Automations handle repetitive tasks for you using a simple recipe: WHEN something happens in the app, IF the conditions are met, DO the actions. It is like Zapier or Make, but built into Task Manager - with no external services.

Open them using the view icon (the squares) in the top bar - the same menu that contains Calendar, Board, Notes and the AI Assistant. The window looks and works like the others, with the same light/dark theme, docking alongside columns and a saved layout.

The quickest way: tell the assistant

You do not need to click through the tiles. Open the AI Assistant and describe the rule in plain language:

I want all files sent to the Księgowość chat to be saved in the FV folder, and I want to receive a notification saying “FV has been saved”

The assistant will create a ready-made draft with a name, trigger, conditions and actions. A “Go to Automations” card will appear below its response - the window only opens when you click it, so your conversation is not interrupted mid-sentence. The draft is unsaved and disabled - review it, make any changes and then click Save. The recipe will not run until you do.

You can return to the assistant and describe your changes in words - while the Automations window is open, it knows which recipe you mean and applies the changes to the draft immediately, without displaying a card: “change the folder to Faktury”, “add a condition that the file must be a PDF”, “remove the notification”. Each time, you receive an updated draft to approve.

Use everyday names (“Księgowość chat”, “FV folder”, “Kasia Dąbrowska”) - the app will find the right chat, folder and person automatically. If it cannot find something or skips an unknown field, it will tell you below the draft.

Ready-made recipes - choose a scenario for your industry

Click + in the Automations window. As well as a blank recipe, you will see a catalogue of ready-made recipes organised into categories. Each one opens as an unsaved draft - fill in 1-2 details, such as your Workspace, chat, folder or reference number, then click Save.

Sales and leads

  • Form lead → note (AI) - AI recognises an enquiry from a contact form, writes a report covering who the person is, what they need and the suggested first step, then saves it as a note in the Leads folder. Nothing needs to be filled in - it works straight away, and you can change the folder.
  • New lead → follow-up task (AI) - the same recognition process creates a high-priority task due tomorrow. Select a Workspace before saving.

Mail and documents

  • Email invoice → folder (AI) - an email with an attachment that AI identifies as an invoice is saved under Invoices / year / month (the folders are created automatically). Nothing needs to be filled in.
  • Invoices to folder (AI) - the same process, but for files added to tasks and chats.
  • Case documents → archive - attachments from emails with a reference number in the subject are saved in the case folder. Replace “REFERENCE” with your own reference number, both in the condition and in the folder name. Note: a slash in a folder name creates a subfolder, so the reference “KM 512/26” will create the structure Cases / KM 512 / 26 - if you prefer a single folder, enter it without the slash (for example, “KM 512-26”).

Customer service

  • Complaint → urgent task (AI) - AI recognises a complaint or problem report and creates a high-priority task and a notification. Select a Workspace.

Team and deadlines - existing ready-made recipes (Deadline Escalation, Absence Guard, Auto-triage, Silence Watchdog, Event Reminder), plus:

  • Fault report → task - a chat message containing “fault”, “urgent” or “not working” is converted into a high-priority task. Select a Workspace; you can add more words to the list.

Management and reviews - Morning Review (AI), Archive Clean-up, plus:

  • Friday weekly summary (AI) - at 15:00 on Friday, AI posts a summary in the selected chat covering what has been completed, what is in progress and what is overdue. Select a chat.

Ready-made recipes marked (AI) are only visible when AI has been configured, while Mail recipes are only visible if you have access to the Mail module.

Old email recipes - one-off fix

This only applies to installations where email automations were created before version 2.2.224. At the time, the “send email” action had only a body field, so an instruction such as “reply based on the price list” could be entered there - and was sent verbatim to the recipient instead of being passed to AI. AI instructions now have a separate field, but old recipes still keep them in the email body.

To fix this, an administrator runs php migrate-mail-instruction.php on the server. Without any options, the script only displays a report - for each recipe, it says whether the body appears to be an instruction for AI or a genuine email template and explains its assessment. It does not change anything. Only --wykonaj=19,23 moves the body in the specified recipes, saving a copy in logs/ before making any changes, so --cofnij=PLIK reverts everything.

The script only lists chat recipes - to fix them, use the Automations window and replace the “write message” block with “write message using AI”.

How to build a recipe manually

  1. Click + above the list. Instead of a blank page, you will see a list of templates (deadline escalation, silence watchdog, auto-triage, AI morning review, archive clean-up, absence guard, invoices to folder, event reminder) - each one can be changed freely after it has been created.
  2. WHEN (blue card) - select a trigger:
    • Task created, Status changed (optionally only to a selected status),
    • Task due in N hours, Task inactivity (no messages for N days),
    • New message, Mentioned me, Attachment added,
    • Event created, Event starts in N minutes (Calendar),
    • New email in inbox (Mail),
    • Every day at… (with a choice of days of the week).

Attachments have their own trigger for a reason. When someone sends a message with a file, the app saves the message first and then uploads the files - at the time of the New message trigger, the attachments are not there yet. This is why a “when an invoice arrives” rule should use Attachment added: it runs after the upload and includes the specific file. Pasted images and drawings, which are part of the message content rather than attachments, do not trigger it.

Your Calendar is personal, just like your inbox. A recipe only responds to your events - as an attendee, you have your own copy of the event, so the recipe responds to that copy. Events created by an automation do not trigger Event created.

  1. IF (purple card) - add conditions: priority, status, Workspace, a phrase in the subject or message, chat/task (limits the rule to a single thread), assignee, author, “overdue by N hours”, “assignee is absent”, file name contains (an attachment in a thread or email), event title contains, and for Mail: sender / subject / inbox / “has an attachment”. The list of conditions adapts to the selected trigger - with New Message, you will not see Mail conditions, and vice versa. Conditions are combined with and - all of them must be met. In the “contains” fields, you can enter several words separated by commas - it is then enough for any one of them to be found (e.g. faktur, fv, rozliczen). This is the only place where alternatives are supported; otherwise, use a second Recipe for different conditions. Enter the stem of the word, without the ending. The app searches for a text fragment, so “invoice” will NOT find “invoicing” - and people use different forms. Enter “invoic” to match all forms. The search is not case-sensitive. New time conditions: Event time (before / from and including a given time, e.g. 17:00) and Day of the week (working day Mon-Fri / Saturday-Sunday) - evaluated when the event is received. Set up time-based variants (“before 17 → today, after 17 or at the weekend → next working day”) using separate Recipes - conditions are combined with “and”. There is also a separate “AI evaluates (custom condition)” condition - instead of a fixed rule, describe in plain language what the AI should check, e.g. “whether the attachment looks like an invoice”. The AI can see the sender, subject, author, an extract of the content, event title and attachment names (it does not look inside files) and answers yes or no. This condition is ALWAYS evaluated last - inexpensive conditions filter out events first, so you do not pay for unnecessary AI requests. If uncertain, the AI answers “no” - the automation would rather do nothing than do the wrong thing.

Attach knowledge (the “attach knowledge…” chip). Both the “AI evaluates” condition and the “Write a message with AI” action can also access the internet (since 2.2.353), provided the Recipe owner has the AI Assistant with internet access permission enabled. In the instruction, you can ask the AI, for example, to “build the website address from the lead’s email domain, retrieve it and take its content into account when evaluating” - the engine will retrieve up to 2 pages per run. “Write a message with AI” blocks can use a selected knowledge set - the same sources as in the Assistant: a note, Files folder, chat, task, entire Workspace or inbox. This allows the AI to reply on your behalf using your materials, for example: when someone asks about pricing → use “Pricing 2026” to determine whether they are asking about prices → reply based on that price list. Each block has its own knowledge set - you can evaluate using your terms and conditions, then reply using your price list. When you attach knowledge, the AI is instructed not to make things up: if the sources do not contain the answer, it will say so directly. Be mindful of cost and volume: this material is sent to the AI with EVERY event, so there is a limit of around 12,000 characters (the Assistant has a 60,000-character limit). Sources that do not fit are omitted in full - select a specific folder or note rather than an entire Workspace.

You can ask the Assistant to do this. Simply say what it should use as its source: “answer pricing questions based on the Pricing folder” or “evaluate requests according to the Terms and Conditions note”. The Assistant will immediately prepare a draft and explain in bullet points how the automation will work (WHEN / IF / DO). If the plan looks right, click the button to go to Automations and save the draft. If not, simply tell the Assistant what to change and it will prepare a revised version. It will build the Recipe and complete the knowledge field itself - you can refer to sources naturally (“Pricing folder”, “FAQ note”, “Accounting chat”, “my notes”). Anything it cannot find will be listed in the notes above the draft; you can add it using the chip.

  1. DO (amber cards) - add actions (up to 10, carried out in sequence): write a message in the thread (with variables such as {{zadanie.nazwa}} and an optional mention of the assignees), write a message with AI, create a task, change the status/priority, archive, send an email, clean up old “Done” items, save attachments in a folder - this works for both email attachments and files uploaded to a task or chat. You select the location from a list (the “select folder…” chip opens the Files browser): Documents, any subfolder or a Workspace folder. You can also create a new folder directly in this window (“New folder…”). Duplicates (the same name and size) are skipped. Older Recipes (and those created by the Assistant) instead store an entered path - a slash indicates the next level, so “Documents / My files / Invoices” saves files in the Invoices subfolder, while any missing levels are created automatically. Clicking the chip switches the Recipe to a location selected from the list, create a note (private or in the event’s Workspace - in that case, it is visible to people in that Workspace); the folder field places the note in the selected Notes folder - the path works as it does when saving attachments, and any missing levels are created automatically, show a notification (sent to your Notification Centre under “Automations”), and create a calendar event (title with variables; scheduled “in N hours” OR in day mode: on the same day / on the next working day at the specified time - working day mode skips Saturday and Sunday; the event is added to your calendar without attendees), as well as AI schedules the event - for cases where the date and time are not known in advance and need to be SELECTED based on the event content and your calendar. In the instruction, describe how the decision should be made, for example: “if the first time proposed in the email is available - schedule it; if it is busy - check the second; if both are busy - do not create an event and include 2 available times between 10 and 16 in the decision”. The AI can always see your calendar (busy times and absences), and saves its decision to the {{ai.decyzja}}, {{ai.termin}}, {{ai.tytul}} variables - use them in SUBSEQUENT blocks (a notification with {{ai.decyzja}}, an AI-generated email saying “according to the ai_event field”), so the entire Recipe refers to the same date and time. Place this block BEFORE the email and notification.
  2. Save. Saving is explicit (using the button) - an enabled Recipe starts working immediately, so nothing is saved halfway through an edit.

Test before enabling

The Test button takes the most recent events matching the trigger and shows what would happen - which ones would pass the conditions and what messages would be sent (with variables filled in). It does not perform or send anything.

Run history

The History button shows every event that matched the trigger: completed (with a list of steps), skipped (with the condition that stopped it) and errors (with the server message). Entries are kept for 30 days.

Safeguards

The overriding rule is: no safeguard operates silently - if anything blocks a Recipe, you receive a notification in the Notification Centre (bell).

An administrator can change the thresholds under Settings → Advanced → Limits (active events per user, automation runs per hour; 0 = no limit). The daily limit for AI requests from Automations is under the AI tab.

  • A Recipe runs with your permissions - it cannot do anything you could not click yourself (it will not post in someone else’s task or add a task to someone else’s Workspace).
  • Run error (failed action, limit exceeded, daily AI budget exhausted) = a notification containing the error details the first time it occurs; subsequent identical errors will not generate repeated notifications - details are always available in the recipe's History.
  • Loops are restricted: a recipe does not respond to events it triggered itself, and an “automation triggers automation” chain ends after the second step - a notification will tell you when a chain has been stopped (no more than once per hour).
  • Hourly run limit - once exceeded, the recipe pauses automatically; you receive a notification and an email (this prevents a cascade of runs, for example during an import).
  • 3 consecutive errors = automatic pause + notification + email. Its status is shown on the list.
  • The administrator can see all recipes and can disable, delete and edit any of them. The recipe continues to run with its author's permissions - the editor then shows “author: X (you are editing as an administrator)”.
  • The switch in the editor shows whether the recipe is enabled. Being paused after errors is a separate status - it is shown in the line below the name and in the “Paused” section of the list, while the switch remains on so you can disable the recipe as normal.

Access

By default, everyone can use Automations. The administrator can revoke access in the users panel (the switch next to AI and n8n) - the item will then disappear from the views menu.

Mail

If you have connected a mailbox (Settings → Mail), you also get the “New email in mailbox” trigger and the “Send an email from your mailbox” action.

The trigger runs for every received message (copies of your own sent messages do not trigger it). Conditions let you narrow it down to what matters to you: Sender contains, Email subject contains, Mailbox (if you have more than one) and Has an attachment.

The action sends the message from your address - not a system address - so it does not end up in spam. The recipient can be the email sender (the reply stays in the same thread), you or a specified address. You can use the variables {{mail.temat}}, {{mail.nadawca}}, {{mail.nadawca_nazwa}}, {{mail.skrzynka}} and {{mail.data}} in the subject and message body.

Example: when an email arrives with “invoice” in the subject → create a task in the Accounting workspace and reply to the sender with “We have received it and will deal with it within 2 working days”.

Your mail remains yours. A recipe only responds to its author's mailboxes. You cannot create an automation for someone else's mail - not even as an administrator.

Example: invoices are automatically saved to a folder

From mail:

  1. WHEN: New email in mailbox.
  2. IF: Has an attachment → yes, followed by “AI decides”: whether the attachment looks like an invoice.
  3. DO: Save attachments in the Invoices folder → Show the notification “Invoice from {{mail.nadawca}} has been saved”.

From a chat or task (someone on the team adds an invoice to the thread):

  1. WHEN: Attachment added.
  2. IF: Event author → selected person, followed by “AI decides”: the attached file is an invoice - based on its file name (faktura, FV, invoice) or the message content.
  3. DO: Save attachments in a folder → select My files / FV → Show the notification “File {{plik.nazwa}} from {{wiadomosc.autor}} has been added to FV”.

Both recipes are available as templates under + → Invoices to folder (AI). You can arrange the conditions in any order - AI will still run last, after the cheaper filters.

Folders organised by year and month. In the folder field, a slash creates another level, while date variables are inserted when the file is saved - enter Faktury / {{rok}} / {{miesiac}} and a file from 3 September will be saved under Invoices / 2026 / 09. Missing folders are created automatically, so you do not need to set them up in advance or move anything at the end of the month. Available date variables: {{data}}, {{godzina}}, {{rok}}, {{miesiac}} (two digits) and {{miesiac_nazwa}} (e.g. Wrzesień).

Example: an email enquiry becomes a task

  1. WHEN: New email in mailbox.
  2. IF: Sender contains → the client's domain (or Subject contains → enquiry).
  3. DO, in order:
    • Create a task - set the workspace, the person responsible and a due date of +2 days. In the subject and description, use the variables: {{mail.temat}}, {{mail.tresc}}, {{mail.nadawca}}.
    • Write a message (or let AI write the message) - it will land in the thread of the task you just created. The {{mail.*}} variables still work, so the note can quote the enquiry or summarise it.
    • Save attachments in a folder - e.g. Zgłoszenia / {{rok}} / {{miesiac}}.

The task is linked to the mail thread: a blue badge with the email subject appears in its header, and clicking it opens the original correspondence. This also works the other way round - the thread menu (⋮) shows Linked: <task>. Nothing gets lost between the mailbox and the task list.

The order of the blocks matters. The message will only be added to the task if the Create a task block comes before it. An email itself is not a thread you can write to - until the task exists, the “AI writes the message” block acts as an analysis whose result can be used later via {{ai.odpowiedz}} (for example in a note or notification).

What this recipe will NOT do: it will not read the due date from the email content (you set the due date as +N days after the email arrives), nor will it choose the person responsible based on the content - it assigns the person you select in the recipe. If enquiries need to go to different people, create several recipes with different sender or subject conditions.

Example: Calendar

A reminder fifteen minutes before a meeting: WHEN Event starts in 15 min → DO Show notification with the message “{{wydarzenie.tytul}} at {{wydarzenie.godzina}}”. Template: + → Event reminder.

Preparation before an event: WHEN Event created, IF title contains “audit” → DO Create an event in the calendar: “Prepare materials: {{wydarzenie.tytul}}”, in 2 hrs.

Event variables: {{wydarzenie.tytul}}, {{wydarzenie.data}}, {{wydarzenie.godzina}}. File variables: {{plik.nazwa}}, {{plik.rozmiar}}. Date variables (work everywhere, including in folder names): {{data}}, {{godzina}}, {{rok}}, {{miesiac}}, {{miesiac_nazwa}}. Mail variables: {{mail.temat}}, {{mail.nadawca}}, {{mail.tresc}}. The variables {{ai.odpowiedz}} (plain text), {{ai.odpowiedz_html}} (with formatting - use this one in the body of a note) and {{ai.naglowek}} (the first line of the report - ideal for a note title, such as the lead's company name) contain the result of the preceding “Write a message using AI” block - for a mail event, this block does not send anything; it only prepares an analysis for subsequent actions (notes, notifications or emails).

AI query limit

The “AI decides” condition and the “write using AI” action query the model for every matching event, so the administrator sets a daily limit for these queries under Settings → AI (200 by default; 0 disables the limit). Once the limit is reached, recipes using AI are skipped for the rest of the day, with a clear entry in their history - the counter resets at midnight and everything resumes automatically, with no need to enable anything manually.