learning_ai_notes/docs/SMART_ACTIONS_USER_GUIDE.md

Smart Actions — User Guide

NoteLett's AI-powered features for transforming, analyzing, and enriching your notes.

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What are Smart Actions?

Smart Actions use large language models (LLMs) to help you work with your notes — summarizing, rewriting, extracting information, detecting duplicates, and more. They're available on both web and mobile.

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Getting Started

Smart Actions are gated behind the notelett_smart_actions_enabled feature flag. When enabled, you'll see the Smart Actions panel on note detail pages and a Prompts item in the sidebar.

Requirements

• An LLM provider configured via environment variables (LLM_PROVIDER, OPENAI_API_KEY, etc.)
• Feature flag notelett_smart_actions_enabled set to true

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20 Built-in Prompt Templates

Transform

Template	Description	Input	Output
Summarize	Create a concise summary	text	new_note
Shorten	Condense while keeping key points	text	replace
Expand	Add more detail and examples	text	replace
Bullet Points	Convert to bullet points	text	replace
Fix & Rewrite	Fix grammar, improve clarity	text	replace
Change Tone	Rewrite in a different tone	text	replace
Translate	Translate to another language	text	new_note

Extract

Template	Description	Input	Output
Extract Key Facts	Pull out key facts and data	text	artifact
Extract Action Items	Find action items and tasks	text	artifact
Parse Receipt	Extract line items from receipt	image	artifact

Generate

Template	Description	Input	Output
Continue Writing	Continue from where you left off	text	replace
Explain	Explain selected concept	text	artifact
Generate Outline	Create a structured outline	text	new_note

Analysis

Template	Description	Input	Output
Compare Notes	Compare 2-5 notes side by side	multi-note	new_note
Merge Notes	Combine notes into one	multi-note	new_note
Rate Food Label	Analyze nutritional info	image	artifact

Export

Template	Description	Input	Output
Shareable Summary	Polished version for sharing	text	new_note
Presentation Outline	Slide-ready outline	text	new_note
Email Draft	Draft an email from notes	text	clipboard
Social Post	Generate a social media post	text	clipboard

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Using Smart Actions

On the Web

1. Open a note → the Smart Actions panel appears on the right
2. Click any action → it runs immediately on the current note
3. View the result → copy, save as new note, apply to note, or discard
4. Suggest Tags → click to get AI-suggested tags, then accept individually

On Mobile

1. Open a note → tap Smart Actions to expand the panel
2. Tap an action → runs and shows result inline
3. Quick Capture → 6 capture modes: Text, Photo, Voice, URL, Scan, Paste

Custom Templates

1. Navigate to Prompts in the sidebar
2. Click Create Custom Prompt
3. Fill in name, category, system prompt, and user prompt template
4. Use template variables: {{note.title}}, {{note.body}}, {{note.tags}}

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Intelligence Features

Reading Time (F10)

Displayed automatically on every note — word count and estimated reading time.

Tag Suggestions (F5)

Click "Suggest Tags" to get 3-5 AI-suggested tags based on note content.

Duplicate Detection (F8)

When notelett_duplicate_check_enabled is on, similar notes are flagged after save.

Related Notes (F9)

When notelett_suggest_links_enabled is on, related notes are suggested for linking.

Knowledge Gaps (F12)

Navigate to a workspace → Knowledge Gaps to analyze topic coverage and find gaps.

Auto-Summarize (F6)

When notelett_auto_summarize_enabled is on, long notes (300+ words) get automatic summaries.

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Scheduled Actions (F25)

Create scheduled prompts that run automatically:

1. Go to the scheduler API: POST /api/prompt-schedules
2. Set a cron expression (e.g., 0 17 * * 5 for every Friday at 5pm)
3. Choose a template and workspace
4. The scheduler runs every 60 seconds and matches due schedules

Weekly Digest (F11): A special scheduled action that summarizes all notes created/modified in a workspace that week.

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Webhook-Triggered Actions (F26)

Set up webhooks to run prompts when events occur:

• note.created — when a note is created
• note.updated — when a note is updated
• note.tagged — when a note is tagged
• external — triggered via API

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Approval-Gated Actions (F27)

Templates with requiresApproval: true create proposed actions instead of applying immediately. Review and approve/reject via the existing approval queue.

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Feature Flags

Flag	Default	Controls
notelett_smart_actions_enabled	false	All Smart Actions UI + API
notelett_auto_summarize_enabled	false	Auto-summarize on save
notelett_duplicate_check_enabled	true	Duplicate detection
notelett_suggest_links_enabled	true	Auto-link suggestions
notelett_auto_link_enabled	false	Auto-link on save
notelett_copilot_llm_enabled	false	Editor AI (F1-F4)
notelett_voice_capture_enabled	false	Voice-to-note
notelett_scheduled_actions_enabled	false	Scheduled actions
notelett_webhooks_enabled	false	Webhook triggers

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Environment Variables

Variable	Description
LLM_PROVIDER	Provider type: azure, openai, or mock
OPENAI_API_KEY	OpenAI API key (for openai provider)
AZURE_OPENAI_ENDPOINT	Azure OpenAI endpoint URL
AZURE_OPENAI_KEY	Azure OpenAI key
AZURE_OPENAI_DEPLOYMENT	Azure deployment name
LLM_EMBEDDING_MODEL	Embedding model override

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MCP Tools (for AI Agents)

Tool	Description
notes.prompts.run	Run any prompt template on a note
notes.intelligence.suggest_tags	Suggest tags for a note
notes.intelligence.check_duplicates	Check for duplicate notes
notes.intelligence.suggest_links	Suggest related notes to link