What are Automations in Task Manager?
Automations is a module of the Pro variant. It takes over repetitive tasks: saving invoices from email to a folder, creating a task after a client enquiry, reminding you about a meeting or preparing a Friday weekly summary. A Recipe has three parts: WHEN something happens, IF conditions are met, DO actions. It works inside Task Manager, without an external intermediary service.
Open Automations using the views icon in the top bar, next to Calendar, Board, Notes and the AI Assistant. It shares their light and dark themes, docks beside columns and remembers its layout. The recipe list is split into enabled, paused and disabled recipes.
A recipe runs with its creator's permissions. It can't write to someone else's task, create a task in a workspace the creator can't access, or access someone else's mailbox. An administrator can edit another person's recipe, but it still runs with the creator's permissions. Even an administrator can't build an automation using someone else's mail.
How do you build a rule?
You can describe it to the AI Assistant: “I want all files sent to the Accounting chat to be saved in the Invoices folder, and I want to be notified.” The Assistant will prepare a draft with a name, trigger, conditions and actions. It always explains how the rule will work in bullet points - WHEN, IF, DO - and, if you ask it to use knowledge sources (“based on the Price Lists folder”), it will add them to the condition and to the content written by AI. If the Automations window is closed, you can open the draft using the “Go to Automations” card below the Assistant’s reply. The draft remains unsaved and disabled until you click Save. You can use everyday language for names, for example “Price Lists folder” or “Kasia Dąbrowska”. If the programme can’t find something, it will list it in the notes above the draft.
You can also build a recipe manually using the WHEN, IF and DO cards. Triggers include creating a task, changing its status, a new message, a mention, an attachment being added or a new email. Other options include a calendar event, an approaching due date, inactivity on a task, and the Every day at… trigger, with a choice of days of the week. Conditions are joined with “and”; to set an alternative, you need a second recipe. In the “contains” field, words separated by commas mean “any of these”. Matching is based on part of the text: “invoice” won't match “invoices” or “invoicing”. The stem “invoic” will match these forms.
If one email meets the conditions of both recipes, and each creates a task, you'll end up with two tasks. To get just one, add a condition to the second recipe that excludes the cases already handled by the first. Example: the first recipe checks whether the sender contains the client's domain, and the second checks the subject plus a "sender does not contain" condition for that same domain.
The “Create a task” action assigns the task to the person responsible set in the recipe - the automation does not choose them based on the email’s content.
The “AI checks” condition lets you describe what the model should check, for example, “whether the attachment looks like an invoice”. The programme checks it last, after the other filters, to avoid unnecessary requests. If the daily AI limit is reached, the run is skipped, with the reason shown in History. If the model isn't sure, it answers “no”. A recipe can have up to ten actions, performed in sequence. These include a message in a thread, a message written by AI, a new task, changing a status or priority, sending an email, saving attachments to a specified folder, a note, a notification and a calendar event. With a connected mailbox, the “Send an email from your mailbox” action is also available.
What do you gain?
You don't spend Wednesdays downloading invoices and moving them into folders. At the end of the month, there's no pile of files waiting to be sorted.
You don’t have to remember to copy a customer’s request from the inbox either. It becomes a task with a due date and an assignee. If the customer follows up three days later, the task takes you straight to the original correspondence - only you can see the linked thread because the inbox remains private.
You don't have to check manually every day for new documents. There are fewer repetitive things to keep track of, and more time for the things that need your attention.
Use case: invoices from email and chat
An accountant receives invoices by email from suppliers and in chat from the team. Here's an example recipe: WHEN a new email arrives, IF it has an attachment and AI identifies it as an invoice, DO save the attachments to the Invoices folder and send the notification “Invoice from {{mail.nadawca}} has been saved”. If you enter the path Faktury / {{rok}} / {{miesiac}} instead, the slash separates folder levels, and any missing folders are created automatically. A file from 3 September will go to *Invoices / 2026 / 09*.
The example recipe for chat has its own set of conditions and actions: WHEN an attachment is added, IF it was added by a selected person and AI identifies the file as an invoice, DO save it to the specified folder and send a notification. Adding an attachment has its own trigger. The programme saves the message before uploading the files, so a rule triggered by a new message could run too early. Under + you'll find the ready-made recipes *Invoices to folder (AI)* and the separate email recipe *Invoice from email → folder (AI)*. Recipes marked (AI) are only shown when AI is configured, while email recipes are only shown if you have access to the Mail module.
Frequently asked questions
Are Automations included in Standard?
No, it is a module in the Pro plan.
Could an automation break something before I notice?
The Test button uses recent events that match the trigger. It shows which ones would pass the conditions and what messages would be sent. It doesn't perform any actions or send anything.
How can I check what a rule did yesterday?
The History button shows every event matching the trigger: completed ones with their steps, skipped ones with the condition that stopped them, and errors with the server message. It also shows the subject of the email the run concerned. For a run that ended in error, there's a Retry button: the recipe will run again for the same event within a minute and carry out all steps from the start. Entries are kept for 30 days.
What happens if the AI provider doesn't respond for a moment?
When the first step of a recipe doesn't get a response from the AI provider for a temporary reason - no connection, a timeout, or an overloaded provider - the recipe retries itself after 2, 10 and 30 minutes. An error notification only arrives after the fourth and final attempt. It only retries itself when nothing has executed yet; after an error in a later step, you decide, using the Retry button in History. An exhausted budget on the AI provider's account is not retried.
Can a recipe get stuck in a loop?
A recipe doesn't react to events it triggered itself. An “automation triggers an automation” chain stops at the second link; a notification about the interruption is sent no more than once an hour. If the hourly run limit is exceeded, the recipe pauses automatically. An administrator sets this limit under Settings → Advanced → Limits; the default is 60 runs per hour, and 0 means no limit. Three consecutive errors also pause it. In both cases, you'll receive a notification and an email.
Could someone else create an automation using my mail?
No. A recipe only responds to its author's mailboxes. Not even an administrator can change this.