Friday, 3:40pm. Ola from the agency has to prepare a weekly team task report, and the client is asking what's been done on their website. She used to open tasks one by one and copy the details into a spreadsheet; now she can point the AI Assistant to the right sources, check the table and ask for the file.
A task report starts with a question: what do you actually want to show?
Ola will show the client tasks from this week from the "New website" Workspace: the ones done and the ones in progress. This scope separates work on the website from the agency's internal matters.
Ola manages tasks in Task Manager for the website, campaigns and offers. The client is asking about the website, so a report covering the whole agency would just be noise to them. Ola picks the "New website" Workspace as her reference point and notes the question to herself: which tasks related to this space were completed this week, and which are still in progress?
The data needed for such an answer is in the tasks: subject, description, status, due date, priority and assigned people. The thread also records system messages about changes to status, due date, priority and name, as well as people being added or removed. This lets you distinguish a task's current state from arrangements that changed along the way. However, changing the description itself doesn't create a separate system entry.
If you want to review matters that need attention before the report, use task filters. The "Due today" and "Overdue" tiles narrow down the visible list, and filters let you choose status, priority or item type. A list filter, however, doesn't replace choosing the sources for a conversation with the AI Assistant. These are separate decisions: one helps you browse tasks, the other tells the assistant what to use.
How do I point the AI Assistant to tasks from an entire Workspace?
Open the AI Assistant, start a thread with the "+ New" button and select "Sources" under the conversation title. A new thread starts with your tasks; to ask about a Workspace's tasks and chats, point to that space as a source.
In the sources window, click a row to select an item; use the arrow next to it to drill down into its contents. So you can pick the whole Workspace or go down to specific tasks and chats. Ola selects "New website", because the client is asking about work on the site, not about the sales offer or the campaign.
This is an important boundary: the Workspace covers the space's tasks and chats, but the AI Assistant only sees the ones you have permission to access. The administrator has access to all tasks and chats. If the report needs to include an item you can't see, simply asking the AI won't grant you access to it.
For a broad scope, check the usage bar below the source list. If you point to more content than the model can accept, the assistant will tell you what it didn't include. For very broad questions, it may also only include a few best-matching elements. In that case, narrow the question down to a single Workspace or point to specific tasks. More context doesn't always mean a more complete answer.
One prompt can prepare a table, but check it before exporting
Ask the AI Assistant for a table covering the scope you've specified, and state what you want to see in it. Only after reading the response should you ask for Excel or CSV, since these formats require tabular data.
Ola writes: "Create a table with this week's tasks in the New website Workspace. Show the subject, assigned person, due date and status. Separate completed tasks from those in progress." This isn't a ready-made template - the table layout may differ.
On screen, she checks whether the tasks the client asked about have appeared. If "Website project" is missing, she doesn't correct the spreadsheet manually just yet: she goes back to the sources and refines the question. She can also ask: "Show only tasks related to the website, without arrangements from other projects." Before downloading, Ola checks the task names, statuses and due dates.
When the table meets her needs, she writes: "Prepare an Excel file from this table." The AI prepares the content, and Task Manager puts the file together and shows a "Download …" button. The Assistant supports Word (DOCX), PDF, Excel (XLSX), CSV and HTML. Word, PDF and HTML can be generated directly from a descriptive response; Excel and CSV require a table. If you'd like to see other examples of such prompts, take a look at tables created by AI.
Keep the downloaded file wherever you store reports for the client. The download link is private, works only for a logged-in person with access to the given task or chat, and expires after 24 hours. After that, ask the AI Assistant to regenerate the file.
When you only need a single thread, don't gather the whole Workspace
You can prepare a report from a single task without setting up a broad set of sources. Open the task or chat, switch on private "AI Assistant" mode next to the reply field, and ask for a summary in a Word, PDF or HTML file.
On Wednesday, Marek opens "Website Project" before a call with the client. He types: "Prepare a Word document summarising this thread." The Assistant sees the thread's content and its attachments, and the question plus the answer are visible only to Marek - the answer carries a "FOR YOU ONLY" label. It isn't added to the team's conversation as an ordinary message.
If you only need to keep a single message, AI doesn't even need to put together a report. The ⋮ menu next to a message or note lets you choose "Export to PDF", "Export to Word" or "Export to TXT". The file downloads straight away and has a header with the author, time and thread. You can export a single AI Assistant reply the same way.
Before sending such a file, check which version of the message you're looking at. If you're using "Organise" mode, the export will include the version shown, as prepared by AI, along with a note about the mode. To get the original, switch the view to "Original content" and export again. Read more about working within a thread itself in asking the AI Assistant questions.
You can repeat the Friday ritual, but the report won't send itself
A thread with sources already set stays on the list, so the following Friday you can return to that conversation and ask a new question. The AI Assistant, however, doesn't generate a weekly report automatically at a set time.
Name the thread "Weekly report" and star it to find it more easily. When you want to start a separate conversation with the same set of sources, use the "Duplicate with sources" option in the ⋮ menu. Before the next export, check the date range in the question and the content of the answer again; don't assume the thread's name defines the week the report should cover.
You can ask: "Remind me at 3pm on Friday about the report." The reminder is saved only after you click "Yes, do it", and at the set time you'll get a notification in the app. That's a signal for you, not a schedule for creating the file. If you need to get task deadlines themselves in order before Friday, see how to keep track of deadlines in a team.
Before sending the report on, read it as if it were a message to a client: check the names, statuses, scope, and whether any important task has been left out. The Assistant can draft an email, but sending it requires your confirmation. You also need to set up personal SMTP, meaning sending from your own email address. Don't treat an AI reply as proof that the email has already gone out.
Before your first attempt, you need access to AI and the right data
To prepare a report with the AI Assistant, the administrator must choose a provider and model and supply an API key. This is your company's key, which lets the application send requests to the model provider. The administrator must also enable access to the assistant window. Without AI, Task Manager still lets you run tasks and use filters, but it won't prepare the report described here through the AI Assistant for you.
You can choose from OpenAI, Google Gemini, Anthropic Claude and xAI Grok. The API key belongs to your company, and you pay the model provider directly for requests, separately from your Task Manager licence. When you use AI, the content of the selected sources is sent to the external model provider - so pick the scope the report actually needs, rather than selecting everything. If you want to assess this flow more closely, read how to build a company knowledge base on your own sources.
For the next Friday round-up, create a "Weekly report" thread, point it at one Workspace, and first ask for a table covering a specific week. Read it on screen, adjust the scope of the question if needed, and only then download the file. You can check the whole path in Demo.
Frequently asked questions
Does Task Manager have a ready-made reporting module?
No, the report is generated as a response from the AI Assistant, which Task Manager can turn into a Word, PDF, Excel, CSV or HTML file. There is no separate "Reports" tab.
How do I create a weekly report of team tasks, not just my own?
In the AI Assistant window, choose "Sources" and point to the relevant Workspace instead of relying on the default "My Tasks". The Assistant will only consider tasks and chats you have permission to access; the administrator has access to all of them.
Why do I get a description instead of a task summary in Excel?
Excel and CSV require tabular data, so first ask for a table with the information you need, and only then ask for the file. Word, PDF and HTML can be generated directly from a descriptive response.
Will the report download link still work in a week?
No, the private download link expires after 24 hours. After that, ask the AI Assistant to regenerate the file.
Can I set up a weekly report to be created automatically every Friday?
No, the AI Assistant can remind you about the report, but it won't prepare it automatically at a set time. The reminder is created after you confirm "Yes, do it".
Sources
The Task Manager Team - we write about teamwork, AI in business and keeping tasks organised, using examples from Task Manager, software installed on your own server. Task Manager has been developed by Blue Creation Group (Piotr Łącz) since 2013 and is used by organisations including Neonet, the Military University of Technology and Polpharma - read customer reviews. We check our articles against the user guide and the latest version of the software.
