Creating Tasks

Learn how to create and configure AI-powered tasks step by step.

Overview

The task creation page provides a comprehensive form to define tasks for your AI employees. Configure task details, assign AI agents, set scheduling options, and define execution parameters all in one place.

Getting Started

Accessing Task Creation

Navigate to the Tasks page from the main navigation
Click the New Task button in the top-right corner
The task creation form will open with all configuration options

Task Configuration

Basic Information

[Image Placeholder] Task Basic Information

Task Title (Required)

Enter a clear, descriptive title for your task
Use action verbs to describe what needs to be done
Examples: “Generate Weekly Report”, “Process Customer Orders”, “Analyze Sales Data”
Keep titles concise but informative

Task Description (Required)

Provide detailed context about the task
Explain what needs to be accomplished
Include relevant background information
Specify expected outcomes
Minimum 4 rows of text recommended

Priority Level (Required) Select task priority from four levels:

Low (Gray): Non-urgent, can be delayed
Medium (Green): Standard priority - default option
High (Orange): Important, needs timely attention
Critical (Red): Urgent, highest priority

Priority affects execution order when multiple tasks are queued.

AI Employee Assignment

[Image Placeholder] AI Employee Selection

Selecting AI Employees (Required)

Click the Select AI Employees dropdown
Browse available agents in your workspace
Use the search bar to find specific agents
View agent specialties and status
Select one or multiple agents to assign

Agent Information Display:

Avatar: Visual identification of the agent
Name: Agent’s configured name
Specialties: Agent’s capabilities and focus areas
Status: Current availability (available, busy, offline)

Multiple Agent Assignment:

Select multiple agents for collaborative tasks
Each selected agent appears as a chip below the dropdown
Click the X on any chip to remove an agent
At least one agent must be selected

AI Execution Instructions

[Image Placeholder] AI Prompt Configuration

AI Prompt Configuration The AI prompt defines how your AI employees will execute the task.

Manual Prompt Entry:

Click in the text area to write custom instructions
Use the markdown editor for formatting
Be specific about expected actions
Include relevant context and constraints
Specify output format if needed

Generate AI Prompt (Recommended):

Fill in the task title and description first
Click the Generate AI Prompt button
AI will analyze your task details
Automatically generated prompt appears in the text area
Review and edit the generated prompt as needed

[Image Placeholder] Generate AI Prompt

Prompt Best Practices:

Start with clear objective statement
Break down complex tasks into steps
Specify data sources and resources
Define success criteria
Include error handling instructions

Scheduling Options

Execution Type

[Image Placeholder] Scheduling Options

Choose when and how your task should execute:

Start Immediately (Default)

Task begins execution as soon as it’s created
No scheduling delay
Suitable for urgent or one-time tasks

Schedule for Later

Set specific date and time for execution
Use the date picker to select start date
Use time picker for precise scheduling
Task will automatically execute at scheduled time

Recurring Tasks Enable recurring execution for regular tasks:

[Image Placeholder] Recurring Task Configuration

Toggle the Recurring switch to enable
Configure recurrence pattern:
- Frequency: Daily, Weekly, or Monthly
- Interval: Every N days/weeks/months
- Start Date: When recurrence begins
- End Date (Optional): When recurrence stops

Recurrence Examples:

Daily Report: Frequency = Daily, Interval = 1
Weekly Summary: Frequency = Weekly, Interval = 1
Monthly Analysis: Frequency = Monthly, Interval = 1
Bi-weekly Update: Frequency = Weekly, Interval = 2

Date & Time Selection

[Image Placeholder] Date and Time Picker

Date Picker:

Click the calendar icon to open date picker
Navigate months using arrow buttons
Click on desired date to select
Selected date appears in the input field
Date format follows system locale

Time Picker:

Click the clock icon to open time picker
Select hour and minute
Choose AM/PM if using 12-hour format
Time displays in selected format

Time Zone Considerations:

All times are in your workspace timezone
Verify timezone in workspace settings
Consider team member locations for collaborative tasks

Advanced Options

Retry Policy (Coming Soon)

Configure automatic retry behavior for failed tasks:

Max Retries: Number of retry attempts
Retry Delay: Wait time between retries
Backoff Strategy: Exponential or linear delay increase

Resource Limits (Coming Soon)

Set resource constraints for task execution:

Timeout: Maximum execution duration
Memory Limit: Maximum memory usage
CPU Limit: CPU resource allocation

Dependencies (Coming Soon)

Define task dependencies:

Depends On: Tasks that must complete first
Blocks: Tasks that wait for this task
Sequential Execution: Enforce execution order

Knowledge Base Integration

Quick Guide Panel

[Image Placeholder] Quick Guide Panel

The right sidebar provides helpful guidance:

Title & Description Tips

Use action verbs
Be specific about requirements
Provide sufficient context

Priority Guidelines

Visual indicators for each priority level
Color-coded priority system
Priority selection recommendations

AI Employee Selection

Choose agents based on specialties
Consider agent availability
Review agent capabilities

AI Prompt Generation

Automatic prompt creation feature
Save time with AI-generated instructions
Customize generated prompts as needed

Scheduling Tips

Immediate execution vs. scheduled
Recurring task configuration
Best practices for timing

Pro Tips

Detailed descriptions improve AI understanding
Clear prompts lead to better results
Regular monitoring ensures task success

Saving Your Task

Save Actions

[Image Placeholder] Save Task Actions

Create Task Button

Located in the bottom-right footer
Enabled only when all required fields are complete
Displays “Creating…” during submission
Validation runs before submission

Cancel Button

Discards all changes
Returns to tasks list page
No confirmation dialog (changes are not saved)
Use if you want to abandon task creation

Form Validation: The form validates:

✓ Task title is not empty
✓ Task description has minimum content
✓ Priority level is selected
✓ At least one AI employee is assigned
✓ AI prompt is provided
✓ Schedule settings are valid (if scheduled)
✓ Recurrence settings are complete (if enabled)

After Creation

What Happens Next

Immediate Execution:

Task appears in tasks list with “Active” status
Assigned AI employees begin processing
Monitor progress in execution history
Receive notifications on completion

Scheduled Execution:

Task appears with “Pending” status
Countdown shows time until execution
Task activates automatically at scheduled time
No manual intervention required

Recurring Tasks:

First execution runs as scheduled
Subsequent executions follow recurrence pattern
Each execution creates separate history entry
Task remains active until disabled or end date reached

Best Practices

Writing Effective Task Descriptions

Do:

Use clear, specific language
Include relevant context and background
Specify expected outputs
Define success criteria
List required resources or data sources

Don’t:

Use vague or ambiguous terms
Assume prior knowledge
Skip important details
Use jargon without explanation

Crafting AI Prompts

Structure Your Prompts:

Objective: State what needs to be accomplished
Context: Provide relevant background
Steps: Break down the process
Constraints: Define limitations or requirements
Output: Specify desired format

Example Prompt Structure:


Objective: Generate a weekly sales report for the executive team

Context: Analyze sales data from the past week, comparing against
previous week and monthly targets.

Steps:
1. Retrieve sales data from database
2. Calculate key metrics (total sales, growth %, top products)
3. Generate comparative visualizations
4. Summarize findings and trends

Constraints:
- Include only completed transactions
- Filter out test/demo accounts
- Focus on revenue, not units sold

Output: PDF report with executive summary, charts, and data tables

Scheduling Strategy

Consider:

Time zones for distributed teams
Resource availability during peak hours
Data freshness requirements
Dependency chains for related tasks
Business hours for customer-facing tasks

Optimization Tips:

Schedule heavy tasks during off-peak hours
Group related tasks for efficiency
Allow buffer time between dependent tasks
Use recurring tasks for routine operations

AI Employee Selection

Choose Agents Based On:

Specialization: Match task type to agent capabilities
Availability: Check current agent workload
Performance History: Review past execution success rates
Integration Access: Ensure agent has required tool access

Multiple Agents:

Use for complex tasks requiring diverse skills
Enable parallel processing of sub-tasks
Provide redundancy for critical tasks
Allow collaborative problem-solving

Common Scenarios

One-Time Reports

Configuration:

Execution Type: Start Immediately or Schedule for Later
Single AI employee with research/analysis capabilities
Detailed prompt with specific output requirements
High priority if time-sensitive

Daily Data Processing

Configuration:

Execution Type: Recurring (Daily, Interval: 1)
AI employee with data processing tools
Prompt includes data source location
Scheduled for early morning (e.g., 6:00 AM)

Weekly Team Updates

Configuration:

Execution Type: Recurring (Weekly, Interval: 1)
Day: Friday afternoon
AI employee with communication tools
Prompt specifies update format and recipients

Event-Triggered Actions

Configuration:

Execution Type: Event-Based (requires webhook setup)
AI employee with relevant integration access
Prompt defines response to triggering event
Priority: Medium to High

Troubleshooting

Task Won’t Save

Possible Causes:

Required fields not filled
Invalid schedule configuration
No AI employees selected
Network connectivity issue

Solutions:

Review form validation messages
Check all required fields are complete
Verify schedule date is in the future
Refresh page and try again

AI Prompt Generation Fails

Possible Causes:

Task description too brief
No task title provided
AI service temporarily unavailable

Solutions:

Add more detail to task description
Ensure task title is filled
Try again in a few moments
Write prompt manually as fallback

Can’t Select AI Employee

Possible Causes:

No agents created in workspace
All agents are offline
Agents don’t have required capabilities

Solutions:

Create AI agents first (see Agents)
Check agent status and availability
Verify agent configuration
Contact workspace administrator

Next Steps

Return to Tasks Overview to manage your tasks
Learn about AI Agents to create specialized employees
Explore Workflows for complex multi-step processes
Use Chat for interactive task management

Tips & Tricks

Keyboard Shortcuts:

Tab: Navigate between form fields
Enter: Submit form (when focused on single-line inputs)
Esc: Close dropdowns and dialogs

Quick Creation:

Use templates for common task types
Clone existing tasks and modify
Generate AI prompts automatically
Set up recurring tasks once, run forever

Quality Assurance:

Test new task configurations with immediate execution
Monitor first few executions of recurring tasks
Review execution history for optimization opportunities
Adjust AI prompts based on actual results

Cost Optimization:

Schedule non-urgent tasks during off-peak hours
Use appropriate AI models (not always the largest)
Set reasonable timeout limits
Monitor resource usage in execution history