Email-to-Task Gateway Module

The Email Tasks module allows you to create tasks in Planovik AI by simply sending or forwarding emails to your dedicated personal address. It is a convenient way to capture action items, save important messages, and log tasks directly from your mail client.

Where to configure: Click your profile in the top-right corner of the header → select “Settings” → “Email Tasks” tab (available on Pro and Team plans).

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1. How It Works

1. Personal task address: A unique secure email address. Click “Copy address” to save it or add it to your contacts.
2. Workspace for new tasks: Select the target workspace from the dropdown where incoming tasks should be placed, and click “Save workspace”.
3. Disable address: You can temporarily deactivate email task creation at any time by clicking “Disable address”.

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2. Task Creation Process

1. Compose a new email or forward any message to your personal task address.
2. The Planovik AI background worker checks for new emails every minute and verifies the sender address.
3. The Task Title is created from the email Subject line.
4. The Task Description is populated from the email body text (up to 4,000 characters).
5. The task is automatically added to the Inbox list of your selected default workspace.
6. Thanks to real-time sync, the new task instantly appears across all your open tabs and devices.

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3. Security and Technical Limits

• Sender Address Verification: The server accepts messages strictly from the email address registered with your Planovik account. Unrecognized sender emails are automatically rejected.
• Unique Address Token: The gateway address uses a secure cryptographic HMAC token tied to your profile.
• Technical Limits:
  • Email check interval: 1 minute.
  • Maximum email size: up to 5 MB.
  • Maximum description length: up to 4,000 characters.
  • Rate limit: up to 20 tasks per minute and 300 per day.

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4. Plan Availability

The personal email gateway feature is available on paid plans (Pro and Team).