User prompts

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Built on AI agent architecture, Workplace Assistant can sequence actions dynamically in response to your prompts and execute compound, multi-step actions. By leveraging large language models (LLMs), the assistant can understand general questions and use them to generate content that helps complete tasks efficiently. The assistant can also summarize workflows, tasks, and cases, giving you context and clarity for decision-making.

Here are examples of natural language prompts that the assistant can interpret to perform actions based on your intent.

Start prompts
Workflow prompts
Task prompts
Case prompts
Team prompts

Start prompts

If you’re new to Workplace or need guidance, the assistant can show available actions and help you get started. You can also save time by asking it to start a workflow or a new case instance directly from the web chat.

Table 1. Start prompts
Action	Description	Prompts	Examples
What actions are available in IBM® Workplace	Lists actions that you can carry out in Workplace.	What actions are available in IBM Workplace? Show available features in Workplace What tasks can I perform in IBM Workplace? List the capabilities of IBM Workplace How can I use IBM Workplace to manage work? What functions does IBM Workplace support? Display options for managing tasks in Workplace What can I accomplish using IBM Workplace?
Start a new workflow	Starts a new instance of a specified workflow.	Start a new workflow Start a new process Start a new activity Start a new workflow instance. Create a new workflow.	Start a hiring workflow
Create a new case instance	Starts a new instance of a specified case. 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 Start a new case instance Add a new case instance	Create a new case instance Create a loan request case

Workflow prompts

Filtering workflows

Workflow-centric prompts can filter workflows by status, due date, priority, or business data, and give insight into your work.

Table 2. Workflow filtering prompts
Action	Description	Prompts	Examples
Display workflows that are due today	Retrieves and lists all the workflows whose due date is today.	Display all workflows that are due today. List all the workflows that are due today.
List completed workflows	Retrieves and lists all the workflows that completed successfully.	Display all the completed workflows. List all the completed workflows.
List overdue workflows	Retrieves and lists all the workflows that are past their due date.	Display all overdue workflows. List all the overdue workflows.
List failed workflows	Retrieves and lists all the workflows that failed to complete due to an error.	Display all the failed workflows. List all the failed workflows.
List suspended workflows	Retrieves and lists all the workflows whose progress stopped before completion.	Display all the suspended workflows. List all the suspended workflows.
List at-risk workflows	Retrieves and lists all the in progress workflows whose due date approaches soon.	Display all the workflows at risk. List all the workflows at risk.
List active workflows	Retrieves and lists all the workflows that are currently in progress.	Display all the active workflows. List all the active workflows.
List terminated workflows	Retrieves and lists all the workflows that are permanently stopped.	Display all the terminated workflows. List all the terminated workflows.
List all workflows	Lists all the workflows regardless of status and removes all filters from the workflow list.	Display all workflows. List all the available workflows.
Filter workflows by business data	Filter workflows by a specified business data.	Filter workflows by business data: Filter workflow list by business value Filter workflow list by `businessValue` set as `userResponse`. Filter workflow list by `businessValue` set as `location`. Filter workflow list by `businessValue` set as `hiringManager`.	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.

Summarizing workflows

To learn more about a workflow, you can ask the assistant to provide a summary of the workflow or ask questions about the workflow. The workflow details can include data such as description, name, ID, status, due date, number and status of tasks, and so on.

Table 3. Workflow summarization prompts
Action	Description	Prompts	Examples
Summarize a workflow	Displays a summary of the workflow.	Summarize the workflow Show a summary of the workflow Get all details of the selected workflow	Get the summary of the Standard Employee Requisition workflow. Show me a summary of the Leave Request workflow.
Ask a question about a workflow	Retrieves specific information for a selected workflow or for a workflow whose ID you specified.	What is the ID of the workflow? What is the status of the workflow? When is this workflow due? How many tasks does this workflow contain? What is the status of the tasks included in this workflow?	For a standard employee requisition: Who is the hiring manager? Is this task approved? What is the department? Where is the location? How many tasks are active?

Task prompts

Filtering tasks

The assistant can quickly filter tasks based on your prompts and give you an at-a-glance task overview. You can boost productivity by asking it to prioritize tasks. The more precise you are in your prompts, the better your filter results.

Table 4. Task filtering prompts
Action	Description	Prompts	Examples
List on-track tasks	Retrieves and lists all the tasks that are progressing well towards a successful completion before their due date.	List tasks that are on track. Display tasks progressing on schedule. Retrieve all current tasks that are not overdue. Show tasks that are on time. What tasks are currently on track? Which tasks are progressing as expected?
List tasks at risk	Retrieves and lists all the in progress tasks whose due date approaches soon.	List all tasks at risk. Display tasks that are approaching risk status. Retrieve all tasks that may miss deadlines. Show all tasks flagged as at risk. Which tasks are at risk? View tasks nearing deadline and marked at risk.
List overdue tasks	Retrieves and lists all tasks that are past their due date.	List all overdue tasks. Display tasks that are past due. Retrieve all overdue items What tasks are overdue? Show all the tasks that are late. Which team tasks are past their due date? View all the overdue work items.
Show tasks by owner	Retrieves all the tasks owned or claimed by a 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 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 by saved searches. Filter by saved views. Filter using saved searches. Display all the saved searches. I want to see all my saved searches. Display all my saved views. Show me all the saved searches. Show me all my saved views.
Filter tasks by business data	Filters the task list by a specified business data.	Filter tasks by business data. I want to see all my tasks by business data. List all tasks after filtering by business data.	Filter tasks with Department set to Finance. Find all tasks with GM Approval set to true. List all tasks that have Location set to Chicago. Lists tasks with Hiring manager set to John Miller.
List all unclaimed tasks	Retrieves and lists all the tasks that haven't been claimed by an owner yet.	List tasks that are currently unclaimed. Show tasks that are available to be claimed. Display all tasks that are not yet assigned. Retrieve tasks that are available for assignment. What tasks are still unassigned?
Show all my claimed tasks	Retrieves and lists all the tasks that you have claimed to work on.	List all the tasks that I’ve claimed. Show tasks that are currently assigned to me. Display all my claimed tasks. Retrieve the tasks that I’m responsible for. What tasks have I already claimed?
Show me all the tasks that are due today	Retrieves and lists all the tasks whose due date is today.	List tasks with today’s deadline. Show tasks that must be completed today. Display tasks scheduled for today. Retrieve tasks due by end of day. What tasks are expected to finish today? View all tasks with a due date of today. Which tasks are due today?

Summarizing tasks

To quickly understand a task, you can ask the assistant for a summary that includes details such as the task ID, name, description, owner, priority, status, due date, team, and completion time.

Table 5. Task summarization prompts
Action	Description	Prompts	Examples
Summarize a task	Displays a summary of the task.	Show a summary of the task. Summarize this task. Get all the details of the selected task.	Get the summary of the Standard Employee Requisition workflow. Show a summary of the Create position request task.
Ask a question about a task	Retrieves specific information for a selected task or for a task whose ID you specified.	What is the name of this task? What is the task ID? Show a description of this task. Who is the owner of task `<task_id>`? What is the status of this task? Is this task overdue? When does this task need to be completed by? What is the task status? What is the task priority?	For a standard hiring task: Where is the location? Is this task approved? What is the employment status? What is the department? Who is the hiring manager?

Prioritizing tasks

Workplace can prioritize tasks for you automatically, either by default or through permissions that you enable.

If prioritization is not enabled or you want to use a different criterion, you can ask the assistant to open your next best task. It will ask whether priority or due date matters most and then open the best match among the tasks that are claimed or available to be claimed. If none are claimed, it claims the next best task for you.
When prioritization is enabled, the assistant uses the next-best-task model to select and open the most relevant task, following the same logic for claimed and unclaimed tasks.
For more information, see Enabling Intelligent Task Prioritization.

Table 6. Task prioritization prompts
Action	Description	Prompts	Examples
Open the next best task	Prioritizes and displays the next best task for you to 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 next?

Updating tasks

To work more efficiently, you can ask the assistant to update task due dates or priorities, reassign tasks to another user, or return them to the team for others to claim.

Table 7. Task updating prompts
Action	Description	Prompts	Examples
Reassign task	Reassigns one or more selected tasks to a different user.	Reassign the selected task to a new owner. Choose a new owner for the task. Assign the task to another user. Update the task owner. Who should be assigned to this task? Assign selected tasks to a different team member.	Assign task to admin1. Set user01 as the task owner. Reassign task to admin2. Transfer task to admin1.
Bulk task reassignment	Reassigns all the tasks of one user to another user.	Reassign all tasks of one owner to another. Reassign all the tasks of a current owner to a new owner. Args: `current_owner`: The current user whose tasks are to be reassigned. `new_owner`: The new user who will be assigned the tasks of the `current_owner`.	Reassign user01's tasks to user02. Transfer Ben's tasks to Mike. Assign all of Hilary's tasks to George Let Michael take over all of Hamilton's tasks.
Update the due dates of 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. Change the priorities of the selected tasks. Prioritize the selected tasks.
Return tasks to team	Cancels the current ownership of the selected tasks and returns them to the team, from where they can be claimed by others.	Return the selected task to the specified team. Reassign the selected tasks back to team.

Case prompts

Summarizing cases

The assistant summarizes cases with dependencies, relationships, and status, providing clarity and context for decision-making.

Table 8. Case summarization prompts
Action	Description	Prompts	Examples
Summarize a case	Displays a summary of the selected case.	Show a summary of this case.
Ask a question about a case	Retrieves specific information for a selected case or for the case whose ID you specified.	Show a summary of this case. What is the current status of the case? Is the case closed? Retrieve the case ID. What is the title of this case? When was the case created? What stage is the case currently in? Are there any activities linked to this case? List all the stages for this case. Show all the related cases. Are there any cases related to this one?

Filtering cases

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

Table 9. Case filtering prompts
Action	Description	Prompts	Examples
Create a new case instance		Start a new case instance. Add a new case instance. Start a case. I want to create a new case instance. New case Start a new case.
Search for case instances		Search for a case instance. Find a case instance. Look for a case instance. Search for a case instance. Search case
Show all the active cases		What cases are in progress? What cases are active? Show all the active case instances. Show all the cases that are not completed yet. List all the active cases. List all the in-progress cases. Show a list of all the active cases. List all active case instances.
List all case instances		List all case instances. Retrieve all the case instances. Show all the available case instances.
List all the completed cases		Show all the completed case instances. List all the cases that are closed. What cases are completed? List all the cases that are done. List all the completed cases. Show all the completed cases. Show all the cases that are closed.

Team prompts

Managing teams and team workload

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

Table 10. Team-related prompts
Action	Description	Prompts
Show me what teams I manage	Lists all the teams that the logged in user manages.	How many teams do I manage, and what are they? Count and list all teams I oversee. View all managed teams with summary details. Display the names and summaries of my teams. Show me the teams I’m responsible for.
List team members	Lists the members of a specified team.	List all members of the team. Display the team roster. Who are the members of this team? Show all individuals assigned to the team. Retrieve the team list. View the full team roster. Who is part of the team? Get the list of team members. Show all contributors in the team.
Show team summaries	Displays the summaries for all the teams that a specified user manages.	Summarize each team I manage. Show summaries for each team I manage. Display summaries for all the teams I oversee. Provide an overview of my teams. List summaries for all teams. Show team summaries grouped by team name. Display an overview of all teams under my management. List all teams and include a summary for each. Provide a summary view of my teams. Retrieve team summaries grouped by team name. View all managed teams with summary details. Display the names and summaries of my teams.
List tasks assigned to a team	Lists all the tasks that are assigned to a team.	List tasks assigned to the team. Display tasks owned by the team. Retrieve current tasks for this team. What are the active tasks for the team? Show all tasks for the selected team.
List team tasks on track	Retrieves and lists all the team tasks that are progressing well towards a successful completion before their due date.	List team tasks that are on track. Display team tasks that are on schedule. Retrieve all current team tasks that are not overdue. Show team tasks that are on time. What team tasks are currently on track?
List team tasks at risk	Retrieves and lists all the in-progress team tasks whose due date approaches soon.	List all the at-risk team tasks. Display team tasks that are approaching risk status. Retrieve all team tasks that may miss deadlines. Show all the team tasks flagged as at-risk. Which team tasks are at risk?
List overdue team tasks	Retrieves and lists all the team tasks that are past their due date.	List all overdue team tasks. Display team tasks that are past due. Retrieve all overdue team tasks. What team tasks are overdue? Show all the team tasks that are late. Which team tasks are past their due date? View all the overdue team tasks.
Return tasks to team	Cancels the current ownership of the selected tasks and returns them to the team, from where they can be claimed by others.	Return the selected task to the specified team. Reassign the selected tasks back to team.