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
4. How to Create Prompts for Summaries
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 specified card properties 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. This is a description of the general situation under which the AI will operate, e.g. “We are a support team for a telecommunications company. We handle requests from business clients regarding service interruptions.”
- List important topics (optional) you want the AI to include in the comment or email. This can be specific instructions for the AI, e.g. "Always use formal language". It is important to list one item per line. This field is optional.
- Select the card properties which will be used by the AI model when generating your comment or email. At least one property must be selected.
- Instructions for the AI on how to use the selected card properties (Optional). Here you can give specific instructions to the AI on how to interpret the selected card properties, e.g. "Title: represents the subject of the email, sent from the customer and contains a short description of the client's request".
- Let the AI suggest topics that may be missing from the message. With this option we encourage the AI model to add topics in the generated comment or email, which according to the AI has been missed in 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 can be specific instructions for the AI, e.g. "The task is urgent and needs to be completed by the end of the week". It is important to list one item per line.
- Select the card properties which will be used by the AI model when generating your subtasks. At least one property must be selected.
- Instructions for the AI on how to use the selected card properties (Optional). Here you can give specific instructions to the AI on how to interpret the selected card properties, e.g. "Description: Use only the first paragraph".
- Let the AI suggest topics that may be missing from the message. With this option we encourage the AI model to add topics in the generated subtasks, which according to the AI has been missed in the message. 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.
4. How to Create Prompts for Summaries
When you click to create a new prompt for summaries, you will see a prompt configuration window:
- 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.
- Select a sample prompt (optional): You can choose from predefined sample prompts. Once selected, all the prompt fields will be pre-populated from the sample template. You can change them or keep them as is. Sample prompts are available only upon creating a new prompt.
- Provide Context for the AI Assistant: This is a description of the general situation under which the AI will operate, e.g. “We are a support team for a telecommunications company. We handle requests from business clients regarding service interruptions.”
- Select the card properties which will be used by the AI model when generating your summary. At least one property must be selected.
- Instructions for the AI on how to use the selected card properties (Optional). Here you can give specific instructions to the AI on how to interpret the selected card properties, e.g. "Comments: this is the entire communication between our team and the client".
Once configured, you can generate summaries from the AI tools in the card's context menu:
The summary will be generated shortly: