Planner Internal Tool

Overview

The Planner internal tool enables you to create, manage, and track tasks and action items directly within conversations. This tool helps you organize multi-step workflows, set priorities and due dates, track task status, and maintain context linking between tasks and conversations—all without switching to external task management applications.

Use cases:

• Create action items from meeting discussions
• Track multi-step project tasks and workflows
• Set task priorities (High/Medium/Low) and due dates
• Monitor task progress (Pending/In Progress/Completed)
• Link tasks to conversation context for reference
• Manage reminders for follow-up actions

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Prerequisites

• Permission Level: User role with conversation edit access
• Conversation: An active conversation or agent configuration
• Model: An LLM model that supports tool invocation

Important

The Planner tool must be explicitly enabled via toggle switch before it can be used. It is disabled by default in both conversations and agents.

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Enabling Planner in Conversations

Enable the Planner tool for ad-hoc task management in conversations.

1. Navigate to your conversation
2. Locate the chat input toolbar at the bottom of the screen
3. Find the Internal Tools icon (value icon) next to the attachment button
4. Click the Internal Tools icon to open the configuration popup
5. In the popup, find Planner in the list (positioned above Python sandbox)
6. Click the toggle switch next to "Planner" to enable it
7. Once enabled, a success toast notification will appear: "Internal tools configuration updated"
8. Click anywhere outside the popup to close it

Quick Access

The internal tools configuration persists for the duration of your conversation session. You can toggle the Planner on/off at any time during the conversation.

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Enabling Planner in Agent Configuration

Configure the Planner tool as part of an agent's default configuration.

1. Navigate to Agents in the main menu
2. Select the agent you want to configure
3. Scroll to the TOOLKITS section at the bottom
4. In the TOOLKITS section, find the Planner switch
5. Toggle the switch to enable Planner for this agent
6. Click Save at the top of the configuration page
7. The Planner tool will now be available in all new conversations using this agent

Agent vs Conversation Settings

• Agent Configuration: Sets the default state for all new conversations with that agent
• Conversation Configuration: Overrides the agent's default for that specific conversation
• Changes to agent configuration do not affect existing conversations

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Using the Planner Tool

Once enabled, the Planner tool activates automatically when you express task-related intent in your conversation. It intelligently extracts task information from natural language, recognizing titles, priorities, due dates, and context.

Conversations and Agents

The task creation and management workflows work identically whether you've enabled Planner in a conversation or configured it as part of an agent. The natural language interaction, task properties, and status management remain consistent across both usage modes.

Creating Tasks

Simply describe what you want to accomplish in natural language. The AI automatically extracts:

• Task Title: The action or description from your message
• Priority Level: Keywords like "high", "medium", or "low"
• Due Dates: Time references such as "Friday", "next week", or "tomorrow"
• Context: Automatic link to the current conversation

Example Task Creation:

You: "Create a deployment plan: run tests, build artifacts, backup database, 
deploy to staging, smoke test"

You: "Generate a high-priority todo list to run all regression test cases by Friday"

You: "Make a todo list for API documentation: document endpoints, add request 
examples, include response schemas, update version history"

Task Properties

Each task captures the following information:

Property	Description	Options
Title	What needs to be done	Custom description
Priority	Importance level	High / Medium / Low
Due Date	Completion deadline	Specific date, relative date, or none
Status	Current state	Pending / In Progress / Completed
Context	Source conversation	Automatic link

Setting Priority and Due Dates:

You: "Add high priority task to review contracts by Friday"
You: "Create medium priority task for updating user guide"
You: "Remind me next week to follow up with client"

Priority Levels:

• High: Urgent, time-sensitive tasks requiring immediate attention
• Medium: Important tasks with moderate urgency
• Low: Tasks that can be completed when time allows

Due Date Formats:

• Specific: "by Friday", "on December 20th"
• Relative: "tomorrow", "next week", "in 3 days"
• No deadline: Tasks marked "Not set"

Managing Task Status

Update task progress through natural conversation. Tasks move through three states:

1. Pending → Task created but not started
2. In Progress → Currently being worked on
3. Completed → Finished and verified

Example Status Updates:

You: "Mark the client follow-up task as completed"

AI:
✓ Task updated:
• Title: Follow up with client about proposal
• Priority: High
• Due Date: Friday
• Status: Completed ✓

You: "Start working on the documentation task"

AI:
✓ Task updated to In Progress:
• Title: Update documentation
• Priority: Medium
• Status: In Progress

Quick Status Queries:

• "Show me my current tasks"
• "What's on my todo list?"
• "What tasks are pending?"
• "Show me high priority items"

Multi-Step Plans

Create comprehensive execution plans for complex workflows with automatic progress tracking:

You: "Create a plan for our website deployment"

AI:
✓ Plan created:

📋 Website Deployment Process
   Progress: 0/5 steps completed

   ☐ 1. Run all unit tests
   ☐ 2. Build production bundle
   ☐ 3. Upload to server
   ☐ 4. Run smoke tests
   ☐ 5. Update documentation

Update individual steps to track overall progress:

You: "Mark step 1 as complete"

AI:
✓ Step 1 completed (1/5 done)

📋 Website Deployment Process
   Progress: 1/5 steps completed

   ☑ 1. Run all unit tests ✓
   ☐ 2. Build production bundle
   ☐ 3. Upload to server
   ☐ 4. Run smoke tests
   ☐ 5. Update documentation

Task Scope and Storage

Important Considerations:

• Tasks are stored in conversation metadata and scoped to individual conversations
• Tasks persist throughout the conversation lifetime
• Deleting a conversation removes all associated tasks
• Clearing conversation history also deletes all planner tasks
• No cross-conversation synchronization or external storage
• Each task maintains a link to its source conversation for context

Token Usage

Task creation consumes tokens for structured output. Complex plans with many steps use more tokens—consider token limits for extensive task lists.

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Usage Scenarios

Meeting Action Items

Use Case: Capture and track action items from meeting discussions

Example:

You: "From our standup today, add three tasks: 
review Q4 budget (high priority, due Monday), 
schedule follow-up with marketing (medium priority), 
and update project timeline"

AI:
📋 Tasks Created:

Task 1:
• Title: Review Q4 budget
• Priority: High
• Due Date: Monday
• Status: Pending

Task 2:
• Title: Schedule follow-up with marketing
• Priority: Medium
• Due Date: Not set
• Status: Pending

Task 3:
• Title: Update project timeline
• Priority: Medium
• Due Date: Not set
• Status: Pending

All tasks linked to current conversation.

Project Planning

Use Case: Break down complex projects into manageable steps

Example:

You: "Create a plan for launching our mobile app"

AI:
📋 Mobile App Launch Plan
   Progress: 0/5 steps completed

   ☐ 1. Complete beta testing
   ☐ 2. Fix critical bugs
   ☐ 3. Prepare app store listings
   ☐ 4. Submit for review
   ☐ 5. Plan marketing campaign

Tracking Progress:

You: "Mark steps 1 and 2 complete"

AI:
✓ Steps completed (2/5 done)

📋 Mobile App Launch Plan
   Progress: 2/5 steps completed

   ☑ 1. Complete beta testing ✓
   ☑ 2. Fix critical bugs ✓
   ☐ 3. Prepare app store listings
   ☐ 4. Submit for review
   ☐ 5. Plan marketing campaign

Follow-Up Reminders

Use Case: Set reminders for future actions

Example:

You: "Remind me to update the documentation after we finish this feature"

AI:
📋 Task Created:
• Title: Update documentation
• Priority: Medium
• Due Date: Not set
• Status: Pending
• Context: Linked to current conversation

I'll help you remember to update the documentation once the feature is complete.

Sprint Planning

Use Case: Organize sprint tasks and track velocity

Example:

You: "Create sprint tasks: implement user authentication (high, 5 days), 
add payment gateway (high, 3 days), update API documentation (low, 2 days)"

AI:
📋 Sprint Tasks Created:

Task 1:
• Title: Implement user authentication
• Priority: High
• Due Date: 5 days
• Status: Pending

Task 2:
• Title: Add payment gateway
• Priority: High
• Due Date: 3 days
• Status: Pending

Task 3:
• Title: Update API documentation
• Priority: Low
• Due Date: 2 days
• Status: Pending

Code Review Workflow

Use Case: Track code review process steps

Example:

You: "Create review plan for the authentication PR"

AI:
📋 Authentication PR Review
   Progress: 0/4 steps completed

   ☐ 1. Check code style and linting
   ☐ 2. Review security implementations
   ☐ 3. Test authentication flows
   ☐ 4. Approve and merge

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Best Practices

Task Creation

Be Specific with Task Descriptions

Instead of: "Fix bug"

Try: "Fix login authentication timeout bug affecting mobile users"

Why: Specific descriptions provide better context and make tasks easier to understand later.

Set Appropriate Priorities

High Priority:

• Blocking issues preventing work
• Time-sensitive deadlines
• Critical bug fixes

Medium Priority:

• Important but not urgent
• Regular project work
• Scheduled improvements

Low Priority:

• Nice-to-have improvements
• Non-urgent maintenance
• Optional enhancements

Include Due Dates for Time-Sensitive Tasks

Examples:

• "Add task to submit proposal by Friday 5 PM"
• "Create high priority task due tomorrow to review contracts"
• "Remind me next Monday to follow up with client"

Task Management

Update Status Regularly

Keep task status current to track progress accurately:

• Mark tasks "In Progress" when you start working
• Update to "Completed" when finished
• Use status queries to review progress

Break Complex Tasks into Steps

Instead of:

• Single large task: "Deploy new version"

Try:

• Step-by-step plan with 5-8 manageable steps
• Each step has clear completion criteria
• Progress tracking shows overall status

Review Tasks Regularly

Daily Review:

• "Show me today's high priority tasks"
• "What tasks are due this week?"

Weekly Planning:

• "Show all pending tasks"
• "List tasks by priority"

Workflow Organization

Use Planner for Multi-Step Processes

Good use cases:

• Deployment workflows
• Code review processes
• Feature development phases
• Testing procedures

Each step should be:

• Clearly defined
• Independently completable
• Verifiable when done

Link Related Tasks in Conversation

Keep related tasks in the same conversation for context:

• All tasks for one project
• Steps for one feature
• Action items from one meeting

Clean Up Completed Tasks

Periodically ask to review and delete old completed tasks:

• "Delete all completed tasks older than 30 days"
• "Archive finished project tasks"

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Troubleshooting

Issue: Planner Not Responding to Task Commands

Possible causes:

• Planner tool not enabled
• Command phrasing not recognized
• Model doesn't support tool invocation

Solution:

1. Verify Planner toggle is ON in Internal Tools configuration
2. Check that you're using clear task-related phrases
3. Try explicit commands: "Create a task to...", "Add to my todo..."
4. Ensure selected model supports tool invocation
5. Refresh the page and try again

Issue: Tasks Not Persisting

Possible causes:

• Conversation not saved
• Browser session expired
• Network connection lost during task creation

Solution:

1. Ensure conversation is properly saved (check conversation title)
2. Verify network connection is stable
3. Refresh the conversation and check if tasks reappear
4. Create tasks again if lost

Issue: Cannot Enable Planner in Agent

Possible causes:

• Insufficient permissions
• Agent configuration form validation errors
• Conflicting configuration

Solution:

1. Ensure you have edit permissions for the agent
2. Check for any error messages at the top of the form
3. Ensure all required agent fields are filled
4. Save the entire configuration form, not just the internal tools toggle
5. Try creating a new agent version if issues persist

Issue: Planner Creates Wrong Task Details

Possible causes:

• Ambiguous task description
• Multiple tasks in one request
• Priority or due date not clearly specified

Solution:

1. Use clear, specific task descriptions
2. Create one task at a time for accuracy
3. Explicitly state priority: "high priority", "low priority"
4. Specify due dates clearly: "by Friday", "due next week"
5. Review and update task details after creation if needed

Issue: "Internal tools configuration updated" But Planner Still Not Working

Possible causes:

• Toggle enabled but task commands not recognized
• Model context reset required
• Tool invocation blocked by settings

Solution:

1. Send a new message to refresh the conversation context
2. Try explicit task creation: "Planner: create a task to test"
3. Check model configuration supports tool use
4. Disable and re-enable the Planner toggle
5. Start a new conversation to reset state

Issue: Tasks Appear in Wrong Format

Possible causes:

• Output formatting issues
• Model interpretation variance
• Unexpected response structure

Solution:

1. This is typically cosmetic; task data is still captured
2. Request task status to see proper formatting
3. If persistent, report to administrator
4. Try different phrasing for task creation

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Additional Resources

• Agent Configuration - Setting up agents with internal tools
• Chat Functionality - General chat features and usage
• Python Sandbox - Python Sandbox and internal tools overview
• Conversation Management - Managing conversations and settings