30 Tips & Tricks to Supercharge Productivity

Customize knowledge/context for all conversations: Tell Sapience about yourself, your company, your priorities, and your goals. Give it FACTS. Give it CONTEXT. AI thrives on context (just like humans!). Go to Menu > Settings > About Me. Follow the instructions and make sure to check the inline help. Why matters: you will get much more tailored responses to all your prompts throughout the system.

Customize agent behavior: Tell Sapience how you want all Agents to behave. You could put in something trivial like “always answer in poetry and rhyming couplets” and so long as it doesn’t fight the core instructions of an Agent then Sapience Agents will follow your guidance. Go to Menu > Settings > Custom Instructions. Why matters: now Sapience knows your preferences on style and ways of working. A real life example is

Do an AI-powered web search: Right from the Dashboard, kick off a search query. Put in “give me the latest news about President Trump” as an example. This will start up the Web Research Agent and get to work for you right away.

Launch Search from anywhere: Wherever you are in Sapience, you can launch the global search action by typing Alt + F (for find, like in Word). On Mac, use Option + F.

Add some files: One of the first things you should do is upload some files to work with. You can put them right into the root of your account, or you can create some folders to use them. Why matters: Sapience works best when you give it DATA to use! For an overview of Files, you should read this article:

Chat with a file: Once you have a file uploaded (you could for example, upload a quarterly report from a public company as an example of a big dense document) you can now chat with a File Agent that’s expert on that file! To do this, upload the file, then click on its name in File Manager. Click “chat”. This is incredibly useful for long/complex documents.

Upload a video or audio file: Did you know Sapience will auto-magically transcribe audio and video files? Upload a video or audio file (e.g. a voice note from your phone) and Sapience will extract the audio track in the background and then transcribe it. This works in more than 30 languages!

Look at the smart folders: Once you have used Sapience for a day, the smart folders will make it really easy to quickly find all your exports, your AI generated files, all your voice notes and more. Try them out in the left sidebar under “File System”.

Favorite a File: Got a file you chat with regularly or a dashboard you created that you love? Favorite it! It will be the 1st entry under Favorites in the menu on the left. Works for files, projects, notes and chats.

Translate a file into another language: Once you have a file in sapience, open the file info card by clicking on the file, lick “more” and in the dropdown click Get Raw Text. So long as the extracted text looks good to you, you’re able to now translate the file into another language.

Attach an image to a conversation: Paste a screenshot into the chat input window, or attach an image file to a chat, and AI vision will be used to analyze it. Try this: draw a mind map or a diagram on a whiteboard, take a photo of it, and give it to Sapience!

Attach a document to a conversation: You can attach more than 30 file types right within the chat interface, and if you upload the file to Sapience Files, it supports more than 1000 file types for context extraction and search. Now you've got full-text search and can chat with a file agent.

Attach a data file (e.g. Excel) to a conversation: if you attach tabular data like an Excel file to a conversation, Sapience will ask if you want to use the Sapience Coding Agent. Try it out, and you can have it analyze large datasets, generate dashboards and more. Just be specific when you’re describing the data and what you want. To learn more about the different “attach file to conversation flows, read this article:

Save a Conversation as a Note: Got a chat that you like and want to edit the content? Save the message or the conversation as a Note, and then go over to Sapience Notes and you can edit it, and turn it into whatever you want. Then you can save it as a Word doc or PDF.

Export a Conversation to Word or PDF: Any conversation can be exported to PDF or Word right from the chat interface.

Add a chat as a favorite: Chats get better as they get longer. This is called priming. So, if you’ve got a conversation you’ve been having and its getting good - mark it as a Favorite using the menu option on the conversation name in the left sidebar.

Share a conversation (public URL): You can create a public link share of any conversation you’ve had. This scan be used by anyone even if they don’t have a Sapience account. you can still lock it down with a password or a maximum number of views.

Share a conversation (user-to-user): Have a conversation with an Agent that’s great? Want another human to read it or even participate? Share it with them! Using the dropdown menu on the conversation itself in the left sidebar you can share a chat easily. Learn more about sharing here:

Create a Note from a template: Holding a meeting? Create a new note by clicking the buttons or use Alt + N (option on Mac) and then select the Meeting Note template.

Go to town editing: The Sapience Note editor has a lot of power, and is document editing re-imagined with AI as the center of the workflow. From writing with Agents, to writing with Voice and web research, there is a lot here to make you move a lot faster. Learn more here:

Save your own Note template: Got a document structure you use over-and-over? We all do! Save it as a template. On the main Page Viewer of the Note, click the More > Save as Template option and now every time you create a note that template will be available.

Try Write with AI in Notes: Inside of Notes, type the @ symbol with a space in front of it, or launch write with AI from the “AI Writing” menu. Select an Agent, tell it what you want, and sit back while it does the work for you!

Use some shortcut keys: All the shortcut keys you’re used to in Word are here, just with the Alt key (option on Mac) instead. Alt + B for bold, Alt + 1 for Level 1 heading.

Save as Word Doc or PDF: Notes is great, but sometimes you need content in word, or in a PDF to share. In Notes, go to the File menu and both are there.

Try voice in chat: Right in the chat input box is a blue microphone. Click that to open the Voice Recorder dialogue (it’s not listening yet). Click the microphone to start recording, and speak naturally. We are fast typers, but we can talk much faster and use this all the time. Its one of the best ways to improve the results you get from an AI — give it more context — which Voice in Chat makes easy. For a deep dive on Voice in Notes, read this article:

Try Transcribe & Translate in Notes - Star Trek Universal Translator!: Channel your inner Captain Kirk! With Voice mode inside of Notes, you can have Sapience transcribe what you say into English, and a dozen different target languages! To try this out, inside a Note hit the microphone or type Alt + V. Click “Re-write with AI” and then put the mode to “Transcribe and Translate”. Voila!

Try voice in Notes: While you’re there, just try using Voice in Notes, and putting it into “Re-write with AI” but default mode. It will take your rambling stream-of-consciousness and restructure it into a nice piece of writing. This has access to the web, so you can ask it to research various topics as well!

Try Write with Agent: If you type the @ symbol or select the icon from the toolbar, the Write with AI Agent screen will show. This lets you select an Agent, and tell it what you want, and the Agent will starting writing directly inside your Note. This is an amazing productivity booster.

Try out some shortcut keys in Notes: Try Alt + 1 on some text (option key on Mac). Try typing the @ symbol with a space in front of it (write a with an Agent). You can drive Notes without leaving the keyboard, which for power users is a must-have.

Create a Project:

Creating a Project is powerful. You get a new workspace, that has all of the “things” Sapience works with, but isolated to a container that you set up for a specific Project. You can add other Users, Notes, Files, as well as build out a plan using Goals and Tasks. You also get your 1st custom Agent! Every Project is an Agent under the hood, which understands all of the resources on the project, and what you’re trying to do. Learn more here:

Add some Tasks & Goals: These are really what Projects are all about. Getting things done. Add some tasks, and we recommend taking the time to put a bit of information in each (this will make the Project Agent much smarter and helpful!). There’s a lot of power to Tasks & Goals + Project Agent. You can learn more here:

Add another human: You can use projects for yourself (e.g. My Fitness Goals), but Projects are much more powerful when they’re multi-player. Invite in Project Members either as read-only (can view/browse Project) or read/write (can fully collaborate). Now you have an AI native workspace with all of Sapience’s power, that you can use as a team.

Add some Files to the Project: Add some Files to the Project. This immediately turns the Project Agent into a RAG Agent trained just on the data for that Project!

Chat with the Project Agent: When you create a Project, you are not-so-secretly creating a custom Agent at the same time. In the Project view, click on the Actions menu and select “Chat with Project”. The Project Agent automatically knows about the Project itself (primary goal, success criteria, etc) and all the child objects like Goals, Tasks, Notes and Files. It creates a powerful contextualized custom Agent for you!

Try out Eisenhower Matrix: Once you’ve got some tasks in a Project, flip to Eisenhower Matrix view by clicking the “E” at the top of the tasks list. This lets you view/manage your tasks using Ike’s famous method (popularized by S. Covey in 7 Habits). You can drag and drop tasks here, mouse-over for more details, or click them to edit. Learn more here:

Try out Kanban mode: Prefer Toyota’s Kanban? That’s there too. Click the “K” in the task list and you can manage tasks with Kanban, keeping focus on minimizing work “in flight” to maximize team throughput. Learn more here: