What is Conversation Export in Task Manager?
Export in Task Manager is useful when someone asks you to put an agreement in writing. A single message from a task thread, chat or Mail, and a single note, can each be turned into a file that you can forward or attach to a case. Instead of assembling screenshots, you save the content as a document.
You can export an individual message from a task, chat or Mail, or a single note, as a PDF, DOCX or TXT file.
What exactly goes into the file
When exporting a single message or note as a PDF file, bold text, italics, lists and headings are kept. In a Word file, headings and lists are kept, while bold and italics turn into plain text. The program ignores any other formatting from the editor. A TXT file contains plain text with Markdown markers, for example asterisks around bold text.
At the start of the document, the app includes information about who wrote the content, when they wrote it, and which thread or mailbox it came from. The server generates the header. This makes it possible to identify the file without looking for the original conversation in the app.
If you’re viewing a message in its AI-organised version, that’s the version exported - the programme doesn’t ask you to choose because it exports what’s on screen. AI versions stay in the browser session memory, not in the database. That’s why the browser sends the selected version when you export. The header then includes the line “Content: version prepared by AI (mode …)”. The recipient can see that it isn’t a verbatim record of the conversation. The content limit is 60,000 characters. Without AI mode, you export the original.
When you ask the AI Assistant for a document, the assistant writes the content and Task Manager puts the file together. You need to explicitly ask it to create the file and specify a format. The assistant won’t create a file as part of an ordinary response.
Who can open an exported file
The finished file is stored in a dedicated directory on the server, protected by a .htaccess file. A record with a random token is created in the database. The link contains the token, but downloading also requires a logged-in session and the right permissions: access to the task or chat, ownership of the mailbox, or access to the note. Sharing the link with someone outside the company won’t give them access.
The app checks permissions both when generating and downloading the file. Anyone with access to the thread can export a message from a task or chat. Only the owner can export a private message to the AI Assistant. Only the mailbox owner can export a Mail message, even if someone else is an administrator.
The default file lifetime is 24 hours. Once it expires, the old link stops working and you need to export the file again. Export is meant for taking content out of the application, not for storing it on the server indefinitely.
What do you gain?
You don’t have to piece together screenshots when a client asks for confirmation of what was agreed. You can send them a separate document containing the message they need.
You don’t have to work out where a downloaded file came from later. The recipient can see who wrote the content and when. And if they only need one message, you don’t have to send them the whole conversation.
An everyday example
A law firm is compiling case files. Correspondence with a client took place over three weeks in a single task thread. Some decisions are in messages, others in a meeting note. The case file includes a PDF of a selected task message and a separate PDF of the note. The headers show who wrote the content and when. The trainee who receives the downloaded files doesn’t need an account in the app to identify their source.
On another occasion, a conversation held on the phone between appointments is disorganised. You read one of the messages in an AI-organised version and export that version. The header indicates that AI prepared the text, so the recipient won’t mistake it for a transcript.
Frequently asked questions
Which formats can I export conversations to?
You can save an individual message or note as a PDF, DOCX or TXT file. The AI Assistant’s file generator supports PDF, DOCX, XLSX, CSV and HTML.
Can I export one message rather than the whole conversation?
Yes. Export always applies to a single message from a task, chat or Mail (including the AI Assistant's replies in a thread) or to a single note. You can't export an entire conversation with one click - the AI Assistant will prepare a single file with the thread's conclusions when you ask it for a summary in PDF or Word.
Can someone outside the company open a file link?
The link alone isn’t enough. Downloading requires a logged-in session and the right permissions: access to the task or chat, ownership of the mailbox, or access to the note.
How long is the file available?
By default, for 24 hours from generation. After that, the link expires. To download the content again, you need to export it once more.
Can an administrator export someone else’s Mail message?
No. Only the mailbox owner can export a Mail message, even if someone else is an administrator.