open-notebook/docs/3-USER-GUIDE/transformations.md

Transformations - Batch Processing Your Sources

Transformations apply the same analysis to multiple sources at once. Instead of asking the same question repeatedly, define a template and run it across your content.

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When to Use Transformations

Use Transformations When	Use Chat Instead When
Same analysis on many sources	One-off questions
Consistent output format needed	Exploratory conversation
Batch processing	Follow-up questions needed
Creating structured notes	Context changes between questions

Example: You have 10 papers and want a summary of each. Transformation does it in one operation.

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Quick Start: Your First Transformation

1. Go to your notebook
2. Click "Transformations" in navigation
3. Select a built-in template (e.g., "Summary")
4. Select sources to transform
5. Click "Apply"
6. Wait for processing
7. New notes appear automatically

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Built-in Transformations

Open Notebook includes ready-to-use templates:

Summary

What it does: Creates a 200-300 word overview
Output: Key points, main arguments, conclusions
Best for: Quick reference, getting the gist

Key Concepts

What it does: Extracts main ideas and terminology
Output: List of concepts with explanations
Best for: Learning new topics, building vocabulary

Methodology

What it does: Extracts research approach
Output: How the study was conducted
Best for: Academic papers, research review

Takeaways

What it does: Extracts actionable insights
Output: What you should do with this information
Best for: Business documents, practical guides

Questions

What it does: Generates questions the source raises
Output: Open questions, gaps, follow-up research
Best for: Literature review, research planning

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Creating Custom Transformations

Step-by-Step

1. Go to "Transformations" page
2. Click "Create New"
3. Enter a name: "Academic Paper Analysis"
4. Write your prompt template:

   "Analyze this academic paper and extract:

   1. **Research Question**: What problem does this address?
   2. **Hypothesis**: What did they predict?
   3. **Methodology**: How did they test it?
   4. **Key Findings**: What did they discover? (numbered list)
   5. **Limitations**: What caveats do the authors mention?
   6. **Future Work**: What do they suggest next?

   Be specific and cite page numbers where possible."

5. Click "Save"
6. Your transformation appears in the list

Prompt Template Tips

Be specific about format:

Good: "List 5 key points as bullet points"
Bad: "What are the key points?"

Request structure:

Good: "Create sections for: Summary, Methods, Results"
Bad: "Tell me about this paper"

Ask for citations:

Good: "Cite page numbers for each claim"
Bad: (no citation request)

Set length expectations:

Good: "In 200-300 words, summarize..."
Bad: "Summarize this"

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Applying Transformations

To a Single Source

1. In Sources panel, click source menu (⋮)
2. Select "Transform"
3. Choose transformation template
4. Click "Apply"
5. Note appears when done

To Multiple Sources (Batch)

1. Go to Transformations page
2. Select your template
3. Check multiple sources
4. Click "Apply to Selected"
5. Processing runs in parallel
6. One note per source created

Processing Time

Sources	Typical Time
1 source	30 seconds - 1 minute
5 sources	2-3 minutes
10 sources	4-5 minutes
20+ sources	8-10 minutes

Processing runs in background. You can continue working.

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Transformation Examples

Literature Review Template

Name: Literature Review Entry

Prompt:
"For this research paper, create a literature review entry:

**Citation**: [Author(s), Year, Title, Journal]
**Research Question**: What problem is addressed?
**Methodology**: What approach was used?
**Sample**: What population/data was studied?
**Key Findings**:
1. [Finding with page citation]
2. [Finding with page citation]
3. [Finding with page citation]
**Strengths**: What did this study do well?
**Limitations**: What are the gaps?
**Relevance**: How does this connect to my research?

Keep each section to 2-3 sentences."

Meeting Notes Template

Name: Meeting Summary

Prompt:
"From this meeting transcript, extract:

**Attendees**: Who was present
**Date/Time**: When it occurred
**Key Decisions**: What was decided (numbered)
**Action Items**:
- [ ] Task (Owner, Due Date)
**Open Questions**: Unresolved issues
**Next Steps**: What happens next

Format as clear, scannable notes."

Competitor Analysis Template

Name: Competitor Analysis

Prompt:
"Analyze this company/product document:

**Company**: Name and overview
**Products/Services**: What they offer
**Target Market**: Who they serve
**Pricing**: If available
**Strengths**: Competitive advantages
**Weaknesses**: Gaps or limitations
**Opportunities**: How we compare
**Threats**: What they do better

Be objective and cite specific details."

Technical Documentation Template

Name: API Documentation Summary

Prompt:
"Extract from this technical document:

**Overview**: What does this do? (1-2 sentences)
**Authentication**: How to authenticate
**Key Endpoints**:
- Endpoint 1: [method] [path] - [purpose]
- Endpoint 2: ...
**Common Parameters**: Frequently used params
**Rate Limits**: If mentioned
**Error Codes**: Key error responses
**Example Usage**: Simple code example if possible

Keep technical but concise."

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Managing Transformations

Edit a Transformation

1. Go to Transformations page
2. Find your template
3. Click "Edit"
4. Modify the prompt
5. Click "Save"

Delete a Transformation

1. Go to Transformations page
2. Find the template
3. Click "Delete"
4. Confirm

Reorder/Organize

Built-in transformations appear first, then custom ones alphabetically.

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Transformation Output

Where Results Go

• Each source produces one note
• Notes appear in your notebook's Notes panel
• Notes are tagged with transformation name
• Original source is linked

Note Naming

Default: "[Transformation Name] - [Source Title]"
Example: "Summary - Research Paper 2025.pdf"

Editing Output

1. Click the generated note
2. Click "Edit"
3. Refine the content
4. Save

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Best Practices

Template Design

1. Start specific - Vague prompts give vague results
2. Use formatting - Headings, bullets, numbered lists
3. Request citations - Make results verifiable
4. Set length - Prevent overly long or short output
5. Test first - Run on one source before batch

Source Selection

1. Similar content - Same transformation on similar sources
2. Reasonable size - Very long sources may need splitting
3. Processed status - Ensure sources are fully processed

Quality Control

1. Review samples - Check first few outputs before trusting batch
2. Edit as needed - Transformations are starting points
3. Iterate prompts - Refine based on results

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Common Issues

Generic Output

Problem: Results are too vague Solution: Make prompt more specific, add format requirements

Missing Information

Problem: Key details not extracted Solution: Explicitly ask for what you need in prompt

Inconsistent Format

Problem: Each note looks different Solution: Add clear formatting instructions to prompt

Too Long/Short

Problem: Output doesn't match expectations Solution: Specify word count or section lengths

Processing Fails

Problem: Transformation doesn't complete Solution:

• Check source is processed
• Try shorter/simpler prompt
• Process sources individually

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Transformations vs. Chat vs. Ask

Feature	Transformations	Chat	Ask
Input	Predefined template	Your questions	Your question
Scope	One source at a time	Selected sources	Auto-searched
Output	Structured note	Conversation	Comprehensive answer
Best for	Batch processing	Exploration	One-shot answers
Follow-up	Run again	Ask more	New query

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Summary

Transformations = Batch AI Processing

How to use:
1. Define template (or use built-in)
2. Select sources
3. Apply transformation
4. Get structured notes

When to use:
- Same analysis on many sources
- Consistent output needed
- Building structured knowledge base
- Saving time on repetitive tasks

Tips:
- Be specific in prompts
- Request formatting
- Test before batch
- Edit output as needed

Transformations turn repetitive analysis into one-click operations. Define once, apply many times.