Tasks from your apps
One click makes a list Roma keeps filled from Gmail, Granola or Notion.
Roma can read the apps your work lives in and turn what needs you into tasks, on a list it makes for you and keeps filled. One click connects the app, creates the list and starts the first read. Today that is Gmail, Granola and Notion: mail that needs a reply becomes a task on Tasks from email, and the action items from your meeting notes become tasks on Tasks from meetings.
The lists Roma makes
Tasks from email is filled from Gmail. Roma reads the mail you sent and received in the last two weeks and files three kinds of task. A mail from a person that needs you is marked Needs my reply. A mail you sent that asks someone outside your company for something is marked Waiting on them. A mail that leaves you something to do without asking for a reply, such as an invoice due or a document to sign, is marked Important. Newsletters, receipts, shipping updates and mail inside your company are never tasks. The list opens as a board grouped by those three kinds. When the other person answers a thread you were waiting on, the task completes by itself.
Tasks from meetings is filled from Granola or Notion, or both onto the same list. After each meeting, the action items in the notes become tasks, each with the meeting and who was there, and the notes linked as the task's source. Roma reads the last seven days of meetings, and at least the five newest when a week was quiet. An item that is already on the list is never added twice.
Each list is yours. Rename it, give it another emoji, share it, hide a column, or change the instructions at the top of the list, which steer what counts as a task. Roma keeps filling it either way.
Where the one click is
On your first day, the Create your first task list card on your Tasks list has a row per app. On your iPhone the same rows sit at the head of the Lists tab.
Any day after that, Settings → Templates has the same rows for every account.
Import your tasks, the card at the foot of the left rail in the browser and in the Mac app, offers the same rows to an account that is at least a day old. Click it and it grows into the rows in place. The ✕ puts it away for good, on every device at once.
New automation → Pre-made lists the same sources with a paragraph on what each one does.
What happens when you click a row
If the app is not connected yet, its sign-in opens. Allow what it lists and close the page when it says Connected. Connect an app to Roma has the general steps.
The row reads Connecting, then Creating, then Reading. You stay where you are.
The new list unfolds in the sidebar under Lists, and the row keeps a green check. Click the row to open the list.
The first read starts at once and brings the recent past over, so the list is not empty when you open it. After that Roma reads every 30 minutes while the app stays connected, and is quiet between midnight and six in the morning.
The automation behind the list
Every one of these lists is kept by an automation you can open from the Automations page. Its page shows the list it files onto, under Files onto, and that is the one place to change the destination. The run leaves a line in your chat each time it finds something new. What an automation is explains how a run reaches you.
If you delete the list, nothing breaks and nothing pauses. The next read files onto your Tasks list instead, and says so once in the chat. To stop the reading altogether, pause or delete the automation, or disconnect the app under Settings → Connections.
What Roma reads, and what it never does
Everything here is a read. Roma writes nothing in Gmail, Granola or Notion, sends no mail and edits no note. A task's body carries the words from the source as they were, with the sender, the subject or the meeting named above them, and a link back. The details of each connection are in Gmail in Roma, Granola in Roma and Notion in Roma.
Questions people ask
Does Roma create tasks from every mail I get?
No. It files mail that needs your reply, mail where you are waiting on someone outside your company, and mail that leaves you something to do, such as a bill or a document to sign. Newsletters, receipts, shipping updates and mail inside your company are left alone.
Can I pick which list the tasks land on?
Yes. Open the automation from the Automations page and change the list under Files onto. The list you choose must be a task list, one that keeps a status and a due date on its items.
What if I delete the list by accident?
The tasks keep coming, onto your Tasks list, and the next run says so in your chat. Pick another list on the automation to change that, or click the row again on Settings → Templates to make the list anew.
Why did a task complete on its own?
On Tasks from email, a task marked Waiting on them completes when the other person answers the thread. If the thread moves on again and needs you, the task reopens.