# General Technical Guide This guide provides technical documentation for setting up, understanding, and extending the **Digital Employee - Project Manager**. The application have two main purposes: * Automates **Minutes of Meeting (MoM)**. Below is the workflows: * **Minutes of Meeting (MoM)** * Reads meeting data from **Meemo** (Meemo MCP) * Sends MoM emails (Google Mail MCP) * Creates & shares Google Docs (Google Drive & Docs MCP) * Tracks processed meetings in Google Sheets (Google Sheets MCP) * **Meeting Scheduling** * Checks availability and creates events (Google Calendar MCP) * Automates **Issue Reminder**. Below is the workflow: * Fetch Github issues from repository. * Send emails notification if the issue still open after due dates. * Escalate an issue to higher manager if it is still open after a period of time. * Track issue and email notification status. The MoM and Issue reminder worflow runs on a configurable **schedule** per project, while Meeting Scheduling is invoked on-demand. *** ## How to Setup ### **Prerequisites** Before starting, ensure you have: * **Python 3.11 or higher** * **UV** package manager (**>= 0.6.15**) (required by `pyproject.toml`) * **Google Cloud SDK** (optional; used by `Makefile` to authenticate to internal repositories when available) * **Access to AIP** (for deployment) and the required MCP services (Meemo + Google MCPs) ### **Installation Steps** 1. **Clone the Repository:** 
git clone https://github.com/GDP-ADMIN/digital-employee.git
2. **Go to the module directory**: 
cd common/applications/digital-employee-pm
3. **Install dependencies**: 
make install
This runs `uv sync --extra dev`. If `gcloud` is installed, the Makefile also attempts to inject auth tokens for private package indexes. 4. **Configure environment variables**: Copy the example environment file and update with your MCP URLs, API keys, and per-project spreadsheet IDs. See [Environment Variables](#environment-variables) for detailed descriptions. 
cp .env.example .env
5. **Run an agent locally (optional, for testing)**: 
# Run a specific project agent
   make run AGENT=catapa

   # Other options
   make run AGENT=glair
   make run AGENT=dso
   make run AGENT=glc
### **Deployment** 1. **Agent deployment**\ Agent deployment is handled by the Digital Employee team through Continuous Delivery (CD). This process registers the Digital Employee—along with its identity, tools, and configurations—on the AIP platform. 2. **Enable the agent in CATAPA Chat admin dashboard** 1. Log in to the [CATAPA Chat](http://claudia.catapa.com/) admin dashboard 2. Navigate to the [Application settings](https://claudia.catapa.com/admin/chatbot) 3. Create or edit an application 4. Add **DE Project Manager** as a supported agent in the application 5. Click **Next** to save the configuration 6. Manage user access to this application
3. **Start using the agent**\ You can now interact with the DE Project Manager via [CATAPA Chat](http://claudia.catapa.com/).
*** ## Agent Architecture Diagram The Digital Employee PM uses a **single Digital Employee** per project. Each Digital Employee includes **3 sub-agents**: * `mom_agent` * Custom tools for MoM handling (filtering meeting IDs, managing Drive permissions, converting Docs to HTML, filtering emails) * MCP connectors for **Meemo** and **Google Workspace** * One schedule that triggers the automated workflow. * `scheduling_agent` * Custom tools for checking calendar availability and creating calendar events. * MCP connector for **Google Calendar** * `issue_reminder_agent` * Custom tool to filter Github issues and sending email notification. * One schedule that triggers the automated workflow. {% @mermaid/diagram content="flowchart TD PM\["Project Manager Digital Employee"] subgraph SubAgents\["Subagents"] MomAgent\["mom\_agent"] SchedulingAgent\["scheduling\_agent"] IssueReminderAgent\["issue\_reminder\_agent"] end subgraph Tools\["Tools"] FilterIdsTool\["filter\_unprocessed\_meeting\_ids\_tool"] DrivePermTool\["create\_filtered\_drive\_permission\_tool"] DocsToHtmlTool\["google\_docs\_to\_html\_tool"] FilteredEmailTool\["send\_filtered\_email\_tool"] IssueReminderTool\["issue\_reminder\_tool"] TimeTool\["time\_tool"] end subgraph MCPs\["GL Connectors"] Meemo\["meemo\_mcp"] GCalendar\["google\_calendar\_mcp"] GMail\["google\_mail\_mcp"] GDocs\["google\_docs\_mcp"] GDrive\["google\_drive\_mcp"] GSheets\["google\_sheets\_mcp"] end Github\["Github REST API"] Schedule\["Schedule"] Cron\["Configurable cron schedules per project"] PM --> SubAgents PM --> MCPs PM --> Schedule PM --> DrivePermTool PM --> DocsToHtmlTool PM --> FilteredEmailTool Schedule --> Cron MomAgent --> Meemo MomAgent --> FilterIdsTool MomAgent --> TimeTool SchedulingAgent --> GCalendar SchedulingAgent --> TimeTool IssueReminderAgent --> IssueReminderTool FilteredEmailTool --> GMail DrivePermTool --> GDrive DocsToHtmlTool --> GDocs IssueReminderTool --> GMail IssueReminderTool --> GSheets IssueReminderTool --> Github PM --> GSheets" %} The key idea is: **the “project” differences are configuration-only** (identity, email, environment suffix, custom cron schedules, and spreadsheet id). ## **Agent Description** ### **Project Manager Digital Employee (per project)** * **Type**: Main deployed Digital Employee * **Purpose**: Orchestrates three main workflows: * **Automated MoM workflow**: fetch → email → create docs → share → track processed meeting IDs * **Meeting Scheduling**: check calendar availability → create calendar events * **Remind Github Issue**: fetch github issues → check last reminder → send email reminder. * **Model**: `GPT_5_2_MODEL_NAME` (from `digital_employee_core`) * **Identity**: `Pamela✨ {full_project_name}` * **Sub-agents**: * `mom_agent`: Retrieves meetings from Meemo and filters unprocessed IDs. * `scheduling_agent`: Checks calendar availability and creates calendar * `issue_reminder_agent`: Send an email reminder for unresolved GitHub issues. * **Tools:** * `create_filtered_drive_permission_tool`: Creates Google Drive permissions with domain/email allowlist filtering. * `google_docs_to_html_tool`: Converts a Google Doc to HTML for downstream processing. * `send_filtered_email_tool`: send emails to recipients that fulfills the provided recipient email filters (e.g. only send to emails with `@gdplabs.id`). * `filter_unprocessed_meeting_ids_tool`: Filters out already processed meeting IDs. * `time_tool`: Provides time context if needed. * **MCPs**: * `meemo_mcp` * `google_calendar_mcp` * `google_mail_mcp` * `google_docs_mcp` * `google_drive_mcp` * `google_sheets_mcp` * **Schedules**: * One schedule item per deployed agent for MoM sub agent customized by `DEPM_SCHEDULE_*` env vars for that project. * One schedule item per deployed agent for Issue Reminder sub agent customized by `DEPM_GITHUB_ISSUE_REMINDER_SCHEDULE_*` env vars for that project. #### **Tools Reference** This project **composes** tools provided by `digital_employee_core` and MCP connectors:
ComponentPurpose
mom_agentUses Meemo + filter_unprocessed_meeting_ids_tool to retrieve unprocessed MoMs
scheduling_agentUses Google Calendar to check availability and create events
issue_reminder_agentUses issue_reminder_tool to check issue last reminder and send email reminder
send_filtered_email_toolUses Google Mail to send MoM emails
create_filtered_drive_permission_toolFilters allowlisted domains and creates Docs folder permissions
google_docs_to_html_toolReads content in Google docs and formats it to HTML for email body
filter_unprocessed_meeting_ids_toolFilters out already processed meeting IDs
time_toolProvides time context if needed
meemo_mcpMeeting data source (list meetings, details, summary/MoM)
google_calendar_mcpChecking availability and scheduling meetings
google_mail_mcpSends email through Gmail
google_docs_mcpCreates Google Docs for MoM documents
google_drive_mcpSharing permissions for created docs
google_sheets_mcpReads/writes processed meeting IDs in configured spreadsheet
*** #### Code Snippet Below is the core function that creates a Project Manager Digital Employee instance (identity, configs, MCPs, schedule). See the [full source code on GitHub](https://github.com/GDP-ADMIN/digital-employee/blob/main/common/applications/digital-employee-pm/digital_employee_pm/pm/agents/common.py). ```python def create_digital_employee_pm(config: ProjectConfig) -> DigitalEmployee: _PM_JOB_INSTRUCTIONS = _PM_JOB_INSTRUCTIONS_FILE.read_text(encoding="utf-8") job = DigitalEmployeeJob( title=f"Pamela✨ {config.full_project_name}", description=f"A digital employee that is a Project Manager {config.full_project_name}", instruction=instructions, ) identity = DigitalEmployeeIdentity(name=config.identity_name, email=config.email, job=job,) configurations = [ DigitalEmployeeConfiguration(key="GOOGLE_CALENDAR_MCP_URL", value=GOOGLE_CALENDAR_MCP_URL), DigitalEmployeeConfiguration(key="MEEMO_MCP_URL", value=MEEMO_MCP_URL), *(DigitalEmployeeConfiguration(key=k, value=",".join(v)) for k, v in MCP_ALLOWED_TOOLS.items()), DigitalEmployeeConfiguration(key="MEEMO_MCP_X_API_KEY", value=get_meemo_api_key(config.project_key)), DigitalEmployeeConfiguration(key="GOOGLE_MAIL_MCP_URL", value=GOOGLE_MAIL_MCP_URL), DigitalEmployeeConfiguration(key="GOOGLE_DOCS_MCP_URL", value=GOOGLE_DOCS_MCP_URL), DigitalEmployeeConfiguration(key="GOOGLE_SHEETS_MCP_URL", value=GOOGLE_SHEETS_MCP_URL), DigitalEmployeeConfiguration(key="GOOGLE_DRIVE_MCP_URL", value=GOOGLE_DRIVE_MCP_URL), DigitalEmployeeConfiguration(key="GOOGLE_MCP_X_API_KEY", value=get_google_api_key(config.project_key)), DigitalEmployeeConfiguration(key="DEFAULT_RECIPIENT_FILTER", value=DEFAULT_RECIPIENT_FILTER), ] sub_agents = [ create_mom_agent(name=f"mom_agent_{config.project_name}"), create_scheduling_agent(name=f"scheduling_agent_{config.project_name}", email=email), create_issue_reminder_agent( name=f"issue_reminder_agent_{config.project_name}", configuration={ "github_pat": get_github_pat(config.project_key), "google_drive_mcp_url": GOOGLE_DRIVE_MCP_URL, "google_drive_mcp_x_api_key": get_google_api_key(config.project_key), "google_sheets_mcp_url": GOOGLE_SHEETS_MCP_URL, "google_sheets_mcp_x_api_key": get_google_api_key(config.project_key), "google_mail_mcp_url": GOOGLE_MAIL_MCP_URL, "google_mail_mcp_x_api_key": get_google_api_key(config.project_key), "repository_spreadsheet_id": get_repository_spreadsheet_id(config.project_key), "repository_spreadsheet_sheet_name": get_repository_spreadsheet_sheet_name(config.project_key), "organization_spreadsheet_id": get_organization_spreadsheet_id(config.project_key), "organization_spreadsheet_sheet_name": get_organization_spreadsheet_sheet_name(config.project_key), "state_spreadsheet_id": get_state_spreadsheet_id(config.project_key), "state_spreadsheet_sheet_name": get_state_spreadsheet_sheet_name(config.project_key), "depm_email": email, "project_name": config.project_name, }, ), ] ] mom_schedule = ScheduleConfig( minute=get_schedule_minute(config.project_key), hour=get_schedule_hour(config.project_key), day_of_month=get_schedule_day_of_month(config.project_key), month=get_schedule_month(config.project_key), day_of_week=get_schedule_day_of_week(config.project_key), ) mom_schedule_item = ScheduleItemConfig( schedule_config=mom_schedule, input=textwrap.dedent( f"""\ Execute [Automated Workflow: MoM Generation with Google Sheets and Google Docs Integration] with the following parameters: spreadsheet_id: {spreadsheet_id} """ ), ) github_issue_reminder_schedule_item = ScheduleItemConfig( schedule_config=ScheduleConfig(**get_schedule_github_issue_reminder(config.project_key)), input=textwrap.dedent("Execute [Automated Workflow: GitHub Issue Reminder]"), ) return DigitalEmployee( identity=identity, sub_agents=sub_agents, configurations=configurations, tools=[create_filtered_drive_permission_tool, google_docs_to_html_tool, send_filtered_email_tool], mcps=[ google_calendar_mcp, google_drive_mcp, google_sheets_mcp, google_mail_mcp, google_docs_mcp, meemo_mcp, ], model=GPT_5_2_MODEL_NAME, schedules=[mom_schedule_item, github_issue_reminder_schedule_item], agent_config={ "step_limit_config": StepLimitConfig(max_steps=AGENT_MAX_STEPS), }, ) ``` This function: 1. Validates required environment variables are set. 2. Loads job instructions from `pm_job.md` and dynamically formats it. 3. Builds a `DigitalEmployeeJob` and `DigitalEmployeeIdentity` (multi-language enabled). 4. Loads the required spreadsheet id from env (`MOM_SPREADSHEET_ID{_PROJECT}`). 5. Configures tool allowlists and attaches API keys to `DigitalEmployeeConfiguration`. 6. Configure `issue_reminder_agent`. 7. Attaches the `mom_agent`, `scheduling_agent`, and `issue_reminder_agent` sub-agents. 8. Create Schedule for sub-agents. 1. Reads schedule parameters `DEPM_SCHEDULE_*` from environment variables to create the cron trigger for `mom_agent`. 2. Reads schedule parameter `DEPM_GITHUB_ISSUE_REMINDER_SCHEDULE_*` from environment variables to create the cron trigger for `issue_reminder_agent`. 9. Returns an **undeployed** `DigitalEmployee` instance constrained by step limits. **Usage Example** Run a project agent module: {% code lineNumbers="true" %} ```bash uv run python -m digital_employee_pm.pm.agents.catapa ``` {% endcode %} Or run via Makefile: {% code lineNumbers="true" %} ```bash make run AGENT=catapa ``` {% endcode %} *** #### Environment Variables This section describes all environment variables required to configure the Digital Employee PM. **AIP Configuration** GDP Labs [AI Agents Package (AIP)](https://gdplabs.gitbook.io/gl-aip/getting-started/quick-start-guide/local-vs-remote#remote-mode) is the platform where the Digital Employee is deployed. | Variable | Description | | ------------- | -------------------------------- | | `AIP_API_URL` | Base URL of the AIP platform API | | `AIP_API_KEY` | API key for authenticating AIP | **MCP Base URLs (shared, no suffix)** | Variable | Description | | ------------------------- | -------------------------------- | | `MEEMO_MCP_URL` | Base URL for Meemo MCP | | `GOOGLE_CALENDAR_MCP_URL` | Base URL for Google Calendar MCP | | `GOOGLE_MAIL_MCP_URL` | Base URL for Google Mail MCP | | `GOOGLE_DOCS_MCP_URL` | Base URL for Google Docs MCP | | `GOOGLE_SHEETS_MCP_URL` | Base URL for Google Sheets MCP | | `GOOGLE_DRIVE_MCP_URL` | Base URL for Google Drive MCP | **Project-Specific Keys (with suffix)** `project_key` determines the suffix for env var names. For `project_key="CATAPA"` → suffix is `_CATAPA` | Variable pattern | Description | | ----------------------------------------------------------- | ---------------------------------------------------------------------------------------------------- | | `DEPM_EMAIL{_PROJECT}` | **Required:** Employee email address (e.g. DEPM\_EMAIL\_CATAPA) | | `MEEMO_MCP_X_API_KEY{_PROJECT}` | Meemo MCP API key for the project | | `GOOGLE_MCP_X_API_KEY{_PROJECT}` | **Required**: Google MCP API key for the project | | `MOM_SPREADSHEET_ID{_PROJECT}` | **Required:** Google sheets ID for processed meeting storage | | `GITHUB_PAT{_PROJECT}` | **Required:** Github Personal Access Token with read access to issues. | | `REPOSITORY_SPREADSHEET_ID{_PROJECT}` | **Required:** Google Spreadsheet ID with list of repository maintained by each project. | | `REPOSITORY_SPREADSHEET_SHEET_NAME{_PROJECT}` | **Required:** Google Spreadsheet sheet name with list of repository maintained by each project. | | `ORGANIZATION_SPREADSHEET_ID{_PROJECT}` | **Required:** Google Spreadsheet ID with list of organization structure and Github username. | | `ORGANIZATION_SPREADSHEET_SHEET_NAME{_PROJECT}` | **Required:** Google Spreadsheet sheet name with list of organization structure and Github username. | | `STATE_SPREADSHEET_ID{_PROJECT}` | **Required:** Google Spreadsheet ID to store the notification state and history. | | `STATE_SPREADSHEET_SHEET_NAME{_PROJECT}` | **Required:** Google Spreadsheet sheet name to store the notification state and history. | | `DEPM_SCHEDULE_MINUTE{_PROJECT}` | Schedule Minute setting for the `mom_agent` Cron | | `DEPM_SCHEDULE_DAY_OF_WEEK{_PROJECT}` | Schedule Day of Week setting for the `mom_agent` Cron | | `DEPM_GITHUB_ISSUE_REMINDER_SCHEDULE_MINUTE{_PROJECT}` | Schedule Minute setting for the `issue_reminder_agent` Cron | | `DEPM_GITHUB_ISSUE_REMINDER_SCHEDULE_HOUR{_PROJECT}` | Schedule Hour setting for the `issue_reminder_agent` Cron | | `DEPM_GITHUB_ISSUE_REMINDER_SCHEDULE_DAY_OF_WEEK{_PROJECT}` | Schedule Day of Week setting for the `issue_reminder_agent` Cron | > There are also configuration sets for `HOUR`, `DAY_OF_MONTH`, and `MONTH` per `` for scheduling. Concrete examples (from `.env.example`): * `MEEMO_MCP_X_API_KEY_CATAPA` * `GOOGLE_MCP_X_API_KEY_GLAIR` * `MOM_SPREADSHEET_ID_DSO` **Tool Configs** | Variable | Description | | -------------------------- | ----------------------------------------------------- | | `DEFAULT_RECIPIENT_FILTER` | Default recipient filter for Send Filtered Email Tool | | `AGENT_MAX_STEPS` | Maximum steps allowed for the agent to execute | *** ## References * [DE Project Manager User Guide](https://gdplabs.gitbook.io/catapa/digital-employee/list-of-de/pamela-de-project-manager/user-guide) * [GitHub Repository](https://github.com/GDP-ADMIN/digital-employee/tree/main/common/applications/digital-employee-pm)