What is the Mail module in Task Manager?
Shared Inbox in Task Manager is a module of the Pro variant - an IMAP/SMTP inbox built into the main layout of the application: your inboxes sit in the left column, the thread list takes the place of the task list, and the thread itself opens in the right column - where you'd normally read a task or a chat. You receive and send emails without switching to webmail. Attachments from correspondence can be moved to the Files module instead of searching for them in your inbox months later.
Connect any IMAP/SMTP server, including Polish hosting providers, Gmail and Outlook. There’s no limit on the number of mailboxes, and each has its own tab in the left-hand column. Your mailbox is private. Even with an address such as biuro@firma.pl, each person connects it separately. No one else, including the administrator, can see its contents.
Task Manager doesn’t delete messages from the server. It reads incoming mail and the “Sent” folder, so you can also see replies sent from a phone in the Thread. It also adds copies of messages sent from the app. Disconnecting a mailbox only removes its local copy. The messages return when you reconnect it.
What does a Thread look like?
Messages are separated by date bars, such as “Today” and “Yesterday”. You’ll see the time next to the sender, along with their photo if their email address belongs to a Task Manager user. Otherwise, you’ll see their initials. The full date appears in a tooltip. Quoted history stays collapsed, and the “Show earlier correspondence” button lets you expand it.
Below the sender, you'll see a To line with the recipients. When a conversation involves several people, you can see at a glance who is part of the thread. By default, replies go to everyone on the latest message: the sender and other recipients are added to To, while copied recipients remain in CC. Your own address is excluded. Remove an unwanted recipient by clicking the cross next to their address. The message is sent through the SMTP server for the mailbox you're sending it from.
The paperclip in the thread header saves attachments to the Files module, in the Mail / mailbox name / thread subject folder. It skips images embedded in the email, doesn't save files with the same name and size more than once, and takes your storage limit into account. The module opens to this folder and displays the message “Downloading attachments (N) from the mail server…”. You can close the window while the files continue copying. Remote images are blocked by default, so opening an email won't let the sender know that your address is active.
What can AI do in a thread?
The Organise button in the footer of the reply box opens a menu with four options. Polish shortens the text and removes signatures and disclaimers. Summarise provides 1-2 sentences per message, focusing on the points that have consequences. Expert adds a line below each message with an “Expert note” highlighting a risk or a question worth asking. Original content turns AI off.
The app organises messages in batches of 8. The “Organise older messages (N)” button lets you go further back. The result is a preview for the current session: originals remain unchanged, and the organised version isn't saved to the database. After refreshing the page, AI has to prepare it again. Each of these messages has a note below it: “AI can make mistakes”.
You can ask the AI Assistant about this one thread, for example, what price was accepted and who approved it. It answers based only on the correspondence. If it can't find an answer there, it says so directly. The answer appears below the latest message with a “JUST FOR YOU” label. No one else can see it, including the administrator.
What do you gain?
You don't have to start your day by moving decisions and agreements between your email and task management app. Customer correspondence, tasks and files are all in one window - while your inbox stays private: the team can see the task, not your emails.
After time off, you don't have to wade through nested quotes in a long thread. Read the shortened version, ask about a detail and check the original if you're unsure.
When a client asks for a version of a contract from a few weeks ago, you don't have to search through every email individually. Attachments from the correspondence are in a folder named after the conversation subject.
An everyday example
A thread with a client has been going on for three weeks: an offer, a revision, a scan of the signed contract and two changes to the due date. The accountant and someone from production join the conversation. A month later, it's hard to tell which price is the latest.
Turn on Summarise, then ask the assistant what price was agreed and who approved it. The answer stays in the thread, visible only to you. Use the paperclip to save attachments in one folder. Link the thread to a task in the production workspace so you can open the task from the correspondence. Linking doesn't share the email content or subject with task participants who don't have that mailbox connected to their account.
Frequently asked questions
Is Mail included in the Standard plan?
No, it is a Pro module. Prices for both plans are shown in Pricing, excl. VAT.
Can other people in the company see my mailbox?
No. Your mailbox is private, even from the administrator. Each person connects the shared company address separately.
Can Task Manager delete my emails from the server?
No. The IMAP client in Task Manager doesn’t delete messages. It reads them and adds copies to the “Sent” folder. Disconnecting a mailbox only removes its local copy in the app.
Does my email go into the AI knowledge base?
Not automatically. Email isn’t added to the knowledge base that’s indexed in the background. You can manually select a mailbox or individual Thread for a single conversation. An administrator must first enable the feature in Settings → AI.
Can an email automatically create a Task?
Yes. Automations have a “New email in mailbox” trigger with conditions for the sender, subject, mailbox and whether an attachment is present. When a Recipe creates a task, it’s automatically linked to the Thread.
Can I connect Gmail?
Yes. Since 2022, Gmail has no longer accepted a standard Google account password; Outlook also requires an app password. In Gmail, turn on two-step verification at myaccount.google.com → Security, generate a 16-character “App password” and enter it in Task Manager. You’ll also need an app password for Outlook; your administrator may have disabled IMAP on work accounts.