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Secretary use cases

You have work to do. And people to follow up with.

A report you keep chasing. A form that comes back incomplete. A message waiting for your reply. See how your secretary can help.

Find a situation you know
You → SecretaryFollow up with Sami for the sales report by Thursday.
Secretary → YouThe report arrived, but Cairo branch data is missing. I’ve asked for it.sales-sep.xlsx

Illustrative example.

Tired of chasing?

01 / 05
01 / The situation

“Remind me to send you that report.” Again.

Your work depends on a colleague’s report. Somehow, remembering to chase it has become your job too.

Your secretary contacts Sami, reminds him if needed, and checks the file against your request.

Keep track of the outcome instead of repeating the request.

Tell your secretary
“Follow up with Sami at [email protected] for September’s sales report in Excel, with sales by branch, by Thursday at 3 pm.”
03 / The situation

Your client is waiting on you. You’re waiting on a quote.

You need the supplier’s price and delivery time before you can answer. The delay looks like yours.

Your secretary follows up for the requested details. If the quote omits the lead time, it asks for it.

Spend less time carrying messages between your client and supplier.

Tell your secretary
“Ask [email protected] for a quote for 20 chairs, including delivery cost and lead time, by Wednesday at 2 pm.”

More moments like this

11“Working on it” isn’t the same as delivered.

A reassuring reply arrives, but the file doesn’t.

What happens Your secretary distinguishes a progress update from delivery and continues the follow-up according to the deadline and replies.

Illustrative example: “Sami says he has started. The report hasn’t arrived yet.”

What changes: The outstanding work stays visible after the reassuring reply.

17Three people. Three follow-ups to remember.

You need reports from several colleagues and must keep track of who has delivered.

What happens Your secretary follows up with each person on their request, rather than treating one person’s reply as everyone’s delivery.

What changes: Fewer separate conversations for you to chase yourself.

Tell your secretary
“Ask Sami at [email protected], Mona at [email protected] and Ahmed at [email protected] for their own branch’s September report by Thursday at 3 pm.”

Received, but incomplete?

02 / 05
02 / The situation

You sent the form. Now you have to chase the missing fields.

A supplier returns your form without a registration number or contact details. Another round of questions begins.

Your secretary sends the form you specified, follows up for its return, and checks the readable information against your requirements. It asks for missing details before bringing the delivery to you.

Spend less time turning incomplete submissions into usable information.

Tell your secretary
“Send the attached supplier form to Ahmed at [email protected]. Ask him to complete and return it by Tuesday at noon. It must include the company name, registration number and contact details.”

More moments like this

04It says “final”. Is it the file you asked for?

The attachment has a reassuring name, but covers the wrong period or arrives in the wrong format.

What happens Your secretary checks the available content and format against the request, rather than relying on the filename.

Illustrative example: “The file covers August, but the request was for September. I’ve asked for the correct file.”

What changes: Catch the mismatch before using the wrong information.

Tell your secretary
“Ask Sami at [email protected] for September’s report in Excel by Thursday at 3 pm. It must cover September only.”
12There’s an attachment. But the content isn’t readable.

A damaged file or unclear scan makes it impossible to check the requested information.

What happens Your secretary states what it could read and asks for a clearer copy or missing information when needed for the review.

Illustrative example: “I couldn’t read the required details. Could you send a clearer copy?”

What changes: Know what was checked and what still needs clarification.

Too many interruptions?

03 / 05
05 / The situation

“Can you offer a discount?” That decision is yours.

A quick answer without your permission could become a commitment you never made.

During a follow-up, the other person asks for a discount you haven’t authorised.

If there is no established answer or permission, your secretary brings the question to you instead of making a promise.

Routine details can move forward while commitments that need you come back to you.

More moments like this

06“Follow up with Ahmed.” Which Ahmed?

You’re in a hurry and leave out the address or deadline. Guessing could send the request to the wrong person.

What happens Your secretary asks for essential missing details and uses information already established.

Illustrative example: “What’s Ahmed’s email address, and when do you need the contract?”

What changes: A clear request before any action starts.

Tell your secretary
“Follow up with Ahmed about the contract.”
07A report to review, with the context you need.

Review requests and attachments arrive throughout the day. You need to know who sent them and what they need from you.

Ahmed emails your secretary directly: “Attached is the sales report for your review.”

What happens Your secretary reads the message and attachment, asks Ahmed for essential missing details, and brings you a decision task when your input is needed.

Illustrative example: “Ahmed sent the sales report and is asking for your review.”

What changes: See what needs your attention without reconstructing the conversation.

08Not every question needs to interrupt you.

People keep asking the same question, such as when you accept requests.

Your secretary’s instructions state that requests are accepted from 9 am to 5 pm and that this information may be shared.

What happens It can answer that question from the permitted information without creating a decision task for you.

Illustrative example: “Requests are accepted from 9 am to 5 pm.”

What changes: Keep your attention for questions that need your input.

13Writing the same reason for rejection again?

You keep explaining why similar requests are incomplete.

What happens Your secretary uses your previous decisions and comments. Consistent repeated decisions can become rules that help with similar requests.

Illustrative example: “Based on your rule: this type of request needs complete contact details.”

What changes: Your review preferences can inform how future requests are handled.

Losing track of deadlines?

04 / 05
09 / The situation

You remind everyone else. Who reminds you?

Following up on other people’s work makes it easy to forget your own call or message.

Your secretary confirms the time and brings you a reminder task when it’s due. Choose “Done” or “Remind me tomorrow”.

Your next action doesn’t have to live only in your head.

Tell your secretary
“Remind me on Tuesday at 10 am to send the contract to the client.”

More moments like this

14They need more time. You have someone else waiting.

The supplier proposes Saturday, but you need the file on Thursday.

What happens When the proposed date conflicts with your deadline, your secretary brings the conflict to you.

Illustrative example: “The supplier proposes Saturday. Your deadline is Thursday. Do you accept the change?”

What changes: A change that affects your commitments comes back to you.

15The deadline passed. That doesn’t make the work complete.

You need to decide whether to keep waiting, set another date, or close the request.

What happens If delivery hasn’t arrived by the deadline, your secretary brings you the next decision, such as setting a new deadline or closing the follow-up.

Illustrative example: “The sales report is overdue and hasn’t arrived. What would you like to do next?”

What changes: Turn an unresolved delay into a clear next step.

Where does work stand?

05 / 05
10 / The situation

“Where do things stand?” Without opening ten threads.

Someone asks for an update, and you have to remember who replied and who hasn’t.

Your secretary checks the follow-ups it is handling: who you’re waiting on, what’s needed, and the deadline when one is set.

Know the status before answering from memory.

Tell your secretary
“How’s the work going?”

More moments like this

16Before asking again, check whether it already arrived.

Asking for a file that was already sent wastes time and can be embarrassing.

What happens Your secretary searches the messages and attachments available to it within your permissions, then answers from the results.

Illustrative example: “I found September’s invoice in Ahmed’s message dated 22 September.”

What changes: Recover existing information before starting another chase.

Tell your secretary
“Has Ahmed already sent September’s invoice?”

What if…?

They send an out-of-office reply?

During an active follow-up, your secretary recognises the automatic reply and tells you. It does not count it as delivery.

A colleague replies instead?

It reviews the reply with the actual sender’s identity rather than automatically attributing it to the original contact.

They cannot fulfil the request?

It brings you the blocker so you can decide how to proceed or close the request.

Your requirements change?

Reply in the same follow-up conversation with the change so your secretary can handle it in context.

Want to stop a follow-up?

Reply to that request’s follow-up-started message with a clear cancellation. Cancelling a reminder uses a different path in Executions.

Does it read my personal inbox?

Send or forward what you want it to handle. Searches use content available to it, not access to your personal inbox.

Can it read Excel, PDF and Word?

It reads supported files according to their format, quality and extractable content. If required information cannot be read, it explains the gap and asks for clarification.

Can I set a future date?

It can wait until a specified time. Waiting on one request is different from automatically creating a new request every week or month.

Must I keep the page open?

Waiting is handled by the system. You don’t need to leave the page open.

Which language does it use?

It follows the language of the person it is writing to, alongside your instructions and the conversation context.

What if an email address is wrong?

When it detects a rejected address or a sending failure, it explains the issue rather than treating the request as delivered.

Waiting on someone’s reply?

Start with one follow-up. Tell your secretary who to contact, what you need, and when you need it.

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