What is the AI Assistant in Task Manager?
The AI Assistant in Task Manager answers questions about your work. You can write: “summarise the Recruitment task”, “show my overdue tasks” or “prepare a PDF with a summary of task X6”. Its answers are based on Tasks, Chats and Files that you can access. You don't need to learn commands - just ask in plain language.
The assistant can't see the whole company. It can see what you have permission to access; administrators have access to everything. If you lose access to a task, the assistant will leave it out of your next answer, even if you previously selected it as a source.
Every conversation is private. No one else can see your conversations with the assistant, not even an administrator.
The AI Assistant works in both licence variants. In the Pro variant, it additionally draws on the knowledge base of the whole company, described on the "Company Knowledge" page.
What does a conversation with the assistant look like?
You open the Assistant via the views icon in the top bar, next to Calendar, Board and Notes. These windows occupy the same space: choosing one closes the previous one. The remembered layout - full or docked to the bottom - applies to all of them.
On the left, you'll see a list of threads. Each has its own title, history and set of knowledge sources. The title is based on the first question, but you can change it. You can star threads, drag them around the list and filter them by Workspace, time, source type or favourites. You can also check which conversations involved the assistant making a change: creating a task, changing a status or setting a reminder. Search scans conversation titles and content and shows the number of matches.
Choose the context using the “Sources” button above the conversation. You can select several tasks, a chat, a note, an entire Workspace and a Calendar with upcoming due dates (7 days by default). Browse the selection window just like the Files module: click a row to select a source, and use the arrow to go one level deeper. Selecting a task or chat also includes files from messages and files added in the Files module.
Below the list of sources, you'll see a usage bar. If you select more information than the model can handle, the assistant will tell you what it left out. It leaves out general scopes first; tasks you select directly are kept.
Attach a file using the paperclip in the message box, or paste one from the clipboard with Ctrl/Cmd+V. While working, the assistant shows its current step, for example “Reading attachments…”, “Reviewing sources: my tasks, mail” or “Writing a response…”.
What do you gain?
You don't need to open five places to piece together one case. Instead of reading forty messages from last month and then looking through three documents separately, ask a specific question. You'll get an answer based on messages and files.
You don't need to remember how to use the programme to get something done. Tell it what you want, then review and approve the suggestion. You have time to make changes before the email is sent or the task is created.
You don't have to start every piece of writing with a blank page. A report, thread summary, document summary or comparison table can be created as a draft for you to edit instead of writing from scratch.
An everyday example
A client calls about a quote from two months ago. The thread has fifty messages and two PDF quotes; you have the meeting notes separately. You open a new assistant thread and select the task and notes as sources. Attachments from the task are included too. You ask what was agreed about the deadline and discount. If the PDFs are scans with no text layer, the assistant can't read their contents. Very large files may be truncated.
Then you ask: “prepare a Word document summarising this task”. The AI writes the content, the application creates the file and displays a “Download” button. Finally, you write: “remind me about this task the day before it's due”. You get a card with the date and time. The reminder is only created when you click “Yes, do it”. If the task's due date changes, the reminder moves with it.
Frequently asked questions
Can I use the AI Assistant without configuring a provider?
No. An administrator must configure an AI provider. Without one, trying to use the assistant results in an error explaining why.
Can the assistant see other people's tasks and emails?
The assistant can only see Tasks and Chats that you have permission to access; administrators have access to everything. Mail appears in the source selector only if an administrator enables it in Settings → AI. It's disabled by default. You can only select your own mailboxes - no one can select someone else's mail, not even an administrator.
Which AI providers can I connect?
In Settings → AI, an administrator chooses one of four providers: OpenAI, Gemini, Claude or Grok. They enter an API key and choose a model from a list retrieved from the provider's API. They also set the maximum response length, from 1024 to 16384 tokens.
Can the assistant send an email without my knowledge?
No. Sending always requires your confirmation with a button. The assistant drafts a message and uses your personal SMTP settings from Settings → Profile. If SMTP isn't configured, it will let you know and won't send the message.
What happens if the AI says it did something, but it didn't?
The application checks these confirmations. If an action wasn't completed, a yellow “Correction” box appears below the response. It tells you what actually happened and what phrase to use to get the intended result.