Anna AI: Your Autonomous Project Partner

What Is Anna AI?

Meet Anna – Proggio’s AI-powered project assistant designed to identify execution gaps, close them working with your team and help you manage your projects more efficiently.

Anna works autonomously to handle routine project management tasks, sending reminders, follow up on overdue items, and keep your team aligned – all while you focus on decision making.

Anna can help you with:

• Managing overdue tasks by automatically following up with team members via email
• Communicating via email – Anna has standard email address and you can use it to handle project requests and updates
• Identifying missing information across your projects and coordinating with users to fill gaps
• Monitoring project health and alerting you to issues that need attention

Think of Anna as your autonomous project partner who works 24/7 to keep your projects on track.

Never tired, never busy and always in your time zone.

What Makes Anna Unique

Breaking Away from Just GenAI into Facilitating Real Daily Team Communication

Unlike other AI tools that simply generate artifacts working with LLM models, Anna is a real agent and project partner that  actively facilitates communication between you and your team members.

This about her as an additional team member focusing on execution.

Why this is important:

• Two-way communication with an AI-agent: Team members can reply directly to Anna’s emails, and their responses appear in your Proggio chat thread
• Context-aware AI agent: Anna understands your project structure, team roles, and organizational hierarchy
• Complete audit trail: Every interaction is logged in Proggio AI threads for traceability and accountability

Autonomous Scheduling

Anna’s built-in intelligence makes her truly autonomous.

Once you set her up, she:

• Sees live project details: Anna has real-time access to your project data and responds based on current status
• Identifies issues automatically: When you open the Agent Center, Anna shows you what needs attention right now
• Takes action when asked: You control when Anna acts – she handles tasks on demand rather than on a fixed schedule
• Follows up intelligently: When Anna sends emails, she automatically schedules a 48-hour follow-up if there’s no response
• Escalates when needed: Anna recognizes situations like out-of-office replies and escalates to the right people

This means Anna works with you — you decide what needs attention, and she handles the execution and follow-through automatically.

Making Sure Anna Is Operational in Your Space

Before using Anna, you need to activate her in your Proggio workspace.

This is a one-time setup that creates Anna as an AI Assistant user in your space.

Step 1: Activate Anna

To activate Anna for the first time:

1. Navigate to Settings (gear icon in the left sidebar)
2. Under AI section Click on Context
3. Simply visiting this page for the first time activates Anna in your workspace

You’ll see the Anna Setup page with options to configure her capabilities, written instructions, and knowledge files.

Step 2: Verify Anna’s User Profile

Once activated, Anna appears as a user in your workspace with her own email address.

To verify Anna is active:

1. Navigate to Settings
2. Under USERS MANAGEMENT, click on Users
3. Look for Anna in the user list

Anna’s user profile shows:

• Name: Anna
• Email: A unique email address (e.g., [email protected])
• Access Level: System
• Role: AI Assistant
• Skills: AI Assistant
• Status: ACTIVE

Important: Anna’s email address is unique to your space.

All emails sent by Anna from your workspace will come from this address, and any emails sent to this address will be handled by Anna within your space context.

What If Anna Isn’t Available?

If you can’t access the AI Context page:

• Check your user role: Only workspace administrators can activate Anna
• Contact your workspace administrator: They can activate Anna if you don’t have access
• Reach out to Proggio support: If issues persist, contact [email protected]

Managing Overdue Tasks with Anna

One of Anna’s most powerful capabilities is automatically managing overdue tasks.

This is often the first feature you’ll use as Anna starts working for you.

Using the Agent Center

The Agent Center is your command hub for Anna’s automated actions.

Accessing the Agent Center:

1. Open the Anna chat window (click Ask Anna button)
2. Click on Anna’s profile picture in the left sidebar – this opens the Agent Center
3. Select the Overdue Tasks tab

What You’ll See:

The Overdue Tasks list displays detailed information for each task:

• Task name
• Task priority level (if set)
• Workstream the task belongs to
• Assigned user
• Days overdue

Managing Individual Overdue Tasks

When you hover over any task in the Overdue Tasks list, you’ll see three action options:

Option 1: Let Anna Handle (For Tasks Assigned to Others)

Click this to have Anna automatically contact the assigned team member.

What happens:

1. You’ll see an indication on the task card showing “Anna is following up”
   
2. Anna sends a professional email to the task assignee asking for clarification on the task status
3. Anna opens a new chat thread dedicated to this specific task
4. The thread tracks all communication about this overdue task
5. You can ask Anna to stop handling it at any moment.

Example of Anna’s follow-up email to the assignee:

Option 2: Dismiss

Click this to remove the task from your overdue list without taking action.

The task will no longer appear in the Agent Center.

Use this when:

• You’ve already followed up personally
• The delay is expected and approved
• The task is non-critical and doesn’t require immediate attention

Option 3: Mark as Done

Click this to mark the task as complete in Proggio.

Important: This will also mark all sub-tasks under this task as done.

Use this when you’ve verified the task is actually complete but wasn’t updated in the system.

How Anna Handles User Responses

When team members reply to Anna’s email, she intelligently processes their responses and takes appropriate action.

Special Case: When You’re the Task Owner

Anna is smart enough to recognize when you are assigned to an overdue task.

What happens:

• Anna will offer to set a reminder for you
  
• Clicking on this option will trigger Anna to send you an email reminder on this task

Responses

Scenario 1: Task Is Complete

If the user replies that the task is done, Anna will:

• Mark the task as complete in Proggio
• Update you in the chat thread
• Remove the task from the overdue list

Scenario 2: Task Is Delayed

If the user replies that the task is delayed, Anna will:

• Notify you (the requester) about the delay via the chat and email
• Share the user’s explanation in your chat thread
• Keep the task in the overdue list for your review

Example response:

Scenario 3: User Needs to Contact Manager

If the user replies that they need to contact their manager about the task, Anna will:

• Automatically identify the project manager
• Send an email to the project manager informing them of the situation
• Ask the manager for their notes and guidance
• Update you with the escalation in your chat thread

Anna’s escalation logic is smart: She can read project information to identify the right people (project managers, team leads) without you having to specify who to contact.

Using Threads to Manage Multiple Tasks at Once

Instead of handling tasks one by one in the Agent Center, you can use Anna’s chat to manage multiple overdue tasks simultaneously.

How to handle tasks in bulk:

1. Open a new chat thread with Anna
2. Type a command like:
   • “Handle all overdue tasks in the [Project Name] project”
   • “Follow up on all overdue tasks across all projects”
   • “Handle all overdue tasks assigned to [User Name]”
3. Anna will identify all matching overdue tasks
4. She sends follow-up emails to all assigned team members
5. Each task gets its own dedicated chat thread so you can track the history of each conversation

This is particularly useful when:

• Returning from vacation and need to catch up on multiple delayed tasks
• Running a weekly review and want to follow up on all overdue items at once
• A specific project has fallen behind and needs comprehensive follow-up

Email-Based Communication

Anna’s follow-up communications are sent via email from her unique workspace email address.

All team members receive professional, clear emails that they can reply to directly – and their responses flow back into your Proggio chat thread for complete visibility.

Stay Tuned: More Action Areas Coming Soon

The Agent Center will expand with additional automated action areas in future updates.

Communicating with Anna via Email

Beyond the chat interface, you can communicate with Anna directly through email – just like messaging a colleague.

This makes Anna accessible even when you’re away from your computer.

Finding Anna’s Email Address

Every Proggio workspace has a unique Anna email address that was created when you activated her.

Where to find it:

Anna’s email address is visible in the Users Management screen:

1. Navigate to Settings → Users Management → Users
2. Find Anna in the user list
3. Her email address is displayed in the Email column
4. It will look something like: [email protected]

What if the email isn’t there?

If you don’t see Anna in the user list or her email address:

• Anna may not have been activated yet – visit Settings → AI → Context to activate her
• Check with your workspace administrator about Anna’s status
• Contact Proggio support if activation issues persist

Important Security Notes:

• Anna’s email address is unique to your workspace
• All emails sent by Anna from your workspace come from this address
• Emails sent to this address are handled by Anna within your space context
• Don’t share this email address outside your organization – it provides access to your project data
• Anna won’t reply to emails from non-users: If someone who isn’t a user in your Proggio workspace sends an email to Anna’s address, she will not respond

Creating Project Summaries via Email

One of the most useful email capabilities is requesting project summaries on the go – perfect for when you need quick updates while traveling or in meetings.

How to request a summary:

1. Compose a new email to Anna’s workspace address
2. In the subject or body, write something like:
   • “Create a summary of the [Project Name] project”
   • “Give me a status update on [Project Name]”
   • “Summarize all projects in the [Portfolio Name] portfolio”
   • “What’s the status of all my projects?”
3. Send the email

Anna’s authorization check:

When Anna receives your email, she:

1. Confirms your email address matches a user in the workspace
2. Checks your permissions internally to verify what projects you can access
3. Responds only if authorized: If you have permission to view the requested project, Anna sends you the information
4. Respects access restrictions: If you don’t have access to a project, Anna won’t provide information about it

Example project summary response from Anna:

Any Message to Anna Can Be via Email

You can send virtually any request to Anna via email that you would send through the chat interface.

Example requests:

• Task management: “Check for overdue tasks in Project X and follow up with the team”
• Information requests: “Who is assigned to the ‘Design Review’ task in Project Y?”
• Updates: “What’s the current status of the Marketing Campaign project?”
• Analysis: “Which projects have the most overdue tasks?”
• Data quality: “Are there any projects missing project owners?”
• Bulk actions: “Handle all overdue tasks assigned to Sarah”

How Anna processes email requests:

1. Anna receives your email
2. She verifies your identity and permissions
3. She processes your request using the same AI capabilities as the chat
4. She replies to your email with the requested information or confirmation of action taken
5. The conversation also appears in your Proggio chat history for complete record-keeping

When to Use Email vs Chat

Use email when:

• You’re away from your computer or traveling
• You want to forward Anna’s response to someone else
• You prefer email workflows for certain requests
• You’re integrating Anna into your existing email-based processes
• You need a quick status update during a meeting
• You want to CC someone on your request to Anna

Use chat when:

• You’re working in Proggio and want immediate, interactive responses
• You need to see visual elements like task lists or project maps
• You’re having a multi-turn conversation that requires ongoing context
• You want to use the Agent Center for quick access to overdue tasks
• You’re exploring options and want conversational back-and-forth

Checking for Missing Information

Anna can help you identify and fill gaps in project data – ensuring your projects have complete, accurate information for better decision-making and reporting.

Looking at a List of Projects

Anna can analyze multiple projects at once to find missing information across your portfolio.

How to start:

1. Open the Anna chat
2. Type a request like:
   • “Check all projects in the portfolio for missing information”
   • “Which projects are missing project owners?”
   • “Find projects without budget information”
   • “Are there any projects missing a department field?”
   • “Show me projects with incomplete start dates”

Anna will analyze your projects and present a list of what’s missing.

Example: Finding Projects Without Department Values

Let’s say you have a custom field called “Department” in your portfolio, and you want to ensure all projects have this field filled in.

Step-by-step workflow:

1. Ask Anna: “Are there any projects without a department field filled in?”
2. Anna retrieves the list: She scans all projects you have access to and identifies ones with empty Department values
3. Review the list: Anna shows you which projects are missing the department information

Filling Missing Information

Once Anna identifies gaps, you can ask her to fill in the missing information – either with specific values or by coordinating with team members.

Example: Bulk updating empty fields

You: “Fill any empty department field with ‘Marketing’”

Anna: Anna will immediately update all projects with empty Department fields to show “Marketing” as the value.

Important notes about bulk updates:

• Anna updates fields immediately when you give the command
• There is a confirmation prompt – be specific with your requests
• Anna will update all matching projects that you have permission to edit
• You can undo changes by manually updating fields in Project Properties if needed

Finding Missing Info: Supported Fields

Anna can check for missing information in many project and task fields.

Commonly Supported Fields:

• Project Owner
• Project Description
• Start Date
• End Date
• Status
• Custom fields (like Department, Budget, Priority, Risk Level, etc.)
• Task assignees
• Task due dates

Handling Missing Information with Users

When you don’t want to bulk-update fields yourself, Anna can coordinate with team members to fill in missing information.

Example workflow:

You: “Check all projects for missing owners and contact the project managers to assign them”

Anna: “I found 3 projects without assigned owners:

• Website Redesign
• Customer Portal Upgrade
• Security Audit Implementation

I’ll send emails to the project managers asking them to assign project owners.”

What Anna does:

1. Identifies the relevant project managers or team leads
2. Sends professional emails requesting they fill in the missing information
3. Tracks responses and updates you when team members take action
4. Removes items from the “missing information” list once fields are filled

Quality Assurance: Verifying Changes

After Anna identifies missing information or makes bulk updates, you may want to verify the changes.

To manually review or update a metadata field:

1. Navigate to the project in question
2. Open Project Properties (click the “i” icon or three-dot menu)
3. Find the field that was updated or needs verification
4. Review the value Anna entered
5. Make manual corrections if needed
6. Save your changes

Anna will recognize your manual updates and adjust her records accordingly.

Authorization and Permissions

Critical: Anna respects your user permissions

Anna can only perform actions that you are authorized to do yourself:

• If you have Editor or Admin access to a project → Anna can update fields in that project
• If you have Viewer access only → Anna cannot make changes, even if you ask
• If you don’t have access to a portfolio → Anna cannot check or update projects in that portfolio

What happens when you lack permission:

If you ask Anna to update fields in projects you don’t have permission to edit:

• The fields will not be updated
• Anna will notify you and explain why the action failed
• The action simply doesn’t happen due to insufficient authorization

Example scenario:

If a user with Viewer role in a portfolio asks Anna: “Fill all empty department fields with ‘Marketing’”

• ❌ Anna will not update any fields
• ❌ Anna will send an error message
• ❌ The user will receive a failure notice

To verify your permissions: Check your role in Settings → Users Management or ask your workspace administrator about your access level.

Best Practices for Missing Information Management

• Run regular checks: Schedule monthly or quarterly reviews with Anna to catch missing data early
• Prioritize critical fields: Focus on project owners, budgets, and dates first—these are essential for reporting
• Test bulk updates carefully: Start with a small test (“Fill department for Project X”) before doing bulk updates
• Set organizational standards: Define which fields are mandatory for your organization
• Verify after bulk changes: Spot-check a few projects after bulk updates to ensure accuracy
• Use coordination for complex data: For fields requiring context or decision-making, ask Anna to coordinate with users rather than bulk-filling
• Document your field names: Keep track of custom field names so you can ask Anna about them accurately

Working with Anna at the Project Level

While Anna can help with portfolio-wide tasks like checking for missing information and managing overdue tasks across projects, her capabilities are also powerful at the individual project level.

What Anna Can Do Within a Project

When you’re working inside a specific project, Anna can help you make detailed changes and manage your project timeline:

Task Management:

• Add tasks: “Add a task called ‘Review wireframes’ to the Design workstream”
• Add subtasks: “Add three subtasks under ‘User Testing’ for recruitment, execution, and analysis”
• Change task colors: “Change the color of ‘Budget Review’ task to red”
• Update task status: “Mark ‘Requirements Gathering’ as complete”
• Change start/end dates: “Move the ‘Design Phase’ start date to March 25”
• Add or change assignees: “Assign Sarah to the ‘Testing’ task”
• Add descriptions: “Add the following description to ‘API Integration’ task…”

Milestone Management:

• Add milestones: “Add a milestone for ‘Beta Launch’ on April 15”
• Remove milestones: “Remove the ‘Phase 1 Complete’ milestone”
• Update milestone dates: “Move the ‘Go-Live’ milestone to May 1”

Dependencies:

• Create dependencies: “Make ‘Testing’ depend on ‘Development’ being complete”
• Remove dependencies: “Remove the dependency between Task A and Task B”
• Update dependency relationships: “Change the dependency so ‘Design’ must finish before ‘Development’ starts”

How to Use Anna at the Project Level

1. Open the specific project you want to work on
2. Click the Ask Anna button (bottom right)
3. Ask Anna to make changes using natural language
4. Anna will make the changes immediately and confirm what was done

Example conversation:

You: “Add a task called ‘Security Audit’ to the Finishing & Upholstery workstream, assign it to Mike, and set the due date for April 10”

Anna: “I can see the Finishing & Upholstery workstream (id: 00001). The existing tasks end on Apr 22, so April 10 fits without any overlap. I’ll use April 10 as both the start and end date since only a due date was specified.”

Anna: “added task Security Audit”

Anna: “Done! ✅ Security Audit has been added to the Finishing & Upholstery workstream, assigned to Mike, with a due date of April 10.”

Why Use Anna at the Project Level?

When you’re working inside a specific project, Anna becomes a hands-on project partner who can make detailed changes to your timeline. This is where Anna’s capabilities are most extensive—think of her as an extra team member who can execute project management tasks instantly.

Key advantage: Instead of manually clicking through menus to add tasks, update dates, or create dependencies, you can simply tell Anna what you need in natural language, and she’ll make the changes immediately.

Bottom line: For detailed project management work—building timelines, managing tasks, creating dependencies—open the specific project and work with Anna there. For oversight tasks like managing overdue items, finding missing data, or getting summaries, Anna can help you at both the project and portfolio levels.

AI Security and Data Protection

Anna is built with enterprise-grade security to protect your project data and ensure safe AI interactions.

Enterprise AI Services

Anna uses Proggio’s enterprise AI infrastructure, which includes:

• Secure data handling: All data is encrypted in transit and at rest
• No data retention by AI providers: Your project information is not stored or used to train external AI models
• Compliance-ready: Meets SOC 2, GDPR, and other industry standards
• Access controls: Anna respects your existing Proggio permissions and role-based access

For complete details on Proggio’s security practices, see our Security Documentation.

Authorization-Based Access

Anna always operates within your authorization level.

This means:

• Project visibility: Anna can only access projects you have permission to view
• User data: Anna only sees team member information for projects you’re authorized to access
• Action limits: Anna cannot perform actions (like deleting projects) that exceed your user permissions
• Workspace boundaries: Anna operates only within your workspace and cannot access other organizations’ data

Example scenarios:

Scenario 1: Portfolio Manager

If you’re a portfolio manager with access to all IT projects:

• ✅ Anna can check all IT projects for overdue tasks
• ✅ Anna can identify missing information across the entire portfolio
• ✅ Anna can send follow-ups to all IT team members

Scenario 2: Project Team Member

If you’re assigned to specific projects only:

• ✅ Anna can help with tasks in your assigned projects
• ❌ Anna cannot access or report on projects you have no permissions for
• ✅ Anna can follow up on your overdue tasks
• ❌ Anna cannot send emails on behalf of projects outside your permissions

Email Security

When Anna sends emails on your behalf:

• Authenticated sending: Emails are sent from verified Proggio domains
• User attribution: Emails indicate they’re from Anna on behalf of you
• Audit trails: All sent emails are logged in Proggio for compliance
• Opt-out available: Recipients can request to stop receiving Anna’s automated emails

Data Privacy Considerations

When using Anna, keep these privacy guidelines in mind:

• Sensitive information: Avoid including confidential data (SSNs, financial details) in project descriptions that Anna might reference
• External sharing: Don’t forward Anna’s email address to people outside your organization
• Personal data: Anna only uses work-related contact information stored in Proggio
• Deletion rights: When projects are deleted, associated Anna conversations are removed per your data retention policies

Administrator Controls

Workspace administrators have additional controls:

• Enable or disable Anna for specific users or teams
• Configure which Anna features are available (overdue tasks, missing info checks, etc.)
• Set limits on automated email frequency
• Access audit logs of all Anna activities
• Manage data retention policies for Anna conversations

If you have security questions or need to adjust Anna’s settings for your organization, contact your workspace administrator or Proggio support.

Stay Tuned for Additional Action Areas

Providing Feedback

As a beta feature, your feedback is crucial to Anna’s development.

How to share feedback:

1. Via email: Contact [email protected] with “Anna Feedback” in the subject
2. Feature requests: Tell us what you’d like Anna to do – your input directly influences our roadmap

Staying Updated

To stay informed about Anna’s new capabilities:

• Check the What’s New section in Proggio regularly
• Watch for in-app notifications when new Anna features are released
• Subscribe to Proggio’s newsletter for product updates
• Follow our help center for new tutorials as features launch

Getting Started with Anna

Quick Start Checklist

Ready to start using Anna? Follow these steps:

1. ✅ Verify Anna is operational in your workspace (see Section 3)
2. ✅ Find and save Anna’s email address to your contacts
3. ✅ Review your overdue tasks in the Agent Center and let Anna handle a few
4. ✅ Try requesting a project summary via email or chat
5. ✅ Run a missing information check on one portfolio to see what gaps exist
6. ✅ Set a calendar reminder to review Anna’s suggestions weekly

Best Practices Summary

• Start small: Begin with overdue tasks before expanding to other features
• Review regularly: Check the Agent Center weekly for actionable items
• Leverage email: Use Anna’s email for quick requests when you’re mobile
• Maintain data quality: Use missing information checks to keep projects complete
• Trust but verify: Review Anna’s suggestions before taking action on critical items
• Provide feedback: Help improve Anna by rating responses and sharing feature ideas

Need Help?

If you have questions about using Anna or encounter any issues:

• Check our help center: Search for Anna-related tutorials and FAQs
• Contact support: Email [email protected] with your question
• Ask your admin: Your workspace administrator can help with permissions and configuration

Anna is here to make your project management easier—start small, experiment, and discover how she can save you time every day.