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

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

Your First Look

When the Suite opens, you see:

The Apps Menu

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

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:

1. Click in the message box at the bottom
2. Type your question or request
3. 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

1. Click the 🎤 microphone button
2. Speak your message
3. Click again to stop
4. 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

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:

1. Click + New button
2. Select Upload Files
3. Choose files from your computer
4. Or: Drag files directly into Drive

Create New Folder:

1. Click + New
2. Select New Folder
3. Type the folder name
4. 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

Keyboard Shortcuts for Drive

Part IV: Tasks - To-Do Management

What Tasks Does

Tasks helps you track what needs to be done. Create to-do lists, set due dates, and mark items complete.

The Tasks Interface

Adding a Task

1. Type your task in the input box
2. (Optional) Select a category: Work, Personal, Shopping, Health
3. (Optional) Set a due date
4. Click + Add or press Enter

Pro tip: Be specific! Instead of “Work on project”, write “Draft introduction section for project proposal”

Task Priorities

Completing Tasks

• Click the checkbox to mark a task done
• Completed tasks move to the “Completed” tab
• Feel the satisfaction! ✓

Filter Tabs

Creating Tasks from Chat

In Chat, just say:

You: Create a task to review the budget by Friday
Bot: Task created: "Review the budget" - Due: Friday

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

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

Composing Email

1. Click ✏ Compose
2. Fill in the fields:
   • To: recipient’s email
   • Subject: what it’s about
   • Body: your message
3. 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

Email Actions

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

1. Click on a day/time slot
2. Enter event details
3. 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

Keyboard Navigation

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:

1. Click Meet in Apps menu
2. Click Start Meeting
3. 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

Screen Sharing

1. Click 🖥 Share
2. Choose what to share:
   • Entire Screen - Everything you see
   • Window - One application
   • Tab - One browser tab
3. Click Share
4. 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

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

Formatting Toolbar

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

Using Research

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

Collections

Save important searches and sources:

1. Click + New Collection
2. Name it (e.g., “Q1 Project Research”)
3. Add sources by clicking Save to Collection
4. 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

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

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

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

Using a Prompt

1. Browse or search prompts
2. Click on a prompt card
3. Click Use to apply it
4. Customize if needed

Installing a Template

1. Go to Templates tab
2. Find a template (e.g., “CRM Contacts”)
3. Click Install
4. Configure settings
5. Template is now active

Available Models

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

1. Click your avatar (top right)
2. 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

Common Shortcuts

Part XVI: Tips & Best Practices

Daily Workflow

Morning:

1. Open Suite
2. Check Chat for overnight messages
3. Review Tasks for the day
4. 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

Appendix B: Glossary

© General Bots - Built with ❤️ and AI

For the latest documentation, visit the online manual