How does sending emails with the AI Assistant work?
The most time-consuming part of emailing a customer is gathering the information. You have to remember what was agreed, check the due date and go through the attachments. Sending an email with the AI Assistant in Task Manager starts with a request: “send an email to jan@firma.pl summarising task X6”. The assistant uses the task description, messages and attachments to prepare a draft.
A draft is not the same as sending. First, you see a “Message to send” card with the recipient, subject and content. The email is sent only after you confirm it. The assistant does not send messages on its own.
The message goes out from your address through the mailbox connected in the Mail module (Settings → Mail). If you don't have one, the Assistant will let you know and won't send the email.
What happens between your request and clicking “Send”
Make your request in plain language, with no commands or syntax to remember. You can do this in the AI Assistant window, available from the views icon in the top bar next to Calendar, Board and Notes. The other option is question mode within a task or chat thread, enabled with the purple “AI Assistant” button.
You can identify a task by name: “email jan@firma.pl with a summary of the Rekrutacja task”. The Assistant will retrieve its messages and attachments without opening the task. It can read TXT, CSV, DOCX, XLSX and PDF files. In the Assistant window, you can also select several tasks, a chat, a note, a folder from Documents or an entire workspace.
In a task or chat thread, the conversation is the context. Your request and the proposed email are private - other participants cannot see them. Only the person who made the request can confirm sending. Once sent, the proposal block changes to a confirmation, so you cannot send the same email again from that card.
If you describe a rule such as "when an email arrives at office@…, send a notification to boss@…", the Assistant may prepare an automation draft instead of an email. Once it prepares the draft, a "Go to Automations" card appears under the answer.
What do you gain?
You don't start with a blank page. When a client is waiting for a reply, you don't have to piece together what was agreed three weeks ago or look for the final attachment. You get a proposal based on what's recorded in the case. You review it instead of writing from scratch.
Your client receives a message from your address, not the application's address. You also keep control of whether it's sent: the Assistant won't send the email without your confirmation.
When is it useful?
You're closing the “Reklamacja - partia 340” task. The thread has eight messages, a PDF report and Thursday's agreement that the supplier will cover the cost of the replacement. The client is waiting for written confirmation. In question mode, you ask for an email summarising this to be sent to their address.
The Assistant reads the thread and the text in the PDF report - it can read up to around 50 KB of text from a message attachment. It drafts a message about the claim, what was agreed and the replacement date. You review the proposal. If the delivery date changed this morning, you don't confirm a message with an outdated date. You don't need to switch to another programme to prepare it.
Frequently asked questions
Do I need the Mail module?
Yes, to send from a Shared Inbox - this module is included in the Pro plan.
Can the AI Assistant send an email without my approval?
No. The assistant prepares a draft, and the message is sent only after you confirm it. Messages scheduled for later are handled by the AI Agent.
Which address does a message sent by the Assistant come from?
The message goes out from your address, that is from the mailbox connected in the Mail module (Settings → Mail). Without a connected mailbox, the Assistant will tell you it's missing and won't send the email.
Can I cancel a message prepared for sending?
Yes. The assistant prepares a draft email for you to approve. In a task or chat thread, you can send or cancel it.
Will the Assistant include attachments from the case?
Yes. When summarising a task or chat, the Assistant reads files added to the thread in TXT, CSV, DOCX, XLSX and PDF formats. It cannot read older DOC files or scanned PDFs without a text layer.