What is an AI condition in Automations?
Some enquiries are hard to identify using keywords. A “complaint” won’t always contain the word “complaint”, an invoice may be called skan_0043.pdf, and a contact form submission and a newsletter may come from the same address. The AI condition in Task Manager automations lets you describe in plain language what needs to be checked. The model answers “yes” or “no”.
An automation has three parts: WHEN something happens, IF the conditions are met, DO the actions. It works inside the app, without Zapier or Make. “AI evaluates (custom condition)” is one of the available conditions, alongside priority, status, sender and a phrase in the subject. You don’t have to use it.
AI can see the sender, subject, author, an excerpt of the content, event title and attachment names. It doesn’t look inside files. If it isn’t sure, it answers “no”.
Where does this condition go in a Recipe?
The AI condition is checked last, regardless of where you place it. Filters such as the presence of an attachment, the sender or a word in the subject are applied first. Only events that pass those filters are sent to the model. Each request incurs a cost, so the administrator sets a daily limit for AI requests from automations. It is 200 by default; set it to 0 to disable the limit. Once the limit is reached, recipes using AI are skipped for the rest of the day. A record is added to the history, and the counter resets at midnight.
The second AI element is the “Write a message with AI” action. Each of these two elements can use its own knowledge sources: a note, a Files folder, a chat, a task, a workspace or an inbox. So you can assess a request based on your terms and conditions, then reply using your price list. The material is sent to the model with every event. The limit is around 12,000 characters, compared with 60,000 in the AI Assistant. Sources that do not fit are skipped entirely, so it is better to select a specific folder than an entire workspace. When you add knowledge, AI is instructed to say clearly if it cannot find the answer in the sources.
You can also describe a recipe to the AI Assistant, for example: “Answer questions about pricing based on the Price Lists folder”. The Assistant will prepare a draft and explain how it will work. The draft remains unsaved and disabled until you save it yourself.
What do you gain?
You do not need to read every message to separate requests from quotes or invoices. You can focus on matters that need your decision, instead of manually sorting complaints and documents. If the assessment is uncertain, the automation would rather do nothing than take the wrong action.
You also do not need to turn your own judgement into a list of keywords. That list needs updating when customers start describing the same issues differently. Instead, you specify what you want to identify.
You are not left in the dark when something goes wrong. You do not have to reconstruct what happened from memory to decide whether to adjust a rule.
Use case: service inbox
Complaints, quote requests, supplier invoices and newsletters all arrive in the same inbox. Every morning, someone reviews the messages to find the ones that need a response.
First recipe: WHEN a new email arrives, IF AI recognises a complaint or problem report, DO - create a high-priority task due tomorrow and send a notification. You will find the ready-made recipe “Complaint → urgent task (AI)” under “+”. Select a workspace, review the unsaved draft and click “Save”.
Second recipe: WHEN a new email arrives, IF it has an attachment and AI identifies it as an invoice, DO - save the attachments to Faktury / {{rok}} / {{miesiac}}. This one is ready-made too: “Invoice from email → folder (AI)”. Any missing folders are created automatically.
Before enabling a recipe, click “Test”. The engine takes the latest events that match the trigger and shows you what would happen. It does not perform any actions or send anything.
Frequently asked questions
Does a condition have to use AI?
No. Task Manager automations also include filters for priority, status, Workspace, sender, a phrase in the subject or message, file name, and the condition “overdue by N hours”. “AI evaluates (custom condition)” is useful when a fixed rule isn’t enough.
Can I see how the automation made its decision?
Yes. The History button shows events that matched the trigger: those that ran, along with their list of steps; those that were skipped, along with the condition that stopped them; and errors with the server message. Entries are kept for 30 days.
Can a Recipe access someone else’s email?
No. An automation only responds to its creator’s inboxes and runs with their permissions. It won’t post in someone else’s task or create a task in a Workspace the creator can’t access. An administrator can’t create a rule based on someone else’s email either.
What happens if a rule starts failing?
After three consecutive errors, the Recipe pauses itself and its creator receives a notification and an email. Exceeding the hourly run limit also pauses the Recipe; its creator receives a notification and an email.