1. Introduction

About the Software

Our task system is a state-of-the-art web-based solution designed to streamline and simplify task management. With its intuitive interface and advanced features, it provides users an unparalleled platform to accomplish tasks efficiently and effectively.

Key Benefits

As a Software-as-a-Service (SaaS) offering, our task system offers the benefits of seamless updates, easy scalability, and reduced IT overhead. But what truly sets us apart is our integration with cutting-edge AI technology. This not only augments decision-making capabilities but also introduces predictive analytics and automation, ensuring that your task management is always a step ahead.

Supported Platforms / Browsers

Compatibility is key. That's why we've ensured that our software supports all major web browsers across both desktop and mobile platforms. Furthermore, for those looking to integrate our capabilities into custom software systems, we offer a robust API that facilitates seamless connectivity.

2. Getting Started

Account Setup

Begin your journey by creating an account using a valid email address. Once your account is set up, explore our range of features. To access premium functionalities, choose from our subscription plans tailored to your needs.

Basic Configuration

Your new account opens up to a clean slate, ready for personalization. While it might seem daunting at first, remember you don't have to master everything immediately. Start with the basics like Notes, Links, Contacts, and Events. As you become more comfortable, gradually explore more advanced features like Tasks, Task Templates, and Shell. Each module is designed to enhance your productivity at your own pace.

Initial User Onboarding

After registering, you'll receive an email to verify your account. This is an important step to ensure the security of your account and to activate all features. Follow the instructions in the email to complete the verification process and begin your journey with us.

3. Core Features

Overview of the Main Dashboard

Begin by exploring the main dashboard, where you'll have access to an overview of all your projects, tasks, recent activity, and important metrics. This centralized hub allows you to navigate quickly between different sections of the site and monitor ongoing work at a glance.

Projects

Your project management system allows you to create, track, and collaborate on projects. Set deadlines, manage tasks within each project, and monitor progress with easy-to-use tools. Use the project section to view all active and archived projects.

Notes

After logging in, users can create notes to capture ideas, meeting minutes, or any important information. Notes are automatically saved and can easily be searched for later. Soon you'll be able to organize notes by projects, categories or tags.

Articles

The articles section is designed to help you create and publish longer-form content, such as documentation or reports. You can draft, edit, and collaborate on articles with other team members. The built-in version control ensures you can always revert to previous versions if needed.

Links

After discovering useful resources, you can save and organize them under the Links section. Tag, categorize, and search your links for easy retrieval later. This section is perfect for managing research materials, external documentation, or useful references.

Contacts

After adding contacts to your system, you can manage and organize their details within the Contacts section. You can easily search for specific people, and soon categorize contacts by project or company, and integrate with other tools for communication.

Events

After creating events, you can view all scheduled meetings, reminders, and deadlines within the Events section. Soon you'll be able to sync events with calendars, send out invitations, and manage notifications to stay on top of important dates.

Tasks & Task Templates

After creating tasks, you can organize them by priority, assign them to team members, and track their completion status. Task templates allow you to create reusable task structures for recurring activities, ensuring consistency and saving time.

Files

The Files section provides a powerful system to upload, organize, and manage documents with automatic categorization, text extraction, and task creation capabilities.

Key Features

• Smart Upload: Drag-and-drop multiple files with automatic processing
• Auto-Categorization: Files are automatically organized into logical folders
• PDF Intelligence: Text extraction makes all PDFs searchable
• Task Creation: Automatically create tasks from invoices, contracts, and documents
• Bulk Operations: Manage multiple files at once

File Upload

Upload files by navigating to Files → Upload. You can:

• Drag and drop multiple files at once
• Associate files with specific projects
• See real-time upload progress
• Upload documents up to your plan's limit (10-100 MB)

Automatic Categorization

AskRobots automatically organizes your files using intelligent pattern recognition:

• financial/invoices/2024/ - For invoice documents
• contracts/vendor/active/ - For vendor agreements
• receipts/travel/2024/ - For expense receipts
• personal/photos/vacation/ - For personal images

PDF Text Extraction

Every PDF is automatically processed to:

• Extract all text for searching
• Identify key information (dates, amounts, names)
• Create searchable metadata
• Enable full-text search across all documents

Task Creation from Documents

Upload documents and let AI create tasks automatically:

• Invoices → Payment reminder tasks with due dates
• Contracts → Review and renewal reminder tasks
• Meeting Notes → Action items as individual tasks
• Project Docs → Deliverable and milestone tasks

Storage Limits by Plan

5. The Future of Customizable Task Management: Unleashing The Power of Dynamic Forms

In an age of relentless digital evolution, the ways we interact with online platforms, handle tasks, and manage workflows are continuously evolving.

Traditional task management systems are static, forcing users into a one-size-fits-all approach. But imagine a world where every task, big or small, fits perfectly. Welcome to our Dynamic Form System.

• Adaptability: Evolve your tasks as your business needs change.
• Efficiency: Use metadata to carry forward data, eliminate redundancy, and enhance speed.
• Personalization: Customize every element of your forms.
• Scalability: Seamlessly handle projects of any scale or complexity.

Dive in, explore, and experience the future of task management with us.

Breaking Down the Dynamic Form System

Our task management system is engineered to offer flexibility and efficiency through its core components: Metadata, JSON Schema, and UI Schema. Each plays a crucial role in the creation and management of dynamic forms.

Metadata:

What is it?

Metadata is essentially "data about data." It functions as a detailed ledger, recording specific attributes and contextual information about each task.

Why is it important?

Metadata serves as the backbone for contextualizing tasks. It facilitates the seamless integration of data across various tasks, ensuring that important details are carried forward. This continuity is key to maintaining efficiency and coherence in task management.

JSON Schema (Data Schema):

What is it?

JSON Schema acts as the architectural blueprint for your task data. It outlines the expected data types, constraints, and overall structure of the data associated with each task.

Why is it important?

The schema's primary role is to enforce data integrity and structure. By providing a clear definition of data requirements, it ensures that all collected information is consistent, predictable, and conforms to established standards. This is crucial for maintaining data quality and facilitating automation and data processing.

UI Schema (View Model):

What is it?

The UI Schema is responsible for the visual representation of the data structure defined by the JSON Schema. It provides customization options for the layout and design of form fields, widgets, and other interactive elements.

Why is it important?

The UI Schema bridges the gap between backend data structures and front-end user experience. Its importance lies in its ability to tailor the presentation and interaction with the data to fit specific user needs and aesthetic preferences. This customization enhances user engagement and ensures a more intuitive and user-friendly interface.

JSON Data and Task Templates

Start with your JSON data. Don't have any? See some examples here or create here.

JSON Schema (Data Schema)

[ Picture of JSON code or UML diagram here ]

Describe your form object using a JSON file. It includes names, types, values, and sizes of fields.

Create your JSON schema here and preview the form online.

UI Schema (View Model)

[ Picture of the code and its corresponding wireframe UI here ]

Use a JSON file to list the labels and options for the UI.

User Interface

[ Picture of the UI with data inside, rendered in Bootstrap here ]

The final result is displayed on the worker form. The submitted results are stored in the blob field.

Basic Examples

• True or False
• Multiple choice
• Answer Question

Example Code:

• Python

6. Account & Billing

AskRobots uses a simple wallet-based billing system. Add funds as needed, only pay for what you use, with no surprise charges or hidden fees.

How Our Wallet System Works

Unlike traditional subscriptions, our wallet system gives you complete control:

• Prepaid Model: Add funds between $5-$100 at any time
• No Auto-Renewal: Your card is never charged without your permission
• Usage-Based: Funds are deducted only when you use AI features
• Never Expires: Your balance remains until you use it
• Full Transparency: See exactly what each AI operation costs

Subscription Plans & Features

While billing is wallet-based, plans determine your features and limits:

AI Usage Costs

AI operations are charged based on actual usage:

• GPT-4o-mini: ~$0.001 per request
• GPT-4: ~$0.03 per request
• Claude 3.5 Sonnet: ~$0.015 per request
• Image Analysis: ~$0.005 per image
• PDF Processing: ~$0.01 per document

Actual costs depend on request complexity and response length

Usage Tracking

Monitor your usage in real-time:

• Dashboard: See wallet balance and recent charges
• AI Usage Page: Detailed breakdown by model and operation
• Transaction History: Complete log of all charges
• Daily Summaries: Track spending patterns

Payment Methods

We accept all major payment methods through Stripe:

• Credit Cards (Visa, Mastercard, American Express, Discover)
• Debit Cards
• Digital Wallets (Apple Pay, Google Pay)
• Bank Transfers (for Enterprise)

All payments are processed securely through Stripe. We never store your card details.

Adding Funds

1. Go to Billing → Add Funds
2. Choose amount ($5 minimum, $100 maximum)
3. Enter payment details
4. Click "Add Funds"
5. Funds are available immediately

Upgrade/Downgrade Procedures

Changing plans is simple and immediate:

Upgrading Your Plan

1. Visit the Plans page
2. Select your new plan
3. Changes take effect immediately
4. Storage and limits increase right away
5. No prorated charges - wallet system remains the same

Downgrading Your Plan

1. Ensure you're within lower plan limits (storage, etc.)
2. Visit the Plans page
3. Select the lower plan
4. You may need to delete files if over new storage limit
5. Features adjust immediately

Low Balance Notifications

We'll notify you when:

• Balance drops below $5.00
• Balance reaches $0.00
• An operation fails due to insufficient funds

Billing History and Invoices

Access your complete billing history:

• Transaction Log: Every charge with timestamp and description
• Monthly Statements: Summary of all activity
• Export Options: Download as CSV or PDF
• Tax Documents: Annual summaries for accounting

Find these at: Billing → Transaction History

Refund Policy

We offer refunds for:

• Unused wallet balance (upon account closure)
• Technical errors resulting in overcharges
• Duplicate charges

Contact support@askrobots.com within 30 days for refund requests.

Enterprise Billing

For organizations needing:

• Invoiced billing (NET 30)
• Volume discounts
• Multiple user accounts
• Custom contracts

Contact sales@askrobots.com for Enterprise options.

11. API Documentation

API Overview

Our API allows you to interact programmatically with our platform, enabling you to manage tasks, view statuses, and much more. It's designed for developers who want to integrate their applications or automate workflows.

Authentication Methods

We use token-based authentication for securing our API. Each request must include a valid API token in the header. Tokens can be obtained through your user dashboard. You can find your API key from the dashboard or through this link.

Endpoints, Request & Response Formats

The API provides various endpoints to access different functionalities. Requests should be made in JSON format, and responses are also returned as JSON. Here's an example endpoint for tasks: https://askrobots.com/api/tasks/. For a detailed list of all available endpoints, their request methods, and response formats, please refer to our full API documentation.

List Tasks

curl -X GET \
          -H "Authorization: Token YOUR_API_TOKEN" \
          -H "Content-Type: application/json" \
          https://askrobots.com/api/tasks/

Task Details

curl -X GET \
          -H "Authorization: Token YOUR_API_TOKEN" \
          -H "Content-Type: application/json" \
          https://askrobots.com/api/tasks/TASK_ID/

List Task Templates

curl -X GET \
            -H "Authorization: Token YOUR_API_TOKEN" \
            -H "Content-Type: application/json" \
            https://askrobots.com/api/tasktemplates/
    

Create A Task

         % curl -X POST \
     -H "Authorization: Token YOUR_API_TOKEN" \
     -H "Content-Type: application/json" \
     -d '{
           "title": "New Task with Template",
           "urgency": "normal",
           "template": "TEMPLATE_ID",
           "instructions": "Please follow the template guidelines",
           "json_form": {},
           "metadata": {},
           "priority": 1,
           "due_date": "2024-03-25T00:00:00Z",
           "project": "PROJECT_ID"
         }' \
     https://askrobots.com/api/tasks/
    

List Projects

         % curl -X GET \
     -H "Authorization: Token YOUR_API_TOKEN" \
     -H "Content-Type: application/json" \
     https://askrobots.com/api/projects/
    

API Endpoints Reference

Below is a comprehensive list of available API endpoints:

curl -X POST \
     -H "Authorization: Token YOUR_API_TOKEN" \
     -H "Content-Type: application/json" \
     -d '{
       "title": "Meeting Notes",
       "content": "Discussed project timeline and deliverables",
       "project": "PROJECT_ID"
     }' \
     https://askrobots.com/api/notes/

curl -X POST \
     -H "Authorization: Token YOUR_API_TOKEN" \
     -H "Content-Type: application/json" \
     -d '{
       "title": "Team Meeting",
       "start_date_time": "2025-06-15T14:00:00Z",
       "end_date_time": "2025-06-15T15:00:00Z",
       "description": "Weekly team sync",
       "project": "PROJECT_ID"
     }' \
     https://askrobots.com/api/events/

Response Formats

All API responses follow a consistent JSON format:

Success Response (200 OK):

{
  "id": "uuid-here",
  "title": "Sample Note",
  "content": "This is the note content",
  "created_at": "2025-06-11T12:00:00Z",
  "updated_at": "2025-06-11T12:00:00Z",
  "user": "user-id",
  "project": "project-id"
}

Error Response (400 Bad Request):

{
  "error": "Bad Request",
  "message": "Title field is required",
  "field_errors": {
    "title": ["This field is required."]
  }
}

Pagination Response:

{
  "count": 45,
  "next": "https://askrobots.com/api/notes/?page=2",
  "previous": null,
  "results": [
    {
      "id": "uuid-1",
      "title": "Note 1",
      ...
    },
    {
      "id": "uuid-2", 
      "title": "Note 2",
      ...
    }
  ]
}

Rate Limiting

API requests are rate limited to ensure fair usage:

• 1000 requests per hour for authenticated users
• 100 requests per hour for unauthenticated requests
• Rate limit information is included in response headers:
  • X-RateLimit-Limit: Maximum requests allowed
  • X-RateLimit-Remaining: Requests remaining
  • X-RateLimit-Reset: Time when limit resets

Webhooks

Set up webhooks to receive real-time notifications when events occur:

POST /api/webhooks/
{
  "url": "https://your-app.com/webhook",
  "events": ["task.created", "task.updated", "task.completed"],
  "active": true
}

SDKs & Libraries

We provide official SDKs for popular languages:

• Python: pip install askrobots-sdk
• JavaScript/Node: npm install @askrobots/sdk
• Ruby: gem install askrobots
• PHP: composer require askrobots/sdk

Python SDK Example:

from askrobots import Client

client = Client(api_key="YOUR_API_TOKEN")

# List tasks
tasks = client.tasks.list()

# Create a new task
new_task = client.tasks.create(
    title="Complete API documentation",
    urgency="high",
    project_id="PROJECT_ID"
)

# Update task status
client.tasks.update(new_task.id, status="completed")

Authentication Details

Obtaining API Tokens

1. Navigate to Settings → API Keys
2. Click "Generate New Token"
3. Give your token a descriptive name
4. Copy the token immediately (it won't be shown again)
5. Store it securely in your application

Using Tokens in Requests

Include your token in the Authorization header of every request:

Authorization: Token YOUR_API_TOKEN

Example with different tools:

# curl
curl -H "Authorization: Token YOUR_API_TOKEN" https://askrobots.com/api/tasks/

# Python requests
import requests
headers = {"Authorization": "Token YOUR_API_TOKEN"}
response = requests.get("https://askrobots.com/api/tasks/", headers=headers)

# JavaScript fetch
fetch('https://askrobots.com/api/tasks/', {
    headers: {
        'Authorization': 'Token YOUR_API_TOKEN'
    }
});

Rate Limits

API rate limits are based on your subscription plan:

Rate Limit Headers

Each response includes rate limit information:

X-RateLimit-Limit: 60
X-RateLimit-Remaining: 45
X-RateLimit-Reset: 1698765432

Error Codes

The API uses standard HTTP status codes and returns JSON error responses:

Pagination

List endpoints return paginated results with 20 items per page by default:

{
    "count": 150,
    "next": "https://askrobots.com/api/tasks/?page=2",
    "previous": null,
    "results": [...]
}

Control pagination with query parameters:

• page - Page number (default: 1)
• page_size - Items per page (max: 100)

Filtering and Searching

Most list endpoints support filtering:

# Filter tasks by project
/api/tasks/?project=PROJECT_ID

# Filter by status
/api/tasks/?status=open

# Search tasks
/api/tasks/?search=invoice

# Combine filters
/api/tasks/?project=PROJECT_ID&status=open&urgency=high

Webhooks

Configure webhooks to receive real-time notifications:

Webhook Events

• task.created - New task created
• task.completed - Task marked complete
• file.uploaded - File uploaded
• file.processed - File processing complete
• wallet.low_balance - Balance below $5

Webhook Payload Example

{
    "event": "task.completed",
    "timestamp": "2025-06-19T10:30:00Z",
    "data": {
        "id": "task123",
        "title": "Process invoices",
        "completed_by": "user456"
    }
}

API Best Practices

• Cache responses when possible to reduce API calls
• Handle rate limits gracefully with exponential backoff
• Use webhooks instead of polling for real-time updates
• Batch operations when creating multiple resources
• Include only needed fields with field selection parameters
• Use pagination properly for large datasets
• Store tokens securely and rotate them regularly

7. Security & Privacy

AskRobots is built with security and privacy at its core. We implement industry best practices to protect your data and ensure compliance with privacy regulations.

Data Isolation

Every user's data is completely isolated:

• Row-level security: All database queries are filtered by user ID
• No shared data: Your files, tasks, and projects are never accessible to other users
• API isolation: Token-based authentication ensures data access is user-specific
• Project boundaries: Even within teams, access is controlled at the project level

Encryption

We use multiple layers of encryption to protect your data:

• In Transit: All connections use TLS 1.3 encryption
• At Rest: Files are encrypted using AES-256 encryption
• Database: Sensitive fields use application-level encryption
• Backups: All backups are encrypted before storage

Backup Procedures

Your data is protected through comprehensive backup strategies:

• Automated daily backups of all databases
• 30-day retention for point-in-time recovery
• Regular restoration testing to ensure backup integrity

User Permissions

Fine-grained permission controls:

• Role-based access: Admin, User, and Worker roles
• Project permissions: Control who can view, edit, or manage projects
• API permissions: Separate tokens for different access levels
• Audit logging: Track all permission changes

API Security

Our API implements multiple security measures:

• Token authentication: Secure API tokens that can be revoked
• Rate limiting: Prevent abuse with intelligent rate limits
• Input validation: All inputs are sanitized and validated
• CORS protection: Controlled cross-origin resource sharing

GDPR Compliance

We respect your privacy rights under GDPR:

• Right to Access: Export all your data at any time
• Right to Erasure: Delete your account and all associated data
• Data Portability: Export data in standard formats (JSON, CSV)
• Privacy by Design: Privacy considered in all features
• Data Minimization: We only collect necessary data

Data Retention Policies

Clear policies on how long we keep your data:

• Active accounts: Data retained while account is active
• Deleted items: Soft-deleted for 30 days, then permanently removed
• Inactive accounts: Notification after 12 months, deletion after 18 months
• Negative balance accounts: 90-day grace period before data removal
• Audit logs: Retained for 1 year for security purposes

Data Export Options

You own your data and can export it anytime:

• Full account export: All data in a single ZIP file
• Selective export: Choose specific projects or date ranges
• Multiple formats: JSON, CSV, PDF for different data types
• API access: Programmatic export via our REST API
• No vendor lock-in: Standard formats ensure portability

Security Best Practices for Users

Help us keep your account secure:

• Strong passwords: Use unique, complex passwords
• Two-factor authentication: Enable 2FA when available
• API token management: Rotate tokens regularly
• Monitor access: Review your activity logs periodically
• Report issues: Contact us immediately if you suspect unauthorized access