Overview
Use AI card creation when an email contains work you want to track on a board, such as a maintenance request or a new lead. AI uses information from the email to pre-fill the card form for your selected board. You review the details and save the card, with the conversation linked for context.
This is a manual, one-conversation workflow. It is useful for a one-off request or an email that did not create a card through your normal intake process. To create cards automatically from future incoming emails that meet conditions, use Inbox Rules instead.
Before you begin
Premium required: AI field extraction when creating a card requires Premium. If you do not see the feature, ask your account manager to enable it.
- Open an email you can access in Aptly.
- Choose a board already set up for the work. Its configured fields determine the card form; different boards can ask for different information.
- If the request may already be tracked, check the conversation's Details > Cards section first. You can find and link an existing card there instead of creating another one.
Create a card with AI
- Open the email in your Aptly inbox.
- Click Create Card in the conversation's action toolbar. If a notice explains that the conversation will be linked to the card, confirm that you want to continue.
- In Create New Card, open Board > Select board and choose the board that should receive the work.
- Review the populated form. When AI extraction is enabled, it pre-fills relevant fields using the email and your selected board's fields. Compare the values with the original email; do not assume every detail was extracted correctly.
- Edit and complete the card. Correct inaccurate values, fill in missing information, and complete the required fields shown. Review Description or Notes, if present, and any contact, stage, or other selections your board asks for.
- Click Save when the details are ready. Reviewing the form is not the final creation step; saving creates the card on the selected board.
Example
Illustrative example: A resident emails, “The kitchen tap at 12 Oak Street, Unit 4, has been leaking since Monday. Please arrange a repair.” You choose your maintenance board.
Before saving, check that the description accurately captures the reported problem. Review any proposed property or unit value against the email, and select the correct record yourself if it is missing or wrong. Complete the other fields your team uses. The email does not give a repair appointment or cost, so do not treat either as confirmed.
This example shows what to check, not a promise that AI will fill every field. The fields and values you see depend on your board and the information in the email.
Find the saved card
After saving, you remain in the inbox. Open the selected board to find the card, or open the conversation's Details > Cards section and click the linked card. You can also use the Linked Card chip in the conversation's quick-details row. The original conversation is available from the card's Related tab.
If something needs attention
- AI extraction is not visible: Ask your account manager to enable the feature.
- A value is missing or incorrect: Compare the form with the email, then enter or correct the detail before saving. Confirm ambiguous information with the sender rather than guessing.
- The board or field you need is missing: Check that you selected the right board. Ask your administrator to review its field setup or your access as appropriate.
- You cannot find the card after saving: Check the selected board and the conversation's Details > Cards section before trying again, so you do not create duplicate work.