips - common actions you can click:

[📊 Show my tasks] [📧 Check email] [📅 Today's schedule] [❓ Help]

Keyboard Shortcuts for Chat

Shortcut	Action
`Enter`	Send message
`Shift+Enter`	New line (without sending)
`↑` Arrow	Edit last message
`/`	Show command menu

Part III: Drive - File Management

What Drive Does

Drive is your file storage - like Google Drive or OneDrive. Store documents, images, spreadsheets, and any file you need.

The Drive Interface

Creating and Uploading

Upload Files:

Click + New button
Select Upload Files
Choose files from your computer
Or: Drag files directly into Drive

Create New Folder:

Click + New
Select New Folder
Type the folder name
Press Enter

Working with Files

Open a file: Double-click it

Select files: Click the checkbox beside the file name

Multiple selection: Hold Ctrl (or Cmd on Mac) and click files

Right-click menu options:

📂 Open
⬇️ Download
✏️ Rename
📋 Copy
📁 Move to...
⭐ Add to Starred
🔗 Share
🗑 Delete

View Options

Button	View	Best For
⊞	Grid view	Images and visual files
≡	List view	Documents and details

Keyboard Shortcuts for Drive

Shortcut	Action
`Ctrl+U`	Upload files
`Ctrl+N`	New folder
`Delete`	Move to trash
`Ctrl+C`	Copy
`Ctrl+V`	Paste
`Enter`	Open selected

Part IV: Tasks - LLM-Powered Execution

What Tasks Does

Tasks revolutionizes how you work. Instead of manually tracking to-do items, you describe what you want to accomplish in natural language, and the LLM compiles your intent into an executable plan with automatic step-by-step execution.

The Tasks Interface

Creating an Task

Describe your intent in the text area (e.g., "Build a CRM for Deloitte with client management")
Choose execution mode:
- Semi-Automatic (recommended) - Runs automatically, pauses for high-risk steps
- Supervised - Pauses before each step for your approval
- Fully Automatic - Runs everything without stopping
- Dry Run - Simulates execution without making changes
Set priority: Critical, High, Medium, Low, or Background
Click 🚀 Compile & Plan

Pro tip: Be specific about outcomes! Instead of "make something", write "Create a sales dashboard with revenue charts by region and export to PDF"

Understanding the Plan

After compilation, you'll see:

Element	What It Shows
Confidence	How confident the LLM is (aim for 80%+)
Risk Level	None / Low / Medium / High / Critical
Duration	Estimated execution time
Cost	API and compute costs
Steps	Ordered execution plan with keywords

Execution Modes

Mode	Best For
Semi-Automatic	Most tasks - automatic with safety pauses
Supervised	Learning or sensitive operations
Fully Automatic	Trusted, tested workflows
Dry Run	Testing before real execution

Monitoring Tasks

Running - Currently executing (shows progress bar)
Pending Approval - Waiting for you to approve a high-risk step
Waiting Decision - Needs your input to continue
Completed - Successfully finished

Approvals & Decisions

High-impact actions pause for your approval:

Sending mass emails
Modifying databases
Deploying to production
Actions exceeding cost thresholds

Click ✅ Review & Approve to see details and continue.

Creating Tasks from Chat

In Chat, just say:

You: I need to build a customer portal for Acme Corp
Bot: I'll create an Task for that. Here's the plan:
     - 5 steps, estimated 3 hours
     - Risk: Low
     Should I execute this plan?
You: Yes, go ahead
Bot: 🚀 Task started!

Part V: Mail - Email Management

What Mail Does

Mail connects to your email accounts so you can read, write, and organize emails without leaving the Suite.

The Mail Interface

Reading Email

Click on Mail in the Apps menu
Click any email in the list to read it
The full email appears on the right

Composing Email

Click ✏ Compose
Fill in the fields:
- To: recipient's email
- Subject: what it's about
- Body: your message
Click Send

AI-Assisted Writing:

You: Help me write an email to reschedule tomorrow's meeting
Bot: Here's a draft:

     To: [recipient]
     Subject: Request to Reschedule Meeting
     
     Hi [Name],
     
     I hope this message finds you well. Would it be 
     possible to reschedule our meeting tomorrow? 
     I have an unexpected conflict.
     
     Please let me know what times work for you 
     later this week.
     
     Thank you for understanding.

Email Folders

Folder	Purpose
Inbox	New and unread messages
Sent	Emails you've sent
Drafts	Unfinished emails
Trash	Deleted emails (emptied after 30 days)

Email Actions

Button	Action
Reply	Respond to sender
Reply All	Respond to everyone
Forward	Send to someone else
Delete	Move to Trash
Archive	Remove from Inbox but keep

Part VI: Calendar - Scheduling

What Calendar Does

Calendar shows your schedule, meetings, and events. Plan your day, week, or month at a glance.

The Calendar Interface

Creating an Event

Method 1: Click and Create

Click on a day/time slot
Enter event details
Click Save

Method 2: Ask the AI

You: Schedule a team meeting for next Tuesday at 2pm
Bot: Event created:
     📅 Team Meeting
     🕐 Tuesday, March 19 at 2:00 PM
     ⏱ Duration: 1 hour

Event Details

When creating an event, you can set:

Title - What the event is
Date & Time - When it happens
Duration - How long it lasts
Location - Where (room or video link)
Attendees - Who to invite
Reminder - When to notify you
Repeat - Daily, weekly, monthly

Calendar Views

View	Shows	Best For
Day	Hour by hour	Detailed daily planning
Week	7 days	Seeing your week ahead
Month	Full month	Long-term planning

Key	Action
`←` `→`	Previous/Next period
`T`	Jump to Today
`D`	Day view
`W`	Week view
`M`	Month view

Part VII: Meet - Video Calls

What Meet Does

Meet lets you have video calls with one person or many. Share your screen, record meetings, and get AI transcriptions.

Starting a Meeting

Start Instant Meeting:

Click Meet in Apps menu
Click Start Meeting
Share the link with others

Schedule for Later:

You: Schedule a video call with the team for tomorrow at 10am
Bot: Meeting scheduled:
     🎥 Team Video Call
     📅 Tomorrow at 10:00 AM
     🔗 Link: meet.bot/abc-defg-hij
     
     Shall I send invites to the team?

The Meeting Interface

Meeting Controls

Button	Function
🎤 Mute	Turn microphone on/off
📹 Video	Turn camera on/off
🖥 Share	Share your screen
🔴 Record	Record the meeting
📝 Transcribe	Get live captions
💬 Chat	Open meeting chat
👥 Participants	See who's in the call
📞 End	Leave the meeting

Click 🖥 Share
Choose what to share:
- Entire Screen - Everything you see
- Window - One application
- Tab - One browser tab
Click Share
Click Stop Sharing when done

AI Features in Meetings

Live Transcription:

Enable with the 📝 Transcribe button
Words appear as people speak
Great for accessibility and note-taking

Meeting Summary: After the meeting, ask:

You: Summarize today's project meeting
Bot: Meeting Summary:
     
     Duration: 45 minutes
     Participants: You, John, Sarah
     
     Key Points:
     • Project deadline moved to April 15
     • John will handle client communication
     • Sarah completing design by Friday
     
     Action Items:
     • [You] Review budget proposal
     • [John] Send client update
     • [Sarah] Share design mockups

Part VIII: Paper - AI Writing

What Paper Does

Paper is your writing space with AI assistance. Write documents, notes, reports - and let AI help you write better.

The Paper Interface

Creating a Document

Click + New in the sidebar
Choose a template:
- Blank - Start fresh
- Meeting Notes - Pre-formatted for meetings
- To-Do List - Checkbox format
- Research - Sections for sources

Button	Function	Shortcut
B	Bold	`Ctrl+B`
I	Italic	`Ctrl+I`
U	Underline	`Ctrl+U`
H1	Heading 1	`Ctrl+1`
H2	Heading 2	`Ctrl+2`
•	Bullet list	`Ctrl+Shift+8`
―	Numbered list	`Ctrl+Shift+7`
🔗	Insert link	`Ctrl+K`
📷	Insert image	-

AI Writing Assistant ✨

Click the AI ✨ button or type /ai for AI help:

Commands:

/ai improve     → Make the text better
/ai shorter     → Make it more concise  
/ai longer      → Expand with more detail
/ai formal      → Make it professional
/ai friendly    → Make it casual
/ai translate   → Translate to another language
/ai summarize   → Create a summary

Example:

You wrote: "The thing we need to do is make the stuff better"

/ai formal

AI suggests: "Our objective is to enhance the quality of 
             our deliverables to meet higher standards."

Auto-Save

Paper saves automatically as you type. Look for:

"Saving..." - Currently saving
"Saved" - All changes saved
"Offline" - Will save when connected

Part IX: Research - AI Search

What Research Does

Research is like having a research assistant. Search the web, your documents, and knowledge bases - then get AI-synthesized answers.

The Research Interface

Search Modes

Mode	Icon	Searches
All	🌐	Everything
Academic	📚	Research papers, journals
Code	💻	Documentation, code examples
Internal	🏠	Your company's knowledge base

Using Research

Type your question in the search box
Select a focus mode (optional)
Press Enter
Read the AI-synthesized answer
Click sources to see original content

Collections

Save important searches and sources:

Click + New Collection
Name it (e.g., "Q1 Project Research")
Add sources by clicking Save to Collection
Access anytime from the sidebar

Pro Tips

Be specific:

❌ "marketing"
✅ "B2B SaaS marketing strategies for startups under 50 employees"

Use follow-up questions:

Search: What is machine learning?
Follow-up: How is it different from deep learning?
Follow-up: What are practical business applications?

Part X: Analytics - Reports & Insights

What Analytics Does

Analytics shows you reports about usage, conversations, and performance. Understand how the bot is being used and what's working.

The Analytics Interface

Key Metrics

Metric	What It Means
Messages	Total conversations
Success Rate	% of questions answered well
Avg Response Time	How fast the bot replies
Users	Number of people using the bot
Popular Topics	What people ask about most

Time Ranges

Select different periods to analyze:

Last Hour
Last 6 Hours
Last 24 Hours
Last 7 Days
Last 30 Days
Custom Range

Exporting Data

Click Export to download reports as:

CSV - For spreadsheets
PDF - For sharing
JSON - For developers

Part XI: Designer - Visual Dialog Builder

What Designer Does

Designer lets you create bot conversations visually. Drag and drop blocks to build dialogs without coding.

The Designer Interface

Building a Dialog

Step 1: Drag Blocks

Drag from Toolbox to Canvas
Blocks snap to grid

Step 2: Connect Blocks

Drag from output port (●) to input port
Lines show conversation flow

Step 3: Configure Properties

Click a block
Edit settings in Properties panel

Step 4: Export

Click Export to .bas
Save your dialog file

Block Types

Block	Icon	Purpose	Example
TALK	💬	Bot speaks	"Welcome! How can I help?"
HEAR	👂	Wait for user input	Store response in `name`
SET	📝	Set a variable	`total = price * quantity`
IF	🔀	Make decisions	If age > 18 then...
FOR	🔄	Repeat for items	For each item in cart...
SWITCH	🔃	Multiple choices	Switch on category...
CALL	📞	Call another dialog	Call "checkout"
SEND MAIL	📧	Send email	Send confirmation
SAVE	💾	Save data	Save to database
WAIT	⏱	Pause	Wait 5 seconds

Example: Simple Greeting Dialog

The Designer canvas shows flow diagrams like the one in the interface above. A simple greeting dialog flows from a TALK node ("What's your name?") to a HEAR node (capturing the name as a string variable) to another TALK node ("Nice to meet you, {name}!").

Generated Code:

TALK "What's your name?"
HEAR name AS STRING
TALK "Nice to meet you, " + name + "!"

Keyboard Shortcuts in Designer

Shortcut	Action
`Ctrl+S`	Save
`Ctrl+O`	Open file
`Ctrl+Z`	Undo
`Ctrl+Y`	Redo
`Ctrl+C`	Copy block
`Ctrl+V`	Paste block
`Delete`	Delete selected
`Escape`	Deselect

Part XII: Sources - Prompts & Templates

What Sources Does

Sources is your library of prompts, templates, tools, and AI models. Find and use pre-built components to extend your bot.

The Sources Interface

Tabs Explained

Tab	Contains	Use For
Prompts	Pre-written AI instructions	Starting conversations
Templates	Complete bot packages	Full solutions
MCP Servers	External tool connections	Integrations
LLM Tools	AI functions	Extending capabilities
Models	AI model options	Choosing AI provider

Using a Prompt

Browse or search prompts
Click on a prompt card
Click Use to apply it
Customize if needed

Installing a Template

Go to Templates tab
Find a template (e.g., "CRM Contacts")
Click Install
Configure settings
Template is now active

Available Models

Model	Provider	Best For
Claude Sonnet 4.5	Anthropic	General tasks, coding
Claude Opus 4.5	Anthropic	Complex analysis
Gemini Pro	Google	Long documents
Llama 3.3	Meta	Open source, privacy

Part XIII: Tools - System Utilities

Compliance Scanner

What It Checks:

Hardcoded passwords
Exposed API keys
SQL injection risks
Deprecated keywords
Security best practices

Part XIV: Settings

Accessing Settings

Click your avatar (top right)
Select Settings

Setting Categories

Profile:

Display name
Avatar image
Email address
Language preference

Notifications:

Email notifications
Desktop alerts
Sound preferences

Appearance:

Theme (Light/Dark/Auto)
Accent color
Font size

Privacy:

Data retention
Conversation history
Usage analytics

Connections:

Email accounts
Calendar sync
Cloud storage

Part XV: Keyboard Shortcuts Reference

Global Shortcuts

Shortcut	Action
`Alt+1`	Open Chat
`Alt+2`	Open Drive
`Alt+3`	Open Tasks
`Alt+4`	Open Mail
`Alt+5`	Open Calendar
`Escape`	Close dialog/menu
`/`	Focus search
`Ctrl+K`	Command palette

Common Shortcuts

Shortcut	Action
`Ctrl+S`	Save
`Ctrl+Z`	Undo
`Ctrl+Y`	Redo
`Ctrl+C`	Copy
`Ctrl+V`	Paste
`Ctrl+A`	Select all
`Ctrl+F`	Find

Part XVI: Tips & Best Practices

Daily Workflow

Morning:

Open Suite
Check Chat for overnight messages
Review Tasks for the day
Check Calendar for meetings

During Work:

Use Chat for quick questions
Upload files to Drive
Update Tasks as you complete them
Take notes in Paper

End of Day:

Mark completed tasks done
Archive old emails
Review tomorrow's calendar

Productivity Tips

In Chat:

Be specific in your questions
Use follow-up questions
Say "summarize" for long responses

In Drive:

Use folders to organize
Star important files
Use search instead of browsing

In Tasks:

Break big tasks into smaller ones
Set realistic due dates
Use categories to organize

In Mail:

Process emails once
Archive instead of delete
Use AI for drafting

Getting Help

Ask the Bot:

You: How do I upload a file?
You: What keyboard shortcuts are there?
You: Help me with tasks

Resources:

This manual
In-app help (click ?)
Support team

Appendix A: Troubleshooting

Common Issues

Suite won't load:

Refresh the page (F5 or Ctrl+R)
Clear browser cache
Try a different browser

Files won't upload:

Check file size (max 100MB)
Check internet connection
Try a smaller file first

Bot not responding:

Wait a few seconds
Refresh the page
Check internet connection

Video/audio not working:

Allow camera/microphone in browser
Check device permissions
Try different browser

Error Messages

Message	Solution
"Connection lost"	Check internet, refresh page
"File too large"	Reduce file size
"Permission denied"	Contact administrator
"Session expired"	Log in again

Appendix B: Glossary

Term	Definition
Bot	AI assistant that responds to your messages
Dialog	A conversation flow or script
HTMX	Technology that makes pages interactive
KB	Knowledge Base - stored information
MCP	Model Context Protocol - tool connections
Suite	The complete workspace application
Template	Pre-built bot configuration

For the latest documentation, visit the online manual

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