Built-in actions for refining prompts

To query and elicit the best answers from the large language model (LLM), the assistant has a number of built-in actions that you can use to construct and refine your prompts. The more specific and precise your prompts, the better the query results.

Through prompts, you can use the assistant to get more insight into your work, be more efficient filtering and managing tasks, workflows, and cases, or manage your teams and their workload as a manager. Through its built-in generative AI function, the assistant can also help you complete tasks more efficiently.

Start actions
Task actions
Workflow actions
Case actions
Team actions

Start actions

If you're a beginner Workplace user or need help to get started, the assistant can tell you what you can do in Workplace. To save a few clicks, you can also ask the assistant to start a workflow or a new instance of a specified case solution for you.

Table 1. Start actions
Action	Description	Prompts	Examples
What can I do in IBM® Workplace	Lists actions that you can carry out in Workplace.	What can I use Workplace for? Get me started with Workplace. How do I use IBM Workplace? What is IBM Workplace? What can I do in Workplace?
Start a new workflow	Starts the workflow whose name you specify.	Start a new process Start a new workflow Start an activity I want to start a new workflow	Start a hiring workflow
Create a new case instance	Starts a new instance of a case whose name you specify. If you don't specify a case name, you can select a case from the displayed list of case types.	Start a new case Create a new case instance I want to start a case Add a new case instance I want to create a new case instance	Create a new case instance Create a loan request case

Task actions

Filtering tasks

The assistant can speed up the filtering of your tasks based on your prompts and help you understand more about your tasks at a quick glance. You can improve your work efficiency by asking the assistant to prioritize tasks for you. The more precise you are in your prompts, the better your filter results.

Table 2. Task filtering actions
Action	Description	Prompts
Show me all the on-track tasks	Retrieves and lists all the tasks that are progressing well towards a successful completion before their due date.	What tasks are currently on track? Give me a list of on-track tasks List all the tasks that are on track Show me all the on-track tasks I want to see all the tasks that are on track I want to see my on-track tasks Display all the on-track tasks
Show me all the tasks at risk	Retrieves and lists all the in progress tasks whose due date approaches soon.	Which tasks are at risk? List all the tasks at risk. Show me all the tasks at risk. Give me all the tasks at risk. Display the tasks at risk. I want to see my at-risk tasks. I want to see all the tasks that are at risk.
Show me all my overdue tasks	Retrieves and lists all your tasks that are past their due date.	List all the tasks whose due date has passed. Show me all my overdue tasks. I want to see all the tasks that are overdue. Display overdue tasks. Show my overdue tasks. I want to see all my overdue tasks. Give me all the tasks that are past their due date.
Show tasks by owner	Retrieves all the tasks owned or claimed by the specified user.	Show tasks by owner. What tasks does this user own? Filter tasks by owner. Show me all the tasks that are owned by <user_name>. List all the tasks that are owned by this user. Filter tasks owned by <user_name>.
Filter by saved search	Filters the task list by a specified saved search or view. If you do not specify a name, you can select a view from the displayed list of saved view names.	What saved searches do I have? What saved views do I have? List all the saved views. List all the saved searches. Filter tasks with saved searches. Filter with saved views. Filter using saved searches. Display all the saved searches. I want to see all my saved searches. Display all my saved views. I want to see all my saved views. Show me all the saved searches. Show me all my saved views. Display all tasks with <search_name> saved search. Filter tasks with <search_name> saved search.
Filter tasks by business data	Filters the task list by a specified business data that is set to a specific value.	Filter tasks with Department set to Finance Find all tasks with GM Approval set to true Give me all of my tasks that have Location set to <location_name> Show me tasks with Hiring manager set to <user_name>
Show me all the unclaimed tasks	Retrieves and lists all the tasks that haven't been claimed by an owner yet.	Which tasks are still unclaimed? Are there any unclaimed tasks? What tasks are currently unclaimed? I want a list of all tasks that are not claimed. I want to see all the unclaimed tasks. List all the tasks that are currently unclaimed. Show me all the tasks that are unclaimed.
Show all my claimed tasks	Retrieves and lists all the tasks that you have claimed to work on.	Show me all my claimed tasks. List all the claimed tasks. Show me all the claimed tasks.
Show me all the tasks that are due today	Retrieves and lists all the tasks whose due date is today.	What outstanding tasks are due today? What tasks must be completed today? What tasks are due today? I want to see all the tasks that are due today. What tasks do I have for today? Show me all the tasks whose due date is today. Show me all the tasks that are due today.

Understanding tasks

To understand more about a task at a quick glance, you can ask the LLM to provide a summary of the task or you can ask questions, such as what is the status of the task, who is its owner, when is it due, and so on.

Table 3. Task summary actions
Action	Description	Prompts	Examples
Summarize the task	Displays a summary of the task.
Ask questions about a task	Retrieves specific information for a selected task or for the task whose ID you specified.	Is this task overdue? Who is the owner of task <task)id>? What is the status of this task? Is this task closed? What is the task ID? What is the name of this task? When does this task need to be completed by? Where is the location? Is this task approved? What is the employment status? Who does this team belong to? Who is the owner?

Prioritizing tasks

Workplace can prioritize tasks for you, and prioritization can either be enabled for you by default or, with associated permission, you can enable it yourself.

If task prioritization is not enabled or you want to prioritize by a different criterion, you can ask the assistant to open your next best task. The assistant asks what is more important for you, priority or due date and, based on your choice, it automatically opens the next more important task for you. The assistant prioritizes first the tasks that you have already claimed. If you haven't claimed any tasks yet, it automatically claims the next best task for you.
If task prioritization is enabled, the assistant opens your next best task based on the prediction of the next best task model. Similarly, it prioritizes amongst the tasks that you have already claimed, but if you haven't claimed any tasks, it automatically claims the next best task for you.
For more information, see Enabling Intelligent Task Prioritization.

Table 4. Task prioritization actions
Action	Description	Prompts	Examples
Open the next best task	Prioritizes and displays the next best task that I should work on.	Show me my next best task. Open the next best task. What's the next best task? What task should I work on? What task should I work on next?

Updating tasks

To improve your efficiency working with tasks, you can ask the assistant to update the due date or priority of tasks, reassign them to a different user, or return them to the team for others to claim them.

Table 5. Task updating actions
Action	Description	Prompts
Reassign task	Reassigns or more selected tasks to a different user.	Reassign task Specify who is the owner of the task. Assign an owner to the selected task. To whom do you want to assign the selected task? Assign tasks
Update the due dates of the selected tasks	Updates the due dates of one or more selected tasks at once.	Bulk update the due dates of the selected tasks. Update the due dates of the selected tasks. Modify the due dates of the selected tasks. Change the due dates of all the selected items. Update the due date of the task.
Update priorities	Updates the priority of one or more selected tasks at once.	Update task priorities. I want to update the priorities of the selected tasks. Update the priorities of the selected tasks. Update the task priorities.
Reassign tasks back to team	Reassigns the selected tasks back to the team, from where they can be claimed by others.	Reassign the selected task back to the team. Reassign the selected tasks back to the team. Reassign all the selected tasks back to the team.

Workflow actions

Filtering workflows

The workflow-centric actions in the assistant give you insight into your work by filtering workflows by status, due date, priority, or business data.

Table 6. Workflow filtering actions
Action	Description	Prompts	Examples
Display workflows that are due today	Retrieves and lists all the workflows whose due date is today.	Display all the workflows that are due today. Show me all the workflows that are due today.
Display completed workflows	Retrieves and lists all the workflows that completed successfully.	Display all the completed workflows. Show me all the completed workflows.
Display overdue workflows	Retrieves and lists all the workflows that are past their due date.	Display all the overdue workflows. Show me all the overdue workflows.
Display failed workflows	Retrieves and lists all the workflows that failed to complete due to an error.	Display all the failed workflows. Show me all the failed workflows.
Display suspended workflows	Retrieves and lists all the workflows whose progress stopped before completion.	Display all the suspended workflows. Show me all the suspended workflows.
Display at risk workflows	Retrieves and lists all the in progress workflows whose due date approaches soon.	Display all the workflows at risk. Show me all the workflows at risk.
Display active workflows	Retrieves and lists all the workflows that are currently in progress.	Display all the active workflows. Show me all the active workflows.
Display terminated workflows	Retrieves and lists all the workflows that are permanently stopped.	Display all the terminated workflows. Show me all the terminated workflows.
Display all workflows	Lists all the workflows regardless of status and removes all filters from the workflow list.	Display all workflows. Show me all the workflows.
Filter workflows with business data	Filter workflows by a specified business data that is set to a specific value.	Filter workflows by business data: Filter workflow list with business value Filter workflow list with `businessValue` as `userResponse` Update workflow list with `businessValue` as `userResponse` Update workflow list with business value Update workflow list with `businessValue` set to`userResponse` Filter workflow list with `businessValue` set to`userResponse` Filter workflow list with business values	Filter the workflow list by GM Approval set to false. Filter the workflow list by Department set to Finance. Filter the workflow list by Location set to Chicago. Filter workflow list by Hiring Manager set to Tom Miller.

Case actions

Filtering cases

You can use the assistant to better understand, filter, and work more efficiently with your cases.

Table 7. Case filtering actions
Action	Description	Prompts	Examples
Create a new case instance		I want to start a new case instance. Add a new case instance. Start a case. I want to start a case. I want to create a new case instance. New case Start a new case.
Search for case instances		I want to search for a case instance. Find a case instance. Look for a case instance. Search for a case instance. Search case Case search I would like to search for a case. Search for a case.
In want to see all the active cases		What cases are in progress? What cases are active? Show me all the active case instances. I want to see all the cases that are not completed yet. I want to see all the active cases. List all the in-progress cases. Give me a list of all the active cases. I want to see a list of all active case instances. I want to list all the active case instances.
I want to see all the case instances		Give me a list of all the case instances. Retrieve all the case instances. I want a list of all the case instances. List all the case instances. Show me all the case instances.
I want to see all the completed cases		Show me all the completed case instances. List all the cases that are closed. What cases are already completed? I want to see all the cases that are done. List all the completed cases. Show me all the completed cases. I want to see all the completed cases. I want to see all the cases that are closed. Give me a list of all the completed cases. I want to see all the completed cases.

Team actions

Managing teams and team workload

As a manager, you can use the assistant to view all the teams that you manage and also understand and manage their workload.

Table 8. Team-related actions
Action	Description	Prompts
Show me what teams I manage	Lists all the teams that the logged in user manages.	View all my teams. List and count all the teams that I manage. Give me a list and the total number of teams that I manage. Show me all the teams that I manage. How many and what teams do I manage? View the teams that I manage.
Show me all the team members	Displays the team members for the specified team.	Get all the members of the team. I want to know who are the members of team. List all the members of the team. Who belongs to the team? Who are the team members? Show me the team roster. Give me the roster for the team. List all the team members. Show me all the members for team. View all the members for team.
Reassign task back to team	Cancels current claim of the task and reassigns it back to the team.	Reassign the selected task back to the team. Reassign the selected tasks back to the team. Reassign all the selected tasks back to the team.
View tasks for team <team_name>	Lists the tasks for the specified team.	What tasks does the team own? What tasks belong to the team? What are the tasks for the team? What are the team's tasks? Show me the tasks for team <team_name> Show me the team's tasks. View all the tasks for <team_name> View the tasks for team <team_name>
View summaries for all my teams	Displays the summaries for all the teams that the user manages.	Generate a summary for all my teams. Can you create a summary for all my teams? Give me a summary for all my teams. Give me summaries for all teams. Show me summaries of all of my teams. Create a summary for each of my teams. Summarize all of my teams. Display summaries for all my teams. I want to see a summary for each of my teams. View summaries for all my teams.