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Kylon use case 02 · From files to tasks

From scattered files to finished tasks.

A new client signs and the plan needs files from three people. The agent finds them in Drive and Notion, drafts the plan in Google Docs, turns the client call into Asana tasks, and brings only the stuck task to the person who can fix it.

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Fernwood Studio, Northgate Coffee and everyone in the video are fictional, and so are the links and numbers. All six films on YouTube

The workflow

7 steps, one Room.

The same steps as the film. Logos mark the steps where the agent uses a connection, and the notes below a step are where a person decides.

  1. Kylon
    01 Project kickoff Alex asks for the plan in the Room.
  2. Google DriveNotion
    02 Files found In Drive and Notion, whoever saved them.
  3. Google Docs
    03 Plan drafted In Google Docs, from those files.
  4. 04 Team review Notes come in right in the thread.
    Asked a second time: Timeline goes first. Saved as a rule for every plan.
  5. Read AI
    05 Client call Decisions from the Read AI report.
  6. Asana
    06 Tasks assigned Five Asana tasks with owners and dates.
    A task gets stuck: Asks the one person who knows. Maya's answer goes to the printer and the task moves again.
  7. 07 Delivered The brand kit is shared with the client.
Asked twice, kept for goodMaya asked for the timeline first on two plans in a row. The agent saved it, so every plan now starts with the dates.
Connections

What each tool does here.

Each person signs in to their own account. The agent works with what that account can already see.

Steps 02 and 07
Google Drive

The agent finds the team's files, whoever saved them, and shares the finished kit.

Step 02
Notion

Specs and notes the team keeps in Notion are read with everything else.

Step 03
Google Docs

The plan is drafted in Google Docs. The team gives notes right in the thread.

Step 05
Read AI

After the client call, the decisions from the Read AI report go into the thread.

Step 06
Asana

Each decision becomes an Asana task with an owner and a date.

Set it up

Four steps to your own version.

  1. 1
    Connect your toolsIn Connections, sign in to Google Drive, Notion, Google Docs, Read AI and Asana.
  2. 2
    Open a project RoomAdd your agent and the people who deliver the work.
  3. 3
    Paste the set-up promptThe agent asks for your rules one at a time.
  4. 4
    Review the first planGive your notes in the thread. Anything you ask twice becomes a rule.
Set-up prompt
Set up our project delivery workflow in this Room.

1. When I post that a client has signed, find everything we have on them in Google Drive and Notion and list it here.
2. Draft the project plan in Google Docs from those files and post it for notes.
3. After each client call, post the decisions from the Read AI report.
4. Turn each decision into an Asana task with an owner and a date. If a task is stuck, ask the person who can unblock it.

Before you start, ask me for our rules one at a time.

Run it in your own workspace.

Connect the tools you already use, add your team, and paste the prompt. Your agent asks before anything goes out.

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