What is the problem with long threads?
Imagine a thread with a client: forty messages, four people on your side and two on theirs. Every reply carries the earlier correspondence with it. You scroll through three screens of quoted text to find two sentences added at the top. Somewhere in the middle is approval of the price. You can't remember who gave it or when.
Mail grows steadily, while decisions happen at specific moments. Task Manager in the Pro plan has mail built in - you connect an IMAP/SMTP inbox, and once you enable the “Show every thread in the All view” option, you see threads alongside tasks in a single list, with the conversation shown in the right-hand column. No one will make a decision for you or reply to the customer on your behalf. But you can get to the messages that your response depends on more quickly.
What does thread organising mode do?
Below the reply field is the “Organise” button with four options. Original content shows messages unchanged. Polish shortens them and rewrites them in the first person, without footers, signatures or confidentiality clauses. Summarise keeps 1-2 sentences from each message. Expert uses professional language and adds a line below the message starting “Expert note:” with advice, a risk or a question worth asking.
AI organises the 8 most recent messages. Above them is the “Organise older messages (N)” button, which loads further batches of 8. You can switch between modes that have already been generated without waiting. After you refresh the page, AI generates the result again - the organised version isn't saved to the database. The original messages remain untouched.
Task Manager collapses quoted message history. You can expand it using the “Show previous correspondence” button. Links in the organised version remain clickable and have shorter labels. Instead of a long URL, you see figma.com/proto/….
What changes in your day
You don't have to scroll through three weeks of correspondence to find out what was promised to a client. When you return to your own correspondence after leave, it's easier to find where to pick up the reply. You don't have to ask a colleague to remind you of a deadline mentioned in the correspondence.
You don't have to give every sentence in a long email the same amount of attention. If a client writes five paragraphs and only one sentence is about the decision, you can focus on that sentence. Signatures and clauses won't obscure the content you're looking for.
When you return to a case after a longer break, you can read a shorter version of the correspondence first. Instead of trying to recall how it unfolded, you can check which decisions you still need before replying.
A complaint that's been going back and forth for three weeks
A client reported a defect halfway through the month. Customer support replied, then someone from the technical team and a sales representative. Someone else was copied in too. On Thursday, the client writes: “but we agreed something different”. You need to reply today, and the thread has thirty-something messages.
You open the thread and choose Summarise. In the 8 most recent messages, you see a later repair proposal. You select “Organise older messages (N)” and load further batches of 8 until you reach the promise to replace it from two weeks ago and the original report. Then you select Expert and wait for AI to organise these messages in a new style. Below the message about the replacement, you read a note about what to ask before replying.
You still don't know who approved the cost. You click “AI Assistant” in the footer of the reply field. The editor switches to question mode, the field changes colour, and a message appears where the recipients are, explaining that the question won't be sent to them. You ask: “what price was approved, and who approved it?”. The assistant answers based on the thread correspondence and files from the Files module, if you attach them. If they don't contain the answer, it says so directly. The answer appears below the latest message with the ONLY VISIBLE TO YOU badge and is there each time you open the thread. No one else can see it.
Frequently asked questions
Is Mail included in the Standard plan?
No, it is a module in the Pro plan.
Are the original messages left untouched?
Yes. The AI-organised version is a preview for the current session and isn't saved to the database. You can view the originals by selecting “Original content” from the “Organise” button menu. The note “AI can make mistakes” appears below each processed message.
Does organising work on the entire thread at once?
No. AI processes the 8 most recent messages. You can load older ones using the “Organise older messages (N)” button - 8 at a time. You don't have to process the entire history if you're looking for decisions from the past week.
Can anyone else see my questions to the AI Assistant in a thread?
No. Only the mailbox owner can see the answers. The administrator can't see them either, just as they can't see your email. A mailbox in Task Manager belongs to one person, so each person connects the shared company address separately.
What do I need to use these features?
You need to have AI configured in Settings → AI, a connected mailbox and access to Mail, which the administrator can revoke in the users panel. Mail supports any IMAP/SMTP server, including Polish hosting providers, Gmail and Outlook. In Gmail and Outlook, you need to use an app password instead of your regular account password.