What is the problem with enquiries in the inbox?
A customer request arrives by email and stays there. Someone has to read it, copy it to a task list, set a due date, assign someone and save the attachments. Until then, the only record of the issue is a message in someone else’s inbox. The rest of the team might not even know there’s something waiting.
A mail that creates a task on its own is an automation recipe in Task Manager built according to the WHEN / IF / DO pattern. If a message meets the conditions, a task is created and linked to the correspondence thread. Attachments go to Files. No one has to retype the request by hand. Mail, Automations and Files are Pro plan modules.
What does this recipe look like inside?
The trigger is New email in inbox. It responds only to received messages - copies of your own outgoing emails won’t trigger it. Conditions let you specify the sender, email subject, inbox (if you have more than one) and whether there’s an attachment. You can enter several words separated by commas in the “contains” fields. Just one match is enough. Enter a word stem instead of the whole word: “faktura” won’t match “fakturę”, but “faktur” will match both forms.
When this kind of filter isn’t enough, add the “AI evaluates” condition. You can describe what you’re looking for, such as a complaint or an attachment that looks like an invoice. AI can see the sender, subject, part of the message and attachment names. It doesn’t look inside files. This condition is checked last, after the other filters, to avoid unnecessary requests. If it’s unsure, it answers “no”.
In the DO section, you can add up to ten blocks in sequence. With Create task, you select a Workspace, an assignee and a due date, such as +2 days after the email arrives. You can insert {{mail.temat}}, {{mail.tresc}} and {{mail.nadawca}} in the subject and description. Then add Write a message or AI writes a message. The message will go into the thread created for the task, if the task-creating block comes first. Save attachments to folder lets you use the path Zgłoszenia / {{rok}} / {{miesiac}}. A slash creates another level, and any missing folders are created automatically. Before you enable the recipe, the Test button shows what would happen with recent events. It won’t perform any actions or send anything.
What changes in your day
In the morning, you don’t have to check your inbox to work out which requests to pass on. Those that met the conditions are waiting as tasks, with a due date, an assignee and a description from the email. You start by making decisions, not copying things out.
You also don’t have to search through attachments from three weeks ago for photos of a fault. Files from emails are organised by year and month. If someone later asks exactly what the customer wrote, you can go from the task back to the original email conversation. The link works the other way too.
A service company that receives fault reports by email
A fault report arrives at 7:40, before anyone has sat down at their desk. A custom recipe filters emails by the sender's domain, creates a task in the specified Workspace with a due date two days later, and saves attachments in the reports folder. You choose the person responsible in the recipe. In the morning, you can start with a task linked to the email instead of copying the report out of the inbox.
This recipe won't read the due date from the email. You set it as a specific number of days after the email arrives. It also won't choose the person responsible based on the email - it assigns the person you specify. If reports need to go to different people, create separate recipes with conditions based on the sender or subject. You'll find the ready-made recipes Complaint → urgent task (AI) and Fault report → task in the catalogue under +. In both, select your Workspace and save the recipe.
Frequently asked questions
Do I need the Mail module?
Yes - to work with a shared inbox in the app, you need the Pro plan, which includes Mail and Automations. Mail templates are available once you have access to the Mail module. To use the “New email in inbox” trigger, you need a connected inbox.
Can someone else build an automation using my inbox?
No. A recipe only responds to its author's mailboxes. Not even an administrator can change this.
Will every email create a task?
No. A task is created only for an email that meets all the recipe’s conditions. Conditions are joined with “and”; different scenarios require separate recipes.
How do I know if the recipe has run?
The History button shows events that matched the trigger: completed events with a list of steps, skipped events with the condition that wasn’t met, and errors with a server message. Entries are stored for 30 days.