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.

---

## 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.

---

## 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
```

---

## 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
```

---

## 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"
```

---

## 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.

---

## 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."
```

---

## 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.

---

## 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
```

---

## 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

---

## 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

---

## 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 |

---

## 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.