HUBAL › User manual › Collaboration
Team Collaboration
Sharing Canvas Frames
On the canvas, you can create collaboration frames — designated areas shared with specific people or groups.
Set the permission level: read-only or edit.
Confidential Areas and Security (KMS)
A project marked as confidential is visible only to selected users. The schedule, notes, and files are hidden from everyone else.
Data is secured using KMS (Key Management Service) technology, where encryption keys (Master Key) are managed centrally and shared only with authorized organization members. As a result, access to the most sensitive files and projects is strictly controlled.
The AI Assistant does not process data from confidential projects for users without appropriate permissions — the KMS system blocks the assistant from decrypting this data in the context of an unauthorized query.
Mail and AI — how much of your mail AI sees
You decide how much of your business mailbox AI can see. It is a personal setting — everyone chooses for themselves; an administrator does not choose for anyone. Change it in Mail → Settings → AI and your mail. The same choice appears when you connect a mailbox — you cannot connect it without making one.
| Mode | What happens to a new email |
|---|---|
| AI sees all my mail | AI summarises every new email, assigns it to a project and picks up deadlines and commitments. |
| AI sees only the mail I choose | New mail is hidden from AI. You turn AI on with the switch in the thread header — only where it should help. |
| AI does not see my mail | Mail works without AI: no summaries, project assignment or alerts from email. |
Changing the mode applies to mail that arrives from now on — it does not change what AI has already read. You hide a single thread with the switch.
AI can make mistakes and may show your team something that should have stayed private. That is why, when you choose a mode in which AI reads your mail, you accept the Mail with AI Terms — including the duty to check AI outputs before you rely on them. If AI was already reading your mail before, you will see a request to confirm them above your mailbox (or choose AI does not see my mail). An administrator who turns on the Can use AI for mail permission accepts the terms on behalf of the organisation.
In the header of an open thread, next to the subject. Blue = AI can see the thread; clicking hides it from AI and removes whatever AI has already made from it (summary, commitments, alerts, case details in the project journal). Grey = AI cannot see the thread; clicking shows it to AI together with the next replies, and AI reads the latest messages right away. The switch works in every mode.
The arrow next to the switch: AI always sees mail from … or AI never sees mail from …. The rule covers new mail from that sender. You will find the list of rules with a Remove button in the settings, below the mode choice.
A person's permissions and the presets (the Emails group) include Can use AI for mail — on by default. When the administrator turns it off, AI does not read that person's new mail. The administrator can only take this option away — they cannot choose the mode for anyone.
A hidden email is not read by the assistant, its search, the project journal or alerts; the AI reply draft skips it too. You see it in your mailbox as usual, and folders and junk filtering keep working. When settings meet, privacy wins: the AI does not see my mail mode beats any rule, and the "never sees" rule beats a switched-on thread.
The mobile app does not have the AI switch yet — hidden emails stay hidden there too, but you switch them in the browser. AI does not read private mail in the background.
Notifications
HUBAL automatically notifies (email + in-app notification) about:
- Assignment of a new task
- Approaching deadlines
- Changes in a shared project
- New comment / chat message
- Alerts from the Alerts assistant (new business signals)