User Guide

Who is this for?

This guide is for teams using Pamela✨ + Notion project panels who want a structured way to store and retrieve project knowledge with approval-based updates.

Primary users:

1. Project Managers / Team Leads — Keep project panels current by capturing updates from Gmail/Slack and writing them to Notion with review + approval.

2. Engineers / New Employees — Look up decisions, requirements, and context (e.g., “Why did we choose GraphQL?”) directly from the Notion project panels (referred to hereafter as Project Panels).

3. Account Managers / Consultants — Check project status, blockers, and what has been communicated to clients—grounded in the project panel.

You’ll get the most value if:

1. Your team maintains a Notion page for each initiative as the single source of truth.

2. You need answers that are grounded strictly in Notion, with links and references.

3. You want a workflow where Pamela✨ never writes without explicit approval and never deletes content.

Not a fit if:

1. Your project documentation is not in Notion, or your Notion is inaccessible to Pamela✨.

   1. Note: Pamela✨ currently integrates exclusively with Notion. Support for other platforms, such as Google Workspace and Microsoft OneDrive, is on our roadmap for future releases.

2. You need Pamela✨ to answer from general knowledge or sources outside your Project Panels for project-specific questions.

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Before We Begin (Getting Started)

To use Pamela✨ successfully, make sure these are in place:

1. Gmail setup is done: create a Gmail account (for example, [e-mail]) and link its credentials to the Digital Employee (Pamela✨) instance.

2. Slack access is granted: create a Slack account using Pamela✨’s email address, then invite Pamela✨ to the channels it should read.

3. Notion access is granted: create a Notion account using Pamela✨’s email address, then add it to the Notion workspace/pages it needs.

4. Keep in the loop: forward relevant emails to Pamela✨, or simply CC her on the email thread.

5. Project Panels exist: know which project panel you want Pamela✨ to update or query (e.g., Project Alpha, Project Beta).

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Overview

Pamela✨ helps Project Managers capture and retrieve project information through a conversational interface in CATAPA Chat. The feature connects to your team's Notion workspace, Gmail, and Slack to centralize project knowledge.

Project Panels. Each project has its own Notion page—called a *Project Panel—*where all information and references are stored, akin to a master document. Typically (but not always), this page includes an Information Log database. Whenever new information arrives or progress is made, Project Manager updates the panel or logs the information into the Information Log database.

Information Capturing and Information Lookup Flows. Information Capturing centralizes project information in a Project Panel, while Information Lookup queries the Project Panels to give an accurate answer related to the projects (see further explanations below).

Feature Overview: Information Capturing

This feature allows you to:

1. Extract information from Gmail threads, Slack channels, or direct input.

2. Add new content or edit existing content in your Project Panels.

3. Review and approve all changes before they are written to Notion.

Here is how it flows:

1. Request: You tell Pamela✨ what information to capture, its source (e.g., Gmail, Slack, direct input), and the target Project Panel.

2. Parse: Pamela✨ checks the information source and the target Project Panel, verifying the feasibility to execute the requested action.

3. Summarize: Pamela✨ generates and presents its "Action Plan" detailing exactly what content will be added, and where it will be placed.

4. Review: You review the proposed plan. You can approve it, request revisions, or reject it completely.

5. Execute: Only after your explicit approval, Pamela✨ writes the content to the Project Panel and confirms the successful update.

Feature Overview: Information Lookup

This feature allows you to:

1. Ask natural language questions about any project.

2. Receive answers grounded exclusively in your Project Panel data.

3. Get source references and direct links to the relevant Notion pages.

Here is how it flows:

1. Request: You ask Pamela✨ a natural language question about a specific project in CATAPA Chat.

2. Identify: Pamela✨ infers the correct Project Panel from your question. If the project isn't clear, it will ask you to specify.

3. Retrieve: Pamela✨ scans the targeted Project Panel (at the panel, database, or entry level) for relevant information.

4. Answer: You receive a response grounded exclusively in the retrieved Project Panel data, complete with direct links and source references.

Core Safety & Operating Rules

1. Approval required: Every write operation requires your explicit approval. Pamela✨ will never auto-write.

2. No deletions: Pamela✨ can only add or edit content. It cannot delete content from Notion.

3. No auto-retry: If a write fails, Pamela✨ reports the error and waits for your instruction.

4. Grounded answers: Lookup responses are grounded strictly in the Project Panels data. It does not use general knowledge for project-specific questions.

5. Data freshness caveat: Pamela✨’s answers are only as accurate and up to date as the content currently stored in the Project Panel. Keep panels maintained.

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Information Capturing

Information Capturing lets you capture project-relevant information from various sources and save it into the appropriate Project Panel — all through a conversation with Pamela✨ in CATAPA Chat.

Supported Sources

1. Gmail — Pamela✨reads email threads from its own inbox. Forward relevant emails to Pamela✨ or CC it on threads.

2. Slack — Pamela✨reads threads from Slack channels it has been invited to.

3. Direct Input — Paste content or attach files (e.g., photos of handwritten notes) directly in the chat.

Capturing New Information

1

Tell Pamela✨what you want to store, where it should go, and where the information comes from. It will confirm all parameters in a single response rather than asking one by one.

Example Request:

"Summarize the latest email thread about Project Alpha and add it to Notion."

2

Pamela✨parses your request and identifies:

1. Content/Source: Where the information comes from (Gmail, Slack, or your direct input).

2. Intent: Whether to add new content or edit existing content.

3. Target Panel: Which Project Panel to write to.

4. Placement: Where in the panel (e.g., bottom of the page, under a specific section, or as a new database entry).

If any parameter is missing, Pamela✨will ask you to clarify. It will confirm all parameters in a single response rather than asking one by one.

Example Clarification:

"Got it. I'll add the email summary to the Project Alpha panel. Where should I place it — at the bottom of the panel, under a specific section, or as a new Information Log entry?"

3

Pamela✨extracts and summarizes the information from the source. It then presents an action plan for your review:

Field	Details
Content	Summary of the extracted information
Target Panel	Project Alpha
Placement	Bottom of the panel / Under "Decisions" section / New Information Log entry

4

Review the action plan. You have three options:

1. Approve — Pamela✨writes the content to Notion and confirms success.

2. Request Changes — Ask Pamela✨to revise the content or placement. It will re-present the updated plan for another review. You can repeat this as many times as needed.

3. Reject — Pamela✨cancels the operation. No changes are made to Notion.

5

Once approved, Pamela✨writes to Notion and reports what was written and where.

If the write fails (e.g., Notion API error), Pamela✨will provide:

1. A copy/paste-ready version of the content (in Markdown or plain text).

2. Clear placement instructions (target panel, section heading, or database fields).

Important: Pamela✨ can only add to one project panel at a time.

Editing Existing Information

1

Tell Pamela✨what you want to update and where.

Example Request:

"The requirements for the authentication module changed. Update the Auth section in the Project Beta panel based on today's thread in #project-beta."

2

Pamela✨identifies:

1. Intent: Edit existing information.

2. Source: Slack thread (#project-beta, today).

3. Target: Project Beta panel → Auth section.

3

Pamela✨reads the current content (before state) and presents an action plan:

Field	Details
Target Panel	Project Beta → Auth section
Before State	Current content of the Auth section
After State	Proposed updated content

4

Review, request changes, or approve — same as the new content workflow.

5

Confirmation + failure handling

• If successful: Pamela✨ reports what changed and where.

• If Notion write fails: Pamela✨ provides a copy/paste-ready version + placement instructions (see “A Notion write failed”).

Important: Pamela✨ can only edit one part of a project panel at a time.

Capturing Direct Input

You can also paste content directly into the chat or attach files.

Example Request:

"Store this: The regulator, Bank Indonesia, has approved our spec for integration with the QRIS system."

Pamela✨will ask for the target panel and placement, then proceed with the standard review-and-approve flow.

Access Requirements

1. Notion: Pamela✨must be invited to your Notion workspace. If it doesn't have access, it will ask you to invite it.

2. Gmail: Forward relevant emails to Pamela✨’s email address ([e-mail]), or CC it on threads. Pamela✨only reads its own inbox.

3. Slack: Invite Pamela✨to the relevant Slack channel. It can only read channels it has been explicitly invited to.

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Information Lookup

Information Lookup lets you ask natural language questions about your projects. Pamela✨queries your Project Panels and returns answers grounded exclusively in the retrieved data — with source references and direct links.

Asking a Question

1

Ask Pamela✨a question in CATAPA Chat.

Example Queries:

1. Project Status: "What's the current status of Project Alpha? Any blockers mentioned?"

2. Action Items: "What were the action items from last week's sprint meeting?"

3. Decisions: "Why did we decide to use GraphQL for the Project Beta?"

4. Client Communication: "What has been communicated to the client about Project Alpha so far?"

5. Ownership: "Who is the owner/PIC for Project Alpha?"

6. Time-based: "What are the latest updates on Project Beta from the last 7 days?"

2

Pamela✨infers the target project panel from your question. If it cannot determine the project, it will ask:

"Please specify the project."

If Pamela✨ selects the wrong project (common when names are similar), respond with a correction:

“Wrong project—use Project Beta, not Project Alpha.”

3

Pamela✨queries the Project Panel and returns the answer with:

1. The relevant information from the panel.

2. Source reference (Notion page URL, title, last edited date).

Query Scope

Pamela✨can query at three levels of detail:

Scope	Description	Example
Panel-level	Scans the entire project panel (all sections and databases)	"What's the current status of Project Alpha?"
Database-level	Scans a specific database within the panel (e.g., Information Log)	"What has been communicated to the client of Project Beta so far (up to 28 Feb 2026)?"
Entry-level	Retrieves a specific entry/page within a database	"What was decided on Jan 15 regarding the deployment plan of Project Gamma? Has anything been decided regarding where the application will be hosted (i.e., on the client’s premises or on ours)?"

Example Questions & Answers

Here are some example questions you can ask to Pamela✨:

Theme	✅ Good Question	❌ Bad Question
Project Progress & Latest Status	For Project Charlie, what’s the current phase and the latest status update from the last 7 days?	What’s the status?
Blockers & Issues	In Project Alpha, what blockers are listed, who owns each blocker, and what’s the latest mitigation?	Any blockers?
Plans & Action Items	What were the action items from last week’s sprint meeting for Project Alpha, including owner and due date?	What are the action items?
Decision Traceability	For Project Beta, why did we decide to use GraphQL, and where is that decision documented in Notion?	Why GraphQL?
External Meetings & Client Communication	For Project Gamma, what has been communicated to the client so far, and what commitments (if any) were made?	What did we tell the client?
Project Metadata & Ownership	In Project Alpha, who is the owner/PIC, and who are the listed contributors or engineers?	Who owns this?
Commercials & Financials	For Project Alpha, what is the current contract value, billing model, and renewal date (if available in the panel)?	How much is the contract?
Risks & Dependencies	In Project Alpha, what risks and dependencies are logged, and which ones are marked as high priority?	Any risks?
Documentation & Research	For Project Langflow, is there a PRD or research doc in the panel, and what’s the latest summary?	Do we have docs?
Meeting Recap & History	Summarize the last internal sync for Project DE PM, including decisions, action items, and open questions.	Summarize the meeting.

Here are some examples of back-and-forth interactions you can have with Pamela✨:

Theme	User	Pamela✨
Plans & Action Items	What were the action items from last week's sprint meeting?	Please specify the project.
	Project Alpha.	Here are the action items from Project Alpha's sprint meeting last week: Draft the Gap Analysis Report and ask for internal review (Due: 2026-02-20, Owner: Albert Rahardja) Send the Gap Analysis Report to Datasaur (Due: 2026-02-23, Owner: Albert Rahardja) Create the hello world phase and connect with Notion and Slack (Due: 2026-02-23, Owner: Sidiq Pratikto)
Project Progress & Latest Status	What's the current status of Project Alpha? Any blockers mentioned?	This is the current status of Project Alpha: Current Status: Development phase. ETL module completed, awaiting API integration from the vendor. Blockers: Minor blocker — Pending confirmation whether to use Notion's official MCP or build a custom MCP. Vendor API delay is a potential risk being mitigated through weekly check-ins.
	How do we handle deploying to production for Project Beta?	I could not find specific information about the production deployment process in the Project Beta Project Panel.
	What are the latest updates on Project Beta from the last 7 days?	These are the important updates from Project Beta in the last 7 days: 2026-02-20: Baseline model evaluation started, focusing on quality and latency. 2026-02-20: Initial set of internal documents collected for retrieval testing.
Decision Traceability	Why did we decide to use GraphQL for the Project Beta?	GraphQL was chosen due to: Efficient Data Fetching, Single Request/Endpoint, Strongly Typed Schema, and Faster Frontend Development.
Project Metadata & Ownership	Who is the owner/PIC for Project Alpha?	The owner/PIC for Project Alpha is Sarah Tan.

Within the same conversation, if your follow-up question refers to the same project, Pamela✨retains the context — you don't need to re-specify the project name.

Theme	User	Pamela✨
Documentation & Research	Is there any existing documentation or research on SSO integration?	Which project?
	Project Beta.	I could not find any documents or research specific to SSO integration in the Project Beta panel.
	What about Project Alpha?	The research on SSO Integration will be submitted by Muhammad Afif by 25 Feb 2026.

When Information Is Not Found

1. If the information partially answers your question, Pamela✨provides what it found and explicitly notes the gaps.

2. If the information cannot be found, Pamela✨states: "I could not find information about [topic] in the [panel name] Project Panel."

3. If you name a panel that doesn't exist, Pamela✨lists available panels or suggests the closest match (e.g., "Did you mean Project Alpha?").

4. If the target page content is empty, Pamela✨informs you that no content was found.

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Example Prompts

Type	Command / Prompt	Actor	Source	Destination
Extract & Write	Summarize today's #sprint-standup thread and save the action items to the Sprint Log in Notion.	Project Manager	Slack / #sprint-standup	Notion / Sprint Log
Extract & Write	Log the latest email thread with Acme Corp to the Client Updates database in Notion.	Account Manager	Email / Gmail	Notion / Client Updates
Extract & Write	Extract the technical decision we just made in #annotation-pipeline and log it to the Decisions page in Notion.	Tech Lead	Slack / #annotation-pipeline	Notion / Decisions page
Extract & Write	Pull this week's updates from #project-alpha and #project-beta and write a weekly progress summary to the Team Updates page in Notion.	Project Manager	Slack / #project-alpha, #project-beta	Notion / Team Updates
Extract & Write	Extract the follow-up tasks from the client sync recap email I just received and add them to Action Items in Notion.	Any	Email / Gmail	Notion / Action Items database
Retrieve	What were the action items from last week's sprint for the annotation pipeline project?	Project Manager / Team Lead	Notion / Sprint Log	n/a
Retrieve	Why did we decide to use GraphQL instead of REST for the Data Pipeline project?	Engineer / New Employee	Notion / Decisions page	n/a
Retrieve	What's the current status of the Acme Corp annotation project?	Account Manager / Consultant	Notion / Team Updates	n/a
Retrieve	How do we deploy the labeling tool to production for Project Beta?	Engineer / Junior Staff	Notion / SOP pages	n/a
Retrieve	What has been communicated to the client about Project Gamma so far?	Account Manager	Notion / Client Updates	n/a

Tips for Best Results

1. Be specific — Include project names, dates, section names, and source details in your requests.

   1. ✅ "Summarize the latest email thread about Project Alpha and add it to the Information Log."

   2. ❌ "Please update the notes."

2. Use natural language — Pamela✨understands conversational requests.

   1. Example: "What were the key decisions from last week's Project Alpha meeting?"

3. Provide context — When capturing information, mention the source (Gmail thread, Slack channel) and the target location.

4. Ensure access — Make sure Pamela✨has been invited to the relevant Notion workspace and Slack channels before making requests.

5. Review carefully — Always review the action plan before approving a write to Notion.

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Troubleshooting & FAQs

Pamela✨says it can't access a Slack channel

Solution:

1. Invite Pamela✨to the relevant Slack channel.

2. Retry your request after the invitation is accepted.

Pamela✨says it can't find an email thread

Solution:

1. Forward the relevant email thread to Pamela✨’s email address.

2. Retry your request after forwarding.

Pamela✨says the Project Panel doesn't exist

Solution:

1. Verify the exact panel name in your Notion workspace.

2. Pamela✨will suggest the closest matching panel names — check if you have a typo.

A Notion write failed

Solution:

1. Pamela✨will provide a copy/paste-ready version of the content with placement instructions.

2. Manually paste the content into the specified Notion location.

3. Contact support if the issue persists.

Pamela✨didn't respond to my request

Solution:

1. Rephrase your request with more specific details.

2. Refresh the CATAPA Chat page and try again.

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End of Guide

Document Version: 0.1

Last Updated: February 2026

Subject to Change: This documentation may be updated as new features are added or requirements change.