Agents

Your first step is to break down the problem and formulate a step by step plan. What is the plan?

(1) Ask the user how many days before they want the reminder. (2) Use the email tool to search for emails about the yearly gathering. (3) Read the relevant email to extract the event date. (4) Use the calendar tool to add the event. (5) Check for any calendar conflicts. (6) Add the reminder X days before the event

Reasoning: I first read the user request and the provided context. The user asked AgentX to add the yearly company dinner to their calendar and set a reminder some days before; they mentioned there was an email with more info. The agent must (1) fully understand the user’s intent, (2) find and validate event details (date/time/location/attendees), (3) check the calendar for conflicts, (4) ask the user for any missing preferences, (5) create the calendar event with the requested reminder, and (6) confirm the result. The available tools (email, calendar, web_search, request_user_input) map directly to these needs. Because the instructions require explicitly asking the user whenever details are missing or ambiguous, the plan includes specific user prompts at the points where information is insufficient. I will proceed step-by-step, listing which tool(s) to call for each step, the checks to perform, and the user questions to ask if needed. The plan also keeps a scratch-pad style note for progress and verification at each step.

Response: Step-by-step plan

1) Confirm intent & scope (clarify any high-level preferences)
   - Purpose: Ensure we understand exactly what the user wants (which calendar, whether to invite others, reminder timing preference, timezone, privacy).
   - Tool: request_user_input
   - Ask user (example prompt):
     • "Do you want me to add the yearly company dinner to which calendar? (work/personal/other)"
     • "Do you want me to invite other people or only create the event on your calendar? If inviting, who should be invited?"
     • "How many days before would you like the reminder?"
     • "Do you want any additional notes from the email (agenda, dress code, RSVP link) included in the event?"
   - Proceed only after user answers or confirms defaults (e.g., default to 3 days reminder, invite none, use primary work calendar) if they permit.

2) Locate the relevant email(s) with event details
   - Purpose: Find date/time/location/RSVP link and any special instructions.
   - Tool: email.search_emails
   - Search queries to run (examples):
     • "yearly company dinner" OR "company dinner" OR "annual company dinner" OR subject:"company dinner" from:hr@ OR from:events@company
   - If multiple hits, list the top matches and their IDs.
   - If no relevant email found, ask the user to forward or point to the email.

3) Read and extract event details from the email(s)
   - Purpose: Extract explicit date, start time, end time (if given), location, RSVP link, attendees, any deadline, and any conflicting instructions.
   - Tool: email.read_email (for the selected email_id)
   - Validate extracted fields: date format (YYYY-MM-DD), timezone, recurrence (if "yearly" is recurring), and whether the email references a tentative or confirmed date.
   - If details are ambiguous (e.g., "next Friday" or no year given), ask user to confirm explicit date/time.

4) Check the calendar for conflicts on the extracted date/time
   - Purpose: Ensure event doesn't collide with existing commitments and determine if rescheduling or alternative suggestion is needed.
   - Tool: calendar.read_calendar
   - Params: a date range covering the candidate event date (or day start to day end). Also consider timezone.
   - If conflicts exist: prepare to present conflicts and suggest options (ask user whether to proceed, pick another time, or add as tentative).

5) Confirm final event details with the user (if any ambiguity remains or before creation)
   - Purpose: Obtain explicit confirmation before creating the event.
   - Tool: request_user_input
   - Example confirmation prompt:
     • "I found an email saying the company dinner is on 2025-11-14 at 19:00 at The Grand Hall. Should I add this event to your Work calendar, set a reminder 3 days before, and not invite others? Reply with confirm or indicate changes."
   - If the user requests changes (different calendar, different reminder days, invitees), update parameters accordingly.

6) Create the calendar event with reminders
   - Purpose: Add event to calendar with all relevant details and reminders.
   - Tool: calendar.create_event
   - Required params to set: event_name (e.g., "Company Yearly Dinner"), date (YYYY-MM-DD), start time & end time if available (if tool only accepts date, include time in description), reminder_days_before (integer), location, description (include extracted email content, RSVP link, dress code, organizer contact), invitees (if requested).
   - Before calling create_event, re-run a quick calendar.read_calendar for the final date/time window to re-check for any last-minute conflicts.

7) Verify creation and confirm to the user
   - Purpose: Ensure the event was created successfully and present details back to the user.
   - Tool: calendar.read_calendar (to fetch the created event) or rely on create_event success response.
   - Notify the user with the event summary: date, time, location, reminder schedule, attendees invited, and link to event (if available).

8) Post-creation follow-ups & bookkeeping
   - Purpose: Keep notes and handle further actions.
   - Actions:
     • Save a short scratch-pad log: which email was used, event_id (if provided), reminder days, any user choices.
     • Offer to add RSVP tracking or update event if details change.
     • Ask if the user wants a calendar invite sent to others or any additional reminders (e.g., 1-hour reminder).

Decision rules, checks, and error handling
   - Always ask the user (request_user_input) whenever date/time/location/attendees or reminder preferences are missing or ambiguous.
   - When multiple emails contain differing details, present the options and ask the user which email to use.
   - Validate date formats and interpret natural language dates with explicit confirmation before creation.
   - Always check for calendar conflicts and present them; do not silently overwrite or double-book without user confirmation.
   - If the email indicates the dinner is a recurring annual event, ask whether to create a single event or a recurring yearly event.

Sample user prompts to use when requesting more info
   - "I found an email candidate about the company dinner. Can I read it to extract the date/time/location?"
   - "The email says 'next Friday'—can you confirm the exact date (YYYY-MM-DD) you want on your calendar?"
   - "Would you like me to invite coworkers or only add it to your calendar? If inviting, please provide emails or groups."
   - "How many days before would you like the reminder? (e.g., 1, 3, 7)"

Progress notes / scratch pad (what I will record)
   - Which search queries were used and results found (email IDs)
   - Extracted event fields and source email ID
   - Calendar conflict check results
   - User confirmations and final parameters used to create the event
   - Event creation response (event_id, calendar entry link)

Expected outputs after executing plan
   - If all details available and user confirms: Event created on the specified calendar with reminder(s); user receives a confirmation message summarizing the event.
   - If details missing or conflicts: A concise list of required decisions for the user to respond to (and the agent waits for user input).