What is the AI Agent in Task Manager?
The AI Agent in Task Manager handles actions that need to happen later or require several steps. You describe what needs to happen. The AI Agent puts together a plan and saves it. If the app is closed, carrying out scheduled steps on time requires a configured CRON job; without one, steps may start when someone is using the app.
The Agent and the Assistant use the same field, but work differently. The Assistant responds straight away. You confirm a reminder with the "Yes, do it" button, sending an email with the "Send" button, and a task is only created once you click "Save" in the "Add task" window. An Agent plan starts right after it's saved, with no confirmation window. Steps whose due time has already passed are carried out during that same query. You can cancel a plan in the thread using "AI Assistant" mode by typing "cancel plan 13" or "cancel everything". Worth bearing in mind before asking it to send an email.
A plan can have up to ten steps and expires after thirty days. In a plan, execution times are recorded in the Europe/Warsaw time zone; a step can also depend on a previous step or have a condition.
What can the AI Agent do in a step?
The AI Agent has six types of steps. It can send a message to the thread on your behalf and tag several people at once. It applies an access filter to recipients. If the message is public, the people tagged in it receive an email about it, provided they have such notifications enabled.
It can send an email only through your personal SMTP settings under Settings → Profile. It can draft the message using context from the thread. The email it sends can omit the “Open thread” button. It can also send a notification - for a private task, the thread entry and email go only to the person specified, while for a regular task, all thread participants can see the entry and receive the email, provided they have notifications enabled.
The other types of steps are checking the history, waiting for a reply and waiting for a keyword. When waiting for a keyword, the AI Agent resumes the plan when the expected author posts a message containing the specified word.
When building a plan, the agent can only point to participants of the thread. A request like "send an email to jan@firma.pl with a summary" without a deadline doesn't turn into a plan: the Assistant prepares a "Message to send" card, and the email goes out only after you click "Send". A delayed send, for example "tomorrow at 9:00", does become a plan.
What do you gain?
You don't have to remember to follow up on Thursday about “remind Marek if he hasn't sent back the signed contract by Wednesday”. You don't have to check each morning to see if he's replied; you can return to the matter only when something actually needs to be done.
You also don't have to be at your computer at six in the evening for a message to go out at six - provided your administrator has configured a scheduled task on the server. Without one, sending depends on whether someone is using the app.
You do need to check the request before it is sent. The plan starts without asking again, so a confirmation prompt won't catch any mistakes.
An everyday example
You're sending a quote to a client. You want to follow up in a few days, but it's easy to miss the date. You ask the AI Agent to send a polite follow-up from your address in three days, with the message drafted using the thread context.
The Agent saves the plan. When it carries out a sending step, it adds an entry to the thread: “Sent by email to X”. The entry’s visibility depends on the task’s privacy settings. If you change your mind before the step is carried out, cancel the entire plan by giving its number, or open the scheduled email in Calendar and change its due date, edit its content or cancel just that step - the rest of the plan will continue.
Frequently asked questions
Will the AI Agent ask for my approval before taking action?
No. The plan becomes active as soon as you save it. Steps whose due dates have already passed are carried out without asking again. The “Yes, execute” prompt applies to actions the AI Assistant carries out immediately, not to AI Agent plans.
How do I cancel a scheduled action?
In a task or chat thread, switch on "AI Assistant" mode and type "cancel plan 13" with the number of the relevant plan, or "cancel everything". You can only cancel your own active plans.
What address does the AI Agent send emails from?
The AI Agent sends emails exclusively through your personal SMTP account, configured under Settings → Profile.
How many steps can a plan have?
A plan can have up to ten steps. It expires thirty days after it is created.
Can the AI Agent message someone who isn't in the thread?
A message in the app - no. The AI Agent can only select thread participants as plan recipients and also applies an access filter. Email is different: you can enter any address, and the message is sent from your personal SMTP account.