How does a sales team work in Task Manager?
A conversation with a customer is in the sales representative's inbox, the arrangements are in their head, and the date of the next contact is in the calendar. When they take leave, someone else has to piece the case back together. Task Manager lets you link correspondence to a task where the team can keep track of the next steps.
Each person connects their mailbox via IMAP and SMTP. You can also connect a shared address, for example biuro@firma.pl, for two people. Emails are sent through that mailbox's SMTP server, so the customer receives an email from your address. You can link a thread to a task, chat or Workspace. A badge with the email subject appears in the task and opens the correspondence.
A link is a navigation shortcut, not a way to share email access. Only people who have the mailbox connected to their account can see the subject and contents of the thread. If the other people working on the task need to know what was agreed, paste the details into the task. You can save attachments in the Files module.
How does it work?
A new email can trigger an automation. The “New email in mailbox” trigger checks the sender, subject, mailbox and whether an attachment is present. The recipe can create a task and link it to the thread. If the thread was linked manually beforehand, the automation will not override that choice. You can use the variables {{mail.temat}}, {{mail.nadawca}} and {{mail.skrzynka}} in the message sent by the recipe.
The resulting task has a subject, description, status and priority. The status takes one of four values: No status, In progress, Done, Cancelled. Priority is either normal or high. The due date includes a date and time set independently. A reminder linked to the task's due date, created by the AI Assistant, can be set for the day before, exactly at the due time, or at 09:00 on the due date. If the due date changes, such a reminder recalculates itself automatically. Changing the status leaves a system message in the thread with the name of the person who made the change.
For long email threads, “Organise” in the reply box footer comes in handy. You can read the thread as it was originally written or use the Polish modes Upiększ, Streść and Ekspert. Streść gives you 1-2 sentences per message. Ekspert adds an “Expert note” below each message with advice, a risk or a useful follow-up question. The programme processes messages in batches of the 8 most recent ones; load older messages with the button.
There’s also a private AI Assistant for the thread. You can ask what price was agreed and who agreed to it. It answers based only on the correspondence, and says so plainly if the answer isn’t there. Only you can see its answers - not even an administrator can see them.
What do you gain?
Before calling a client, you don’t have to read through forty messages from the start to find a price quoted three weeks ago. Just ask about it in a sentence. When the client replies a month later, it’s easier to pick up the conversation without having to remember it all.
If you take over a case from another sales rep, you don’t have to guess who marked the task as complete or when the next follow-up is due. You can access agreements from emails if you have the same mailbox connected or someone has moved them into the task. Linking a thread on its own doesn’t give you access to its contents.
When a new enquiry comes in, you don’t have to rely on someone copying it into a spreadsheet. The case can go straight into Tasks without anyone manually copying the email. A due date and reminder help you stay on top of the next follow-up while you’re handling another conversation.
An everyday example
A request for a quote arrives at the company’s shared email address. A Recipe triggered by “New email in mailbox” recognises the subject and creates a task with a follow-up due date. The thread is linked to it. The sales rep opens the task and clicks the email subject label to go to the correspondence.
In this example, the thread has twelve messages, and the client has also pasted in replies from two other suppliers. The sales rep switches on Streść mode and reads the thread summary. They return to the original messages, then ask the private assistant for the most recently agreed delivery date. To send an email, they select “AI Assistant” again and return to the usual reply box below the thread. By default, the reply goes to all recipients of the latest message, so the person copied in stays on the conversation. They use the paperclip in the header to save all attachments from the thread, including the specifications. The files go to the Files module, in the Poczta → skrzynka → temat wątku folder.
After the call, the sales rep changes the status to “In progress” and moves the due date by a week. The reminder is recalculated automatically. The thread records who changed the status.
Frequently asked questions
Is Task Manager a CRM system?
No. Task Manager doesn't have a CRM module, a sales pipeline or contact records. It does, however, let you run tasks with due dates and link them to correspondence with the client.
Will a colleague on my team see my thread with a customer if I link it to a task?
No, linking it does not give them access to the email. Only people who have that mailbox connected to their account can see the subject and contents. You can paste the details into the task and save attachments in the Files module.
Can a task be created automatically from an email from a customer?
Yes. The “New email in mailbox” trigger can check the sender, subject, mailbox and whether an attachment is present. The recipe creates a task and links it to the thread, unless it has already been linked manually.
Does the AI Assistant read my email in the background?
No. Email is not added to the knowledge base that is indexed in the background. You manually select a mailbox or individual thread for a single conversation. An administrator must first enable the feature in Settings → AI.