In this article:
1. Introduction to the AI Tools Menu
2. How to Create Prompts for Comments and Emails
3. How to Create Prompts for Subtasks
If you want to streamline the subtask creation process or the communication through comments and emails in Kanban cards, you can use the AI Tools menu. Here's how to configure prompts and use them in cards!
1. Introduction to the AI Tools Menu
The AI Tools menu acts as a prompt center where you can set up custom AI prompts for generating subtasks or adding comments and emails in cards/initiatives. You can access the menu from the board sidebar. For quick access, you can pin the AI Tools icon to the sidebar, or you can find it under the Options menu (the three-dot menu).
Note: To use the AI tools menu, the “Enable AI” security setting must be enabled for the account.
Once inside the AI Tools menu, you’ll see two panels:
- Subtasks
- Comments and Emails
Permissions: Workspace Managers and Account Owners (who have been added to the board) can create prompts.
How it works: The system uses the card's title and description to generate subtasks, comments, or email suggestions. The prompts help provide the AI assistant with more context and further customize its output.
2. How to Create Prompts for Comments and Emails
When you click to create a new prompt for comments and emails, you will see a prompt configuration window:
From there, you can:
- Set a color and icon for the prompt
- Add a descriptive name
- Provide context for the AI Assistant, e.g. “We are a support team for a telecommunications company. We handle requests from business clients regarding service interruptions.”
- List important topics you want the AI to include in the comment or email. It is important to list one item per line. This field is optional.
- Let the AI suggest topics that may be missing from the message. By default, this option is disabled.
Let's see it in action. Using the example above, we can configure a prompt like this:
It is not mandatory to list topics to include in the message. However, if you add items in this field, they will be automatically populated when generating a comment inside a card (which you can also edit). See video below:
You can edit the generated comment suggestion before finalizing it, then either add it directly as a comment or send it as an email.
3. How to Create Prompts for Subtasks
Creating prompts for subtasks is similar to the process of creating prompts for comments and emails:
- Set a Color and Icon: Customize the appearance of your subtask prompt by choosing a color and icon.
- Add a Name: Give the prompt a clear and descriptive name.
- Provide Context for the AI Assistant: Supply relevant context.
- List Important Topics (Optional): You can list any specific items for the AI to include when generating subtasks, one per line. This is an optional step.
- Let the AI suggest topics that may be suitable for the subtasks. By default, this option is disabled.
Once configured, you can generate subtasks in the same way you would generate comments and emails:
- Select the predefined prompt (1) you want to use to generate subtasks.
- Add a list of topics (2) you want to include (this is optional).
- Click Generate (3).
- Review the AI-generated subtasks (4) and select the ones you want to add. Clicking on a generated subtask will open an editor for you to modify the subtask if needed. You can also cancel the action or add all subtasks from the respective buttons.