Personal Agent
1. What it is
Personal Agent is an AI assistant that answers questions about a user’s own data — their bookmarks, drafts, tasks, notification inbox, and private notes. Every query is automatically filtered to the asking user, so the agent cannot see another user’s personal data. Users interact with it through Ask AI; there is no separate chat interface.
- Enablement: Requires a licence and the Platform Enterprise tier. An admin enables it per tenant and controls whether the agent can make changes (write actions) or only read.
- What it is not: Personal Agent does not manage other users’ data, create workspace tasks, submit leave requests, or perform any domain-specific operation. Those belong to the owning app’s own assistant (Scheduling, Leave Management, etc.). Personal Agent can read data from those apps on the user’s behalf — but only the user’s own records, and only when the source app is also enabled.
2. Standing it up
- Go to Apps → Personal Agent → Settings (or find Personal Agent in the Apps Marketplace and choose Configure).
- Turn on Enable Personal Agent. This makes the agent available to all users in the tenant through Ask AI. Read-only tools are active immediately.
- Decide whether to turn on Allow write actions. When on, the agent can bookmark records, edit bookmark notes, write private notes, and mark notifications as read on users’ behalf. This is off by default. Reads are never affected by this toggle.
- Set the Per-user daily write cap (default 50 per user per day). The cap applies per user, not business-wide, and only counts writes — reads are unlimited. Set it to 0 for unlimited.
- Confirm it works: open Ask AI from the top bar and type “What’s in my inbox?” or “Show me my bookmarks.” The agent should respond with data scoped to your account.
The agent does nothing until step 2 is complete. Enabling the app in the marketplace without turning on the agent toggle is a valid state — users see the app landing page but the agent will not answer personal-data questions.
If you want to test the agent before rolling it out, use the Generate sample data button on the Settings page. It creates a handful of drafts, notifications, and bookmarks scoped to your own account, tagged so that removing them leaves real data untouched.
3. How it fits together
Read tools and write tools
Personal Agent has two tiers of capability, controlled independently by the admin.
Read tools are always available when the agent is enabled. They let the agent:
- Search bookmarks by title and note text
- List unfinished drafts
- List tasks assigned to the user (filterable by status: open, overdue, completed, or all)
- Summarize the notification inbox (unread count, action-required count, recent items)
- Search or list private notes (the personal scratchpad at /notes)
No data is changed by any read tool.
Write tools are off by default. When an admin turns on Allow write actions, the agent can:
- Bookmark or un-bookmark a record
- Update a bookmark’s note
- Write a new private note
- Mark notifications as read (specific items or all visible inbox items; snoozed items stay unread so they resurface as intended)
Every write action runs without a confirmation prompt — each one is self-owned and reversible, and the daily cap is the safety limit. A removed bookmark that carried a note goes to Trash for 30-day recovery; one without a note is deleted outright.
Cross-app lookups
Personal Agent can also pull the user’s own data from four other apps, when those apps are enabled for the tenant:
| Source app | What the agent reads | Example question |
|---|---|---|
| Scheduling | Upcoming assigned shifts | “Am I working tomorrow?” |
| Leave Management | Leave balances by type | “What’s my PTO balance?” |
| Payroll | Recent gross pay periods | “When was my last paycheck?” |
| Skills & Certifications | Certifications expiring soon | “Which of my certs expire soon?” |
These lookups are read-only and inherit the same privacy scope — every query is filtered to the asking user. If a source app is not enabled for the tenant, the agent tells the user that an admin can enable it in the Apps Marketplace. It never guesses or invents an answer.
A user asking “What’s on my plate this week?” gets a cross-app summary combining tasks, inbox items, and (when available) upcoming shifts — all from a single Ask AI conversation.
Privacy scope
Every tool query is filtered to the asking user’s ID and business. No tool accepts a target user parameter. If someone asks for “Bob’s bookmarks”, the agent explains it can only see the asking user’s own data.
Bookmarks can cover records from several apps: workspace messages, comments, tasks, wiki pages, HR policies, SOPs, library items, site pages, recognition posts, and job listings. When the agent bookmarks a record on a user’s behalf, it checks that the user can actually see that record before creating the bookmark.
Worked example
An employee opens Ask AI and asks “Are any of my tasks overdue?” The agent queries tasks assigned to that user with a status of overdue. It returns a list with task titles and due dates.
The employee then says “Bookmark the first one with a note ‘follow up Monday’.” If write actions are enabled and the daily cap has not been reached, the agent creates the bookmark with the note attached. If writes are disabled, the agent tells the user the admin has not enabled write actions.
Later, the same employee asks “What’s my PTO balance?” If Leave Management is enabled for the tenant, the agent reads the balance live from that app, scoped to the asking user. If it is not enabled, the agent says so and suggests the user contact an admin.
4. Running it
Reviewing adoption (Analytics)
- Go to Apps → Personal Agent → Analytics (admin or app admin required).
- Choose a time range: 7 days, 30 days, or 90 days.
- The dashboard shows:
- KPIs — active users, total tool calls (read vs write), sessions, LLM token usage
- Daily tool calls — trend chart over the selected range
- Routing quality — how often Ask AI correctly routed questions to Personal Agent, with acceptance rate and average confidence
- Tool mix — per-tool invocation count, success rate, average and p95 latency
- Write activity — completed and failed write actions by tool
- Safety — the current daily cap, how many users have hit it, and top tool-call failures
- User adoption — per-user query distribution and the share of queries from the top 10% of users
- Click Export CSV to download a per-tool-call export of the selected range (capped at 50,000 rows; the filename indicates when the export is truncated).
Checking personal usage (My Activity)
Any user can go to Apps → Personal Agent → My Activity to see their own tool-call history — total calls, success rate, the tools they have used (with read/write labels), and their 10 most recent calls. This view is scoped to the individual user. Admins see cross-user metrics under Analytics.
Both My Activity and the Overview page are available on mobile at /m/apps/personal-agent. Settings and Analytics are admin-only and remain desktop-only.
Managing settings changes
Settings changes take effect immediately:
- Turning off Enable Personal Agent stops the agent from answering personal-data questions across the tenant.
- Turning off Allow write actions blocks all writes while reads continue uninterrupted.
- Changing the Per-user daily write cap applies from the next write action onward. Writes already performed today still count toward the new cap.
The Overview tab (visible to all users) shows quick-start prompts that deep-link into Ask AI with the question prefilled. If write actions are disabled, a notice appears below the prompts explaining that the agent can read but not change data.
5. Settings
All settings live on Apps → Personal Agent → Settings (visible to admins and Personal Agent app admins).
| Setting | Default | What it changes |
|---|---|---|
| Enable Personal Agent | Off (requires admin opt-in) | When on, all users can query the agent through Ask AI. When off, the agent does not respond to personal-data questions. |
| Allow write actions | Off | When on, the agent can bookmark records, edit bookmark notes, write private notes, and mark notifications as read. Reads are unaffected. Writes run without a confirmation prompt. |
| Per-user daily write cap | 50 per user per day | Maximum write actions one user’s agent can perform in 24 hours. Reads do not count. Set to 0 for unlimited. The cap resets at midnight. |
The app itself requires explicit enablement per tenant (it is not auto-enabled). The Enable Personal Agent toggle within the app controls whether the agent responds to queries — so both the app and the toggle must be on for the agent to work.
Who can change settings: Any user with admin or above role, or a user designated as a Personal Agent app admin. The Overview and My Activity tabs are visible to all users; Settings and Analytics are restricted to these roles.
6. More help
- Personal Agent FAQ — specific setup, write-cap, and cross-app questions
- Ask AI — the assistant answers questions about Personal Agent from these articles