ActVox Research user guide

ActVox basics

A workspace is the unit where ActVox keeps your company context and work. Use one workspace for one brand, client, or operating team so the agent can reason from the right business context.

Your workspace can contain:

First workspace setup

1. Sign in and open your workspace. The Workspace OS is the default home surface.
2. Add or confirm your company website, business description, audience, products, and positioning in Settings.
3. Open ACTVOX.md and add standing instructions the agent should consider on every turn - for example, your approval boundaries, terminology, voice, target geography, or source-quality rules.
4. Add source material in Knowledge base or Uploaded.
5. Start a conversation and ask the agent to analyze the business, create a plan, or draft a first workspace item.

First-run workspace tour

A new workspace opens a seven-step orientation after the initial company setup. It explains the Assistant command center, workspace Pages, the Context system, Conversations, the Content draft library, generated Artifacts, and the pattern for requesting a first durable result. Each step includes a concrete example rather than only naming a control. You can skip the tour without blocking the workspace; completing or skipping it is remembered for that workspace in the current browser.

Good operating pattern: establish the business profile and source material before asking for a consequential strategy, report, or content plan. Better context produces more useful and more attributable output.

Sidebar navigation

The left sidebar is organized into four operating areas.

Use the chevron beside an expandable area to open or collapse it. Pages and databases may be nested under pages for a Notion-style workspace structure. Drag-and-drop support can be available for organizing resources; use it only when you are confident about the target location.

The Skills library is intentionally accessed from the chat composer’s ✨ skills menu rather than as a permanent sidebar root.

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The Workspace OS is the main work surface. It keeps live documents, structured work, context, and agent output connected to the same workspace.

Workspace settings

Open Settings from the workspace controls to maintain the workspace identity and marketing profile.

Click Save after changing settings. Treat the destructive Delete workspace control carefully: it requires typing the workspace name to confirm.

Settings and preferences

The workspace provides several settings areas. Availability may vary by your account and deployment.

Agent preferences

In Settings → Agent, you can set the agent name, default response language, greeting, and communication style. Available built-in personas include Professional, Friendly, Concise, Detailed, and Custom.

For standing instructions, use ACTVOX.md in the Context section of the workspace tree. It is the current editable instruction surface that the agent reads on every turn. The older system-instructions settings field is retained for legacy setup but is not the place to maintain live instructions.

Workspace navigation

Use tabs to work across multiple pages, databases, conversations, and outputs without losing your place. The active tab appears in the center workspace area. Open related work in separate tabs when comparing a brief to a database, report, or agent result.

Useful navigation habits:

• Keep business-wide guidance in ACTVOX.md, Profile, and Strategy, not scattered across campaign pages.
• Keep the working system - planning, execution, and tracking - under Workspace.
• Put raw evidence in Knowledge base or Uploaded, then cite or link it from pages.
• Use Content and Artifacts as output review queues rather than as the only source of truth.

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Pages are durable documents for briefs, research notes, plans, reports, playbooks, and decisions.

Create a page

You can create pages from the Workspace tree or from inside another page.

1. In Workspace, use the add control for the target location.
2. Choose Page and give it a clear, action-oriented title.
3. To create a nested page, open the parent page and insert a Page block, or create it in the corresponding subtree.
4. Start writing. Changes save automatically after a short pause.

A useful naming convention is: YYYY-MM - outcome - audience or channel, for example 2026-08 - LinkedIn founder narrative - B2B SaaS.

Use blocks and slash commands

Type / in the page editor to open the block menu. Search by name, then select a block. You can also use the block handle to insert, move, or change a block.

Format and organize pages

• Use headings for a scannable hierarchy; table of contents blocks use that hierarchy.
• Use a callout for the decision, assumption, risk, or owner that a reader must not miss.
• Use to-do blocks only for lightweight page-local work. Use a database when work needs owners, dates, reporting, or repeatability.
• Add a page icon or cover to distinguish high-traffic documents.
• Link related pages rather than copying their content. This keeps evidence and decisions current.
• Use the comments panel for collaboration and the version/history controls for review when available.

Add attachments and media

Insert an Image, Video, Audio, or File block, then choose the file to upload. You can also add page attachments. Use descriptive titles and surrounding explanatory text so another teammate - and the agent - understands why the material matters.

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Databases make recurring work structured, filterable, and reviewable. Typical examples include content calendars, campaign trackers, research libraries, CRM-style lists, competitor trackers, and task boards.

Create a database

1. In Workspace, choose the add control and select Database.
2. Choose whether to create a full-page database or insert one inside a page.
3. Name the database for the operating job, not the tool - for example, Q3 Content Pipeline rather than Content table.
4. Create the first properties and views before importing a large amount of data.

Build a useful schema

Every database has rows, which open as full pages, plus properties that describe each row.

Start small. For a content pipeline, use:

Available property types can include text, number, select and status, date, person, relation, URL, phone, email, formula, and system fields such as created time, last edited time, created by, last edited by, and ID.

Choose the right view

Use filters to hide irrelevant rows, sorting to create a decision-ready order, and group-by to make workflow states visible. A database’s shared link respects its saved view configuration, including filtering and order.

Linked and inline databases

• Use an inline database to keep a small working table inside a planning page.
• Use a full-page database for a team operating system that needs many views.
• Use a linked database view to show the same source database in a different page and context. For example, show only LinkedIn drafts on a channel plan page without duplicating the underlying items.

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Share a page or database

Pages and databases can have share links. Open the Share control in the object header, choose an audience, then create and copy the link.

Changing the audience of an active link rotates its token. The old link stops working, so notify anyone who relied on it.

Stop sharing and audit live links

• Open the object’s Share control and choose Stop sharing to revoke one link.
• Open Settings → Shared links to review every active link in the workspace, including the object, audience, creator, and creation date.
• Use Revoke all only when you intend to invalidate every active page and database share link in the workspace.

Collaborate well

• Keep decisions in a page or database record, not only in a chat message.
• Use comments and review states for feedback on pages and database rows where available.
• Share the smallest useful object. A focused brief is safer and easier to act on than an entire workspace export.
• Before creating a public link, check for client data, credentials, personal information, internal planning, and unpublished work.

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The ActVox agent works from workspace context, attached material, relevant pages, and supported integrations. It is designed to create durable results - pages, plans, drafts, records, and artifacts - rather than only returning disposable chat prose.

Ask good questions

Use a clear outcome, relevant context, and a boundary. For example:

Review the competitor notes in this workspace, create a one-page positioning recommendation, and do not change our existing strategy page.

You can reference pages, files, and workspace objects in a conversation. Keep source material current so the agent can ground its output.

Attach files to a conversation

Use the attachment control in the composer to add authorized source material to the current request. ActVox uploads the file to durable workspace storage before it sends the message. While an upload is in progress, Send and the Enter shortcut remain disabled. Wait until the attachment appears in the composer; if the upload fails, resolve the visible error and attach the file again.

The agent can extract bounded text from PDF, DOCX, TXT, Markdown, CSV, JSON, XML, HTML, and other text-based files. Images, audio, and supported video use their media-processing paths. A successfully attached file keeps a persistent serving URL in the conversation, so the message and attachment remain available after reload. Extraction still depends on a readable file: scanned PDFs without text, encrypted documents, corrupt files, and unsupported binary formats may require another format or explicit context in the prompt.

Tell the agent what the file is and what to do with it. For example:

Read the attached customer interview notes, identify recurring objections, and create a cited summary page. Do not infer facts that are not present in the document.

Do not attach credentials, secrets, or material you are not authorized to process.

Plan

Use Plan for work that is multi-step, ambiguous, cross-functional, or consequential.

A plan should make the proposed work inspectable before execution. It can include scope, evidence to use, assumptions, steps, expected outputs, risks, and approval points. Plan is appropriate for requests such as:

• Create a 90-day content strategy from research and the current brand profile.
• Audit competitor positioning and recommend a category narrative.
• Design a research and reporting workflow before changing a database.

Review the plan, correct assumptions, and approve the next step in the conversation. Do not treat a plan as proof that an action has been completed.

Act

Use Act when you want the agent to execute a supported operation. Act can create or update supported workspace objects, organize material, produce reports, generate drafts, and run eligible analysis flows.

ActVox verifies required effects before it claims success. For example, when asked to create a page or content draft, the expected result is a real workspace object you can open and edit - not only a pasted response in the conversation.

Low-risk, reversible workspace writes may run directly when your request is explicit. Destructive, bulk, publishing, live-document, or otherwise high-impact actions can require review or approval. External availability also depends on integration permissions and product policy.

Skills

Skills are reusable, versioned instruction packages available in a workspace. Access them from the chat composer’s ✨ menu or through their associated slash commands when available.

Use a skill when the task benefits from a repeatable procedure, such as onboarding context capture, creating a company profile, or producing an initial content draft.

Good practice:

1. Read the skill description and expected output.
2. Confirm it matches the workspace and intended outcome.
3. Run it with the specific information it needs.
4. Review the generated page, draft, or artifact before sharing or publishing.

Skills do not bypass workspace permissions, action allowlists, or approval requirements. User-authored skills are versioned and should not be silently rewritten by autonomous improvement workflows.

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ActVox can connect supported sources, platforms, and agent tooling to a workspace. Connections are scoped to the workspace and subject to the connected provider’s permissions, availability, quotas, and policy.

Supported connection categories

Connect an integration

1. Open Settings → Integrations.
2. Choose the connection you want to configure.
3. Complete the provider’s authorization flow or provide the required configuration.
4. Confirm the connection state in ActVox before relying on it in an agent request.
5. Start with a low-risk request and inspect the result.

Connect Telegram

Open Settings → Telegram for the guided connection flow. You will create or select a bot through BotFather, enter the bot token in the protected connection form, and confirm the active connection. Keep the token private; never put it in a page, report, conversation, or share link.

Automation boundaries

An available connection does not mean every action is automatic or approved. Publishing, paid activity, destructive updates, and high-impact external actions can require explicit approval. ActVox does not guarantee external platform availability or campaign outcomes.

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Workspace and organization administration

Workspace access follows the authenticated user and workspace or organization boundary. In an organization, administrators can manage organization membership, invitations, and roles through the organization controls.

Use the least authority necessary:

• Give members access only to the workspace and information they need.
• Restrict administrative roles to people who manage membership, settings, or high-impact actions.
• Review organization invitations and member roles regularly.
• Remove access promptly when a contractor, client engagement, or employment relationship ends.

API keys

Open Settings → API keys to create and manage API keys.

Prefer a project-scoped key over a multi-project key whenever possible. The secret value is shown only when created. Store it in a proper secret manager or the approved tool environment, not in a page, chat, uploaded file, screenshot, or source code repository.

Revoke a key immediately if it may have been exposed, is no longer needed, or belongs to a departing collaborator. You can also delete a revoked key to remove it from the list.

Account and sharing security

• Use the account security controls for your personal account security settings.
• Use Settings → Shared links to audit what is externally accessible right now.
• Treat public links as public. Do not rely on obscurity of the URL as a security control.
• Rotate a link by changing its audience or revoke it and create a new link.
• Use organization-only links when the material is intended only for your organization.

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Reports are durable research and audit outputs connected to the workspace. They can capture analysis of websites, markets, competitors, SEO/AEO, social presence, local presence, and other supported business signals.

Create or run a report

1. Open Reports in the Context section of the Workspace OS.
2. Use Run new analysis when it is available.
3. State the question, scope, sources, market, or target audience clearly.
4. Review the report’s evidence, assumptions, and recommendations.
5. Turn accepted recommendations into a Strategy, a page, a database item, or a task.

The standalone reports route redirects to the Workspace OS; the Workspace OS report entry is the canonical place to find and continue report work.

Review a report critically

A report is evidence-informed output, not a guarantee. Before acting on it:

• Check the source quality and date.
• Separate observed facts from hypotheses and recommendations.
• Confirm anything that affects legal claims, pricing, budgets, external commitments, or publishing.
• Link the report to the strategy or decision it informed.

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Strategy is the durable workspace artifact for the choices that guide execution. It should connect research to priorities, audiences, positioning, channels, campaigns, and measurement.

Use Strategy for questions such as:

• Which audience segment should we prioritize this quarter?
• What category narrative and value proposition should guide content?
• Which channels deserve investment, and what will we measure?
• What must be true before we launch a campaign?

Recommended strategy structure

1. Objective - the commercial or strategic outcome.
2. Audience - who matters most, their context, and the job they are trying to do.
3. Evidence - reports, sources, research, and customer signals.
4. Positioning - category, differentiated value, proof, and objections.
5. Strategic choices - what to prioritize, avoid, sequence, or test.
6. Execution system - content, campaign, research, and operating work linked to pages or databases.
7. Measures - leading signals, outcome metrics, owner, review cadence, and decision rules.

Do not make Strategy a storage place for every idea. Keep it decision-oriented and link to deeper evidence elsewhere.

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Design.md is a Context entry for durable design direction. Use it to make creative work more consistent across people, pages, and agent-assisted output.

This guide interprets “Design my” as the Workspace OS Design.md context surface.

A strong Design.md can include:

• Brand personality and visual principles.
• Color and typography guidance.
• Image, video, illustration, and layout direction.
• Examples of what to emulate and what to avoid.
• Accessibility and localization requirements.
• Channel-specific constraints, such as LinkedIn carousel dimensions or webinar visual standards.

Use concise, testable language. For example, write “editorial, precise, high-contrast, documentary imagery; no generic AI blue gradients” instead of “make it modern.” Link approved source assets from Uploaded or Knowledge base.

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The Knowledge base is the workspace source library. Use it for materials the agent and team should be able to search, cite, and revisit.

Add sources

You can add:

• A web URL.
• A PDF.
• A Word document (.doc or .docx).
• Discovered sources from an eligible industry, business type, and location search.

To add a source:

1. Open Knowledge in the Context section.
2. Add a URL or upload a supported document.
3. Wait for processing and indexing to complete.
4. Search the knowledge base to verify that the source is useful and retrievable.

Find and use evidence

Use Knowledge base search to retrieve relevant workspace sources before writing a brief, report, strategy, or content asset. Source discovery can help identify candidates, but review discovered sources before treating them as authoritative. You can rate discovered sources to improve future discovery relevance.

Maintain quality

• Prefer primary sources, approved brand material, customer research, and dated market evidence.
• Remove stale, irrelevant, duplicate, or untrusted sources.
• Keep confidential material in the appropriate workspace and never add secrets.
• Use meaningful source titles so teammates can assess a result without opening every file.
• Re-index an updated source when the source content has materially changed.

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Uploaded is the workspace home for files added to the Workspace OS. Use it for raw working material that should remain available to the workspace, including documents, images, and other supported file types.

Use Uploaded when you need to:

• Preserve the original source file before turning it into a page or report.
• Give the agent an authorized attachment to reference.
• Preview, organize, rename, move, or remove workspace files.
• Retry an upload that failed.

Upload carefully

1. Open Uploaded or use an upload control in the relevant workspace surface.
2. Select the file and wait for its upload state to complete.
3. Rename or place it in the correct workspace location.
4. Add context in a page, database row, or conversation explaining how the file should be used.

For text-based files that are eligible for parsing, ActVox can link the upload to a knowledge source so it can be indexed and retrieved. Uploads are not automatically public; sharing a page or database is a separate action.

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Memory holds durable workspace context that helps ActVox avoid making you repeat important business information. It can be seeded during onboarding and enriched by eligible agent workflows.

Examples of useful memory:

• A business description, priority audience, positioning constraint, or target region.
• An approved terminology rule or a known objection.
• A recurring operating preference that should shape future work.

Memory is workspace-scoped and authorization-aware. Treat it as durable context, not as a secret vault or a substitute for primary source records.

Use memory responsibly

• Put standing operating instructions in ACTVOX.md.
• Put detailed evidence in Knowledge base, Uploaded, or a dedicated page.
• Keep a decision in Strategy, a report, or a page where it can be reviewed and revised.
• Do not rely on memory alone for critical claims; confirm against current sources.

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Conversations are the agent work surface. They live in the Agents area of the Workspace OS and keep the discussion connected to the workspace’s context and objects.

Use conversations for work, not just questions

A productive conversation usually has:

1. Outcome - what you need delivered.
2. Context - relevant pages, sources, files, or business constraints.
3. Boundary - what the agent may and may not change, publish, or assume.
4. Review point - when you want a plan, draft, recommendation, or approval request.

Example:

Plan a competitor positioning review for our UK market. Use the knowledge-base sources and the current strategy. Create a page with evidence and recommendations, but do not alter Strategy until I approve it.

Manage conversation output

When a conversation produces something worth keeping, ask the agent to save it as a page, report, strategy update, content draft, database item, or artifact. Open the resulting object and review it outside the chat. This creates a durable record and makes the work reusable by the team.

Use attached files, referenced pages, and skills deliberately. They improve grounding but do not remove the need for human review.

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Content is the output area for marketing assets such as drafts, adaptations, and media-oriented work. It is designed to connect content back to workspace strategy, research, and source context.

Use Content to:

• Create and review draft marketing assets.
• Organize variants and adaptations.
• Link content to the relevant audience, campaign, channel, strategic theme, and evidence.
• Prepare work for a content calendar or publishing workflow.

Content workflow

1. Start with a strategic intent and a specific audience.
2. Give the agent approved sources, positioning, and channel constraints.
3. Ask for an editable draft - not automatic publication.
4. Review factual claims, voice, differentiation, CTA, and compliance.
5. Save the approved draft in Content and connect it to a campaign or database record.
6. Use the relevant integration or publishing process only after the required approval.

Draft, adapt, and schedule a post

The fastest path from an idea to a scheduled post runs through the agent and a calendar database.

1. Ask the agent for a draft and name the platform, the audience, and the goal.
2. Ask for adaptations of the approved angle for the other platforms you use.
3. Review each draft in Content and edit the claims, voice, and call to action.
4. Set the status to Scheduled and pick the publish date on the linked calendar record.
5. Publish through the connected account only after the required approval.

Example request: "Draft a launch post for Instagram for local cafe owners, then adapt it for LinkedIn and X, and put both on next week's calendar."

ActVox can generate and adapt content, but it does not guarantee reach, rankings, engagement, conversions, or revenue.

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Artifacts are generated workspace outputs that are not simply a page or content draft. They can include results from supported agent or media-generation workflows and retain the context needed to inspect or reuse the work.

Use Artifacts to:

• Review a generated deliverable before deciding where it belongs.
• Keep output provenance connected to the workspace.
• Promote a usable output into Content, a page, a report, or another operating record.
• Separate experimental or generated material from final approved source-of-truth documents.

Review before reuse

Before sharing, publishing, or relying on an artifact:

• Open it and inspect the actual result.
• Check that it matches the requested audience, brand, source, and channel constraints.
• Verify factual assertions against the original evidence.
• Confirm rights, permissions, and platform requirements for any external use.
• Move or link the approved result into the page, database, Content item, or campaign where the team will operate from it.

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Operating principles

1. Context first. Keep the business profile, instructions, evidence, and strategy current.
2. Pages for thinking, databases for repeatable operations. Do not turn every page into a table or every table into a document.
3. Plan before consequential work. Review scope and assumptions before execution.
4. Act with review. Inspect created objects and approve high-impact external activity explicitly.
5. Preserve evidence. Link recommendations to reports, sources, and decisions.
6. Share narrowly. Prefer the smallest audience and the smallest object that solves the collaboration need.
7. Protect secrets. Do not place credentials, tokens, or sensitive personal data in public links, pages, prompts, or uploaded files.