Office Automation Template (office.gbai)

A General Bots template for role-based office productivity with department-specific knowledge bases and context-aware assistance.

Overview

The Office template provides a multi-role office assistant that adapts its behavior, knowledge, and suggestions based on the user’s role. Whether you’re a manager, developer, customer support agent, HR professional, or finance team member, the bot tailors its responses and available resources accordingly.

Features

Role-Based Access - Different capabilities per user role
Dynamic Knowledge Bases - Automatically loads relevant KB per role
Context-Aware Responses - AI behavior adapts to role requirements
Custom Suggestions - Role-specific quick actions
Tool Integration - Calendar, tasks, documents, meetings, notes
Persistent Role Memory - Remembers user role across sessions

Package Structure

office.gbai/
├── office.gbdialog/
│   ├── start.bas               # Role selection and configuration
│   ├── api-integration.bas     # External API connections
│   ├── data-sync.bas           # Data synchronization
│   └── document-processor.bas  # Document handling
├── office.gbkb/                # Knowledge bases by role
│   ├── management/
│   ├── documentation/
│   ├── products/
│   ├── hr-policies/
│   └── budgets/
└── office.gbot/
    └── config.csv              # Bot configuration

Scripts

File	Description
`start.bas`	Main entry with role selection and context setup
`api-integration.bas`	Connect to external office systems
`data-sync.bas`	Sync data across office applications
`document-processor.bas`	Process and manage documents

Supported Roles

Manager

Context: Executive assistant for reports, team management, strategic decisions
Knowledge Bases: management, reports, team-policies
Suggestions: Team performance, Generate report, Schedule meeting

Developer

Context: Technical assistant for documentation, APIs, coding best practices
Knowledge Bases: documentation, apis, coding-standards
Suggestions: Search documentation, API reference, Code review checklist

Customer Support

Context: Customer service assistant focused on resolving issues
Knowledge Bases: products, support, faq
Suggestions: Track my order, Product information, Contact support

HR

Context: HR assistant for employee matters, policies, benefits
Knowledge Bases: hr-policies, benefits, onboarding
Suggestions: Employee handbook, Benefits overview, New hire checklist

Finance

Context: Finance assistant for budgets, expenses, financial reports
Knowledge Bases: budgets, expenses, financial-reports
Suggestions: Expense policy, Budget status, Approval workflow

Available Tools

Tool	Description
`calendar`	Schedule and manage appointments
`tasks`	Create and track to-do items
`documents`	Access and manage documents
`meetings`	Schedule and join meetings
`notes`	Create and search notes

Sample Conversation

Role Selection

Bot:  Welcome to the Office Assistant!
      Please select your role:

User: manager

Bot:  Welcome, Manager! I can help with reports, team 
      management, and policies.
      
      Quick Actions:
      • Team performance
      • Generate report
      • Schedule meeting

Manager Interaction

User: I need to review my team's performance

Bot:  I'll help you review team performance. Here's a summary:

      📊 Team Performance Dashboard
      
      Active Projects: 5
      Completed This Month: 3
      
      Top Performers:
      • Sarah Chen: 12 tasks completed
      • Mike Johnson: 10 tasks completed
      
      Pending Approvals: 2
      
      Would you like a detailed report or to schedule 1:1s?

Developer Interaction

User: How do I implement pagination in our API?

Bot:  Based on our API documentation, here's the pagination pattern:

      GET /api/v1/users?page=1&per_page=20
      
      Response includes:
      • data: Array of results
      • meta.total: Total count
      • meta.page: Current page
      • links.next: Next page URL
      
      Our coding standards recommend cursor-based pagination 
      for large datasets.
      
      📄 Source: docs/api/pagination.md

Customer Support Interaction

User: Customer asking about order #12345

Bot:  I found order #12345. Here are the details:
      
      📦 Order Status: Shipped
      📅 Shipped: May 14, 2025
      🚚 Carrier: FedEx
      📍 Tracking: 7891234567890
      
      Expected delivery: May 17, 2025
      
      Would you like to:
      • Send tracking info to customer
      • Create a support ticket
      • Escalate to supervisor

Configuration

Configure in office.gbot/config.csv:

Parameter	Description	Example
`Default Role`	Role when none selected	`customer`
`Remember Role`	Persist role across sessions	`true`
`Role Timeout`	Hours before re-asking role	`24`
`Theme Color`	UI accent color	`blue`

How It Works

Role Detection and Setup

ADD TOOL "calendar"
ADD TOOL "tasks"
ADD TOOL "documents"
ADD TOOL "meetings"
ADD TOOL "notes"

role = GET role

IF NOT role THEN
    TALK "Welcome to the Office Assistant!"
    TALK "Please select your role:"
    HEAR role AS NAME
    role = LOWER(role)
    SET role, role
END IF

SWITCH role
  CASE "manager"
    SET CONTEXT "You are an executive assistant helping managers..."
    USE KB "management"
    USE KB "reports"
    USE KB "team-policies"
    TALK "Welcome, Manager! I can help with reports and team management."

  CASE "developer"
    SET CONTEXT "You are a technical assistant helping developers..."
    USE KB "documentation"
    USE KB "apis"
    USE KB "coding-standards"
    TALK "Welcome, Developer! I can help with documentation and APIs."

  ' ... more roles
END SWITCH

Dynamic Suggestions

CLEAR SUGGESTIONS

SWITCH role
  CASE "manager"
    ADD SUGGESTION "performance" AS "Team performance"
    ADD SUGGESTION "report" AS "Generate report"
    ADD SUGGESTION "meeting" AS "Schedule meeting"

  CASE "developer"
    ADD SUGGESTION "docs" AS "Search documentation"
    ADD SUGGESTION "api" AS "API reference"
    ADD SUGGESTION "review" AS "Code review checklist"

  CASE "customer"
    ADD SUGGESTION "order" AS "Track my order"
    ADD SUGGESTION "product" AS "Product information"
    ADD SUGGESTION "support" AS "Contact support"
END SWITCH

Customization

Adding New Roles

Extend the start.bas file:

CASE "sales"
    SET CONTEXT "You are a sales assistant helping with leads and deals."
    USE KB "sales-playbook"
    USE KB "pricing"
    USE KB "competitors"
    TALK "Welcome, Sales! I can help with leads, pricing, and proposals."

    CLEAR SUGGESTIONS
    ADD SUGGESTION "leads" AS "View my leads"
    ADD SUGGESTION "quote" AS "Generate quote"
    ADD SUGGESTION "pipeline" AS "Pipeline status"

Custom Knowledge Bases

Create role-specific knowledge bases in office.gbkb/:

office.gbkb/
├── sales-playbook/
│   ├── objection-handling.md
│   ├── pricing-guide.md
│   └── competitor-comparison.md

Role-Specific Tools

CASE "manager"
    ADD TOOL "calendar"
    ADD TOOL "tasks"
    ADD TOOL "team-report"
    ADD TOOL "approve-request"

CASE "developer"
    ADD TOOL "search-docs"
    ADD TOOL "api-tester"
    ADD TOOL "code-review"

Integration Examples

With Calendar

' Schedule meeting for manager
IF role = "manager" THEN
    TALK "I'll schedule the team meeting."
    CREATE CALENDAR EVENT "Team Standup", tomorrow + " 9:00 AM", 30
END IF

With Document System

' Generate document based on role
SWITCH role
    CASE "hr"
        template = "offer-letter-template.docx"
    CASE "sales"
        template = "proposal-template.docx"
    CASE "finance"
        template = "budget-template.xlsx"
END SWITCH

document = GENERATE FROM TEMPLATE template WITH data

With Task Management

' Create role-appropriate tasks
IF role = "manager" THEN
    CREATE TASK "Review Q4 budget", "high", manager_email
    CREATE TASK "Approve team PTO requests", "medium", manager_email
END IF

Best Practices

Clear role definitions - Define clear boundaries for each role
Relevant suggestions - Keep quick actions useful for each role
Appropriate KBs - Only load necessary knowledge bases
Security awareness - Restrict sensitive data by role
Regular updates - Keep knowledge bases current
Feedback loops - Monitor which features each role uses

Troubleshooting

Issue	Cause	Solution
Wrong KB loaded	Role not set correctly	Check role detection logic
Missing suggestions	Role not in switch	Add role to all switch blocks
Context confusion	Multiple roles used	Clear context between role changes
Slow responses	Too many KBs loaded	Load only essential KBs per role

Use Cases

Corporate Offices - Multi-department support
Startups - Flexible role-based assistance
Remote Teams - Unified office assistant
Enterprise - Department-specific knowledge management

Contacts - Contact management
Reminder - Task and reminder management
CRM - Full CRM for sales roles
Analytics - Platform analytics for managers

General Bots Documentation