Mail

Mail lets you receive and send emails without leaving Task Manager. It supports any IMAP/SMTP server - Polish hosting providers, Gmail, Outlook and any other service.

Connecting an inbox

Settings → Mail → Add inbox. The form guides you through three steps:

1. Address and password - the inbox address and its password (not your Task Manager password). For Gmail and Outlook, enter an app password here rather than your regular account password.
2. Mail servers - the incoming (IMAP) and outgoing (SMTP) server addresses, along with their ports and encryption. They’re usually imap.twojadomena.pl and smtp.twojadomena.pl, where twojadomena.pl is the part of your email address after the @ sign. Leave the ports and encryption unchanged (993 and 465, SSL/TLS), unless your hosting provider specifies otherwise. You’ll find all these details in your hosting control panel - usually under “Mail” or “Email” - or by asking whoever set up your mailbox.
3. Settings - the name displayed on the list, how much history to download, thread visibility and your signature. You can leave these unchanged.

Finally, click Test connection. The test checks incoming mail (IMAP) and outgoing mail (SMTP) separately and detects the “Sent” folder. Save the mailbox only after that.

You can connect any number of mailboxes - each one will appear in the left-hand column under Mail.

Changing mailbox settings

Under Settings → Mail, each mailbox has its own card. Click it to expand it - you will see the same form used when adding a mailbox, filled in with your details. Leave the password blank if you are not changing it. The Synchronise button in the card header downloads new messages without expanding the card.

You will find the Disconnect mailbox option at the very bottom of the expanded card. This only removes the local copy - nothing is deleted from the mail server, and your messages will return if you reconnect the mailbox.

Your mailbox is private. Even a shared company address (e.g. biuro@firma.pl) must be connected separately by each person. Nobody else - including the administrator - can see your mail. If someone needs access, they must connect the same mailbox to their own account.

Mailbox setup replaces the old “Send from your email address” setting in the Profile tab: the first connected mailbox is also used for email notifications and messages sent by the AI Assistant.

Mailbox settings

The form is divided into three tabs: Mailbox (address, password and preset configuration), IMAP and SMTP servers (completed automatically by the preset - only open this tab if your hosting provider is not listed) and Options:

• Download history - 30 days, 90 days or all of it.
• Show every thread in the “Everything” view - turn this off if you don’t want a private mailbox mixed in with team work. You can still add individual threads to the “Everything” view manually - open the thread menu (⋮) and choose “Show in Everything view”.
• Mark as read on the server too - off by default. Task Manager tracks read status itself, so when two people have the same mailbox connected, one person reading a message won’t remove the bold formatting for the other. Turn this on if you want it to stay in sync with your phone or webmail.
• Signature - added to outgoing messages. Recipients get a regular email, without a “sent from Task Manager” footer.

Reading and replying

Click a mailbox in the left column to see its threads in the middle column, then click a thread to display the conversation in the right column. Three tiles sit above the list: Unread, Read and Hidden (like the tiles above the task list) - click one to filter the list, then click the active tile again to show everything. Search, sorting and filtering (Unread / Read / Favourites / Hidden) use the same toolbar icons as tasks - the tiles and the “Show only” menu are the same toggle. Favourite threads are at the top of the list. Emails from mailboxes with “Show every thread in the Everything view” enabled also appear in the main list alongside tasks and chats (in the Mail section, with favourites under Favourites). The Mail tile above the list shows the total number of unread emails - click it to filter the list to emails only, without leaving the “Everything” view. It’s a regular filter: you can do the same by choosing Emails from the “Show only” menu.

Below the sender of each message is a To line showing the recipients - it is always visible and always on ONE line: if there are multiple addresses, scroll horizontally instead of viewing several wrapped lines. The chevron on the right expands the remaining fields (From, Cc, date) - they are hidden by default and also displayed on a single horizontally scrolling line.

The reply field uses the same editor as chats (bold, lists, links). By default, replies go to everyone on the latest message: the sender and anyone else in the To field are added to To, while people in Cc stay in Cc - just like “Reply all” in any email client (your own address is excluded). To leave someone out, simply remove their chip (×) before sending. You can also add more recipients (press Enter or a comma to add an address), and the Cc button adds a copy recipient. Replies are sent through the mailbox’s SMTP server, so they won’t end up in spam, and they appear in the same conversation for the recipient too.

Quoted history is collapsed - a “Show earlier correspondence” button stays below the message, so you only read what’s new.

The Thread reads like a conversation in a Task or Chat: messages are separated by day dividers (“Today”, “Yesterday”, “Thursday, 6 August”), and the sender’s photo appears next to their name (if the address belongs to a Task Manager user) or a circle with their initials, alongside their first and last name, address and time - hover to see the full date.

Actions for an individual message (shown when you hover over it, just as in Tasks and Chats): the pages icon copies the content to the clipboard, while the star marks the message - adding it to favourites and highlighting it in the thread (a warm background, gold bar and a star beside the sender). The mark remains after you close the thread and is visible only to the mailbox owner. Click the star again to remove it. The ⋮ menu beside the message provides the same actions, plus Export to PDF / Word / TXT.

The star in the header adds the ENTIRE thread to favourites, while the menu (⋮) lets you mark it as unread, hide the thread and save all attachments to Files (Mail → mailbox → thread subject folder).

Hide removes the Thread from all lists. You’ll find it only in the Hidden tile above the mail list - it has a crossed-out eye, and its menu includes “Show again”. Nothing is deleted, either here or on the mail server; new messages in a hidden Thread are still saved.

AI tools in the reply field

In the footer of the reply field are two buttons with AI avatars and labels: “AI Assistant” (a purple orb - private questions about the Thread) and “Organise” (an AI orb - organise the Thread). The emoji, attachment and drawing icons are in the editor’s top toolbar, next to “beautify text”.

Organise the thread (AI)

Clicking “Organise” in the footer of the reply field opens a menu with four ways to read the Thread:

While the AI is working, a light overlay with an avatar and a discreet progress bar covers the thread. Attachments and recipients remain in place, while the active mode appears next to the button and in the bar above the messages. Once processed, each mode can be selected instantly - during the same session, you can switch between Polish, Summarise and Expert without waiting again.

• Organisation happens in batches: first, the 8 most recent messages, with a “Organise older messages (N)” button above them - clicking it loads the next 8. This means a long Thread doesn’t process all the correspondence at once, and you organise only as much as you actually want to read.
• When a mode is on, the button is highlighted and shows the mode name (e.g. “Summarise”), and a bar above the messages reminds you which version you’re reading - it stays pinned at the top as you scroll, and the × hides it (the mode remains on). To return to the original, choose “Original content” from the menu.
• Below each organised message is a note: “AI can make mistakes” - if in doubt, go back to the original.
• Links are clickable and shortened - instead of an address taking up half the screen, you see a clear label (e.g. figma.com/proto/…); the full address opens in a new tab.
• The AI version is only a preview for the duration of the session - the original messages remain untouched and the result is not saved anywhere. Within the same session, enabling the mode again is instant; after refreshing the page, AI processes the messages again.
• Requires AI to be configured (Settings → AI).

Private AI Assistant in a thread

The “AI Assistant” button (purple orb) in the footer of the reply field is your private assistant for THIS Thread. Clicking it switches the editor to question mode (like chatting with AI in a Task or Chat): the field turns purple, a message appears in place of the recipients to say that your question won’t be sent to the recipients, and the orb pulses. Type a question (e.g. “what price was accepted and who approved it?”) and press Enter (or click the send button): AI answers based solely on the correspondence in the Thread, and says so directly if the information isn’t there.

• The question and answer look just like a conversation with AI in a Task/Chat: your question and the “AI Assistant” answer with a JUST FOR YOU badge, a “Only you can see this” note and a reminder that AI can make mistakes.
• Only you can see the answers - they are saved below the thread’s most recent message and reappear whenever you open it. Nobody else (including the administrator) can see them - just like the rest of your mail.
• Attachments: use the paperclip in the top bar to attach a file from the Files module - the assistant will read its contents (TXT/DOCX/XLSX/PDF) and use them in its answer.
• Follow-up questions continue the conversation (the assistant remembers its previous answers in the thread). In question mode, Enter sends and Shift+Enter starts a new line; to send a regular email, use the button or the Cmd/Ctrl+Enter shortcut.
• After you send it, the question appears in the Thread straight away with a “Writing a reply…” note, and the text field is cleared - sending is disabled while the answer is being generated, so you can’t accidentally ask the same question twice. If AI returns an error, your question will be restored in the editor.
• Exit question mode: click “AI Assistant” again - the To/Cc fields and normal sending return, and any text you’ve written stays in the editor.
• The × symbol next to an answer deletes the entry. Requires AI to be configured (Settings → AI).

Remote images are blocked by default - clicking "Show images" loads them. The block covers everything a message would try to fetch from the internet: images, backgrounds (including those set in newsletter styles), image variants for screens with different resolutions, external stylesheets, fonts and media. Until you click it, the browser sends no request outside your Task Manager installation - neither a tracking pixel nor a similar element hidden in the styles can tell the sender that the message has been opened. After clicking "Show images", images and backgrounds load from the internet (without your installation's address in the request). The program never loads external stylesheets, fonts or media, so the newsletter may look a little plainer than at the sender's end. The bar with this button only appears when the message actually contains images fetched from the internet.

Images embedded in the email (a logo in the signature or a pasted screenshot) are visible immediately - they arrived with the message, so displaying them does not reveal anything to the sender.

The message content is displayed in an isolated frame, so external HTML cannot disrupt the appearance of the application or run scripts.

Attachments are downloaded on demand - during synchronisation, we only save a list of them, so the inbox does not take up unnecessary space. Clicking an attachment opens it in preview (the Files window), just as it does in a task or chat; to save the file to your computer, click the arrow icon on the right-hand side of the row. The paperclip icon in the thread header saves all attachments to the Files module (folder Poczta / nazwa skrzynki / temat wątku) and takes you there immediately.

Writing messages

Start a new message by clicking the + icon in the middle column’s toolbar → New email (you use the same icon to create a Task or Chat). A separate window opens, which you can minimise using the button in its toolbar - your draft stays untouched, so you can safely check a Task or Files and return to writing by clicking the “New message” pill at the bottom of the screen. If you close the window with an unfinished message, you’ll be asked to confirm that you want to discard it.

Write your reply to a received email in the field below the thread - it belongs to the conversation you are currently reading.

The editor offers the same features as the message editor in tasks and chats: formatting, emoji, attachments, drawing and Improve text (if AI is configured). The paperclip asks where you want to get the file from: your computer or the Files application - the latter is instant because the file is already on the server. You can also simply drag a file from an open Files window directly into the message. A drawing is attached as a file - email applications do not display images pasted directly into the message content.

A drawing from the Draw window and a file uploaded from your computer are saved in Files in the Mail / inbox name / message subject folder - the same place as attachments saved using the paperclip in the thread header. You do not need to search through the root of Documents.

In the To field, we suggest addresses belonging to people from your Workspaces (Task Manager knows their email addresses) and addresses you have corresponded with before. Use the arrow keys and Enter to select one. The Cc button adds a copy recipient, while Send from in the footer lets you change the inbox used to send the message.

Mail in Automations

Automations have a “New email in inbox” trigger (with conditions for sender, subject, inbox and whether it has an attachment) and a “Send email from your inbox” action - reply to the sender, yourself or a specified address. Use the {{mail.temat}}, {{mail.nadawca}}, {{mail.skrzynka}} variables in the message.

A Recipe can only access your mail. You cannot create an automation that responds to someone else’s inbox - not even an administrator can do this.

Mail as a knowledge source for the AI Assistant

You can select your own inbox or a single Thread as the source for a conversation with the Assistant (the “Knowledge sources” button in the Assistant window). This feature is off by default - an administrator can enable it in Settings → AI.

Why it is disabled by default. The content of the selected source is sent to an external AI provider, and correspondence may contain data belonging to people who have not consented to this. That is why consent must be given by an administrator rather than an individual user. Even after the feature is enabled, everyone can only see their own inboxes, and mail is never added to the knowledge base indexed in the background - you always select it manually for a single conversation.

Mail on the Board

On the Board, each inbox has its own column of Threads - after the Workspace columns. Clicking a Thread docks the Board and opens the conversation, just as it does for Tasks. In the Board’s “Show only” menu, you’ll find a “Mail on board” toggle - it turns these columns on and off (your choice is remembered).

An open thread refreshes automatically: when a new message arrives, it will appear in the conversation within a minute or two (the time required for a synchronisation cycle), without reloading the application. A reply you are currently writing remains untouched.

What Mail does NOT do

Nothing is deleted from the mail server. Task Manager only reads messages (both received messages AND the “Sent” folder - so replies sent from your phone or another programme also appear in the Thread) and adds copies of sent messages to the “Sent” folder. “Disconnect inbox” in Settings removes only the local copy in the app - your mail on the server remains untouched.

Linking (Workspace, Task, Chat)

The Thread menu (⋮) has a Link option. First choose a Workspace, then either the Workspace itself or a specific Task or Chat within it. Once linked, this option shows what the Thread is linked to and provides an “Open linked…” shortcut.

Automation links it automatically. If a Recipe creates a Task from a new email (Automations → Create task), the link is created without any action from you - the thread immediately shows Linked to: <task>, while the Task gets a badge with the email subject in its header, which opens the correspondence. A manual link takes priority: if the thread is already linked to something, the Recipe will not overwrite it.

Linking does NOT share the email. It is a navigation shortcut, not an invitation. The message content remains visible only to people who have connected that mailbox themselves - other Task participants will not see either the content or the subject. If you want the team to see the email content, paste it into the Task or save the attachments in Files.

The header also shows the avatars of people in the correspondence (two previews plus a count of the others) - click them to see the full list of addresses.

The paperclip in the header appears as soon as a Thread contains attachments. Clicking it opens the Files module straight away in the folder for that Thread (Mail → inbox → subject), with a bar saying “Downloading attachments (N) from the mail server…” and a spinning indicator. Files arrive in the background - when the transfer is complete, the bar disappears and the list refreshes automatically. You can safely close the window in the meantime; the copying will still finish.

Access

Mail is part of the Pro plan. In the Pro plan, everyone can use it by default. The administrator can remove access for a specific person in the users panel (the Can use Mail toggle) - the tab and section in the left-hand column then disappear. Access cannot be removed from the global administrator.

When the connection is not working

The Test connection button checks IMAP and SMTP separately and shows which one failed. The most common messages are:

“Port 993 requires encryption, but no encryption was selected” - ports 993 (incoming) and 465 (outgoing) always use SSL/TLS. The form selects encryption automatically when you enter the port; just leave SSL/TLS selected.

“The server presented a certificate that PHP cannot verify” - there are two possible causes. On the application server: an outdated CA certificate bundle (ask your hosting provider to update openssl.cafile). On a developer’s computer: antivirus software that scans email (Avast, ESET, Kaspersky) substitutes its own certificate - disable email protection in the software or add its certificate to the CA bundle. The application does not disable certificate verification, because without it someone could intercept your correspondence.

“The server response timed out” - usually this is caused by an incorrect server address or a port blocked by a firewall. Check the details in your hosting control panel (look for “mail client configuration” / “IMAP”).

“The server rejected the login details” - the username or password is incorrect. Note: some hosting providers require your full email address as the username, not just the part before @.

Gmail and Outlook require an app password. Your regular Google Account password hasn’t worked since 2022. Go to myaccount.google.com → Security, turn on two-step verification, then generate an “App password” - you’ll get a 16-character code to paste into Task Manager instead of your password. Also check that IMAP is enabled in Gmail settings (Mail → Forwarding and POP/IMAP). Outlook / Microsoft 365 works similarly, and IMAP may be disabled by an administrator on business accounts.

If a mailbox stops synchronising, an amber triangle will appear next to its name in the task list, and you can view the error details under Settings → Mail.

Copies of sent messages

When you connect a mailbox, the app automatically looks for the “Sent” folder (sometimes named Sent, Sent Items, INBOX.Sent) and saves a copy of every sent message there - so the thread looks the same in the app and on your phone. If the mailbox doesn’t have such a folder, the message will still be sent, but without a copy being saved on the server.

Spam / Junk

If you do not want to receive messages from a particular address, open the thread menu (⋮ icon) and select Spam / Junk - block sender. From then on:

• threads with this address disappear from all mail lists (including the “All” list),
• new messages from that address are not downloaded, so you will not receive notifications about them.

Nothing is deleted - either in Task Manager or on the mail server. You can find the list of blocked addresses under Settings → Mail → Spam / Junk; you can add an address manually or click Unblock - previous threads will then return to the lists. The block applies across all your mailboxes. You cannot block the address of your own mailbox.