Task email automation

• Company Members with access to the task can add an email automation to it.
• For client-related tasks, you need at least Client Member permission on the client.
• The default recipient is the task assignee; followers and external email addresses can also be added.

Add an email automation to a task when:

• The task is in the Calendar view and the assignee should be reminded outside of Uku (for example, before a client meeting).
• The task is recurring and each new occurrence should ping the assignee.
• A specific change (status update, due date approach) should reach someone via email — not just the in-app notification.

For company-wide notification rules (digest cadence, default alert types), see Task settings instead. For who can see a task at all, see Task visibility.

Path: open the task > Email automation.

1. Open the task you want to automate (from the Dashboard, Calendar, or a client’s Workflow).
2. Find the Email automation section in the task view.
3. Click Add automation.
4. Choose the trigger:
   • Task created — fires when the task instance is generated. Useful on recurring tasks.
   • Task updated — fires when key fields change.
   • Due date approaching — fires ahead of the due date by the lead time you set.
5. Choose the recipient:
   • Assignee (default)
   • Followers
   • Specific email address (e.g. an external stakeholder)
6. Save the automation.

Once saved, the automation runs automatically every time the trigger condition is met.

A “calendar task” is just a regular task that appears in the Calendar view because it has a scheduled date. Email automation on the task fires the same way regardless of which view you opened it from.

To get email reminders for calendar tasks: open the task from the Calendar (or the Dashboard), add the email automation as above, and close. The Calendar shows it like any other scheduled task. For configuring the calendar view itself, see Use the calendar.

When a recurring task generates a new occurrence, the email automation copies forward to that occurrence — you do not need to re-add the automation for every recurrence.

If you only want a single email (not one per occurrence), put the automation on a single specific task instance instead of on the recurring template. See Recurring tasks for how to add or override a single occurrence.

Check three things:

1. The recipient’s email is correct and they receive other Uku emails (not in spam).
2. The trigger condition has actually been met — for example, Due date approaching fires by the lead time you set, not on the due date itself.
3. The task is still active. Deleted, archived, or completed-and-closed tasks don’t fire automations.

Followers receive automations only if Followers is explicitly selected as a recipient. The default automation sends to the assignee only.

That’s expected — each task instance runs its own automation. If you only want the email once, don’t put the automation on the recurring template; put it on a specific occurrence.

Email automation uses the standard Uku notification template. Custom email content (for example, embedding the client’s invoice into the body) is not supported via per-task automation — see Mailbox for outbound email features.