Creating Tasks from Emails
Convert emails into tasks by forwarding them to your project email address, automatically capturing subject, content, and attachments as task details
You can convert emails into tasks by forwarding them to a unique email address. These exist both per project and per user.
Key benefits and use cases
This lets you organize processes efficiently, for example:
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Invoice approvals by forwarding invoices to a central project
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Handle customer inquiries for things like regular social media posts
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Process job applications in a structured way
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Collect feedback & bugs for software products
How email-based task creation works
Creating a task in a project via email
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Open the project you want and go to Settings.
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In the Create tasks via email section, copy the email address for this project shown there.
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Select the list for tasks that come from emails.
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Forward the email to this address.
Creating a private task via email
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Open your Account Settings.
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In the Create tasks via email section, copy the email address for your private tasks.
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Forward the email you want to this address.
Information transferred from the email
The following information is transferred from the email to the task:
awork | |
Recipient | Assignee |
Subject | Task name |
Tag in #tag format in subject | Task tag |
Email content | Task description |
Attachments | Task attachments |
CC recipients | Watchers |
If there are multiple recipients, the first one next to the awork email address is selected. If awork can match this user, that person is set as the assignee of the task.
Automating email tasks
In Project Settings, you can set up automations for tasks created from emails.
This lets you automatically perform additional actions with tasks from emails, such as:
- Assign assignees
- Add tags
- Change status
- Add a due date
Tips and notes
- Keep an eye on the task activity, as it's set automatically (most recently used or top of the list).
You can't select the activity when creating:
The default is the most recently used activity of the respective user in that project. Alternatively, the activity at the top of the activities list is automatically selected.
After creation, you can edit the task type.
- Use HTML emails, as only these can be correctly converted into tasks
- Permission check: Creating tasks via email happens anonymously without a permission check. Even users without write permissions can create tasks.
- Use the vCard for your address book
Next to the email address stored in your project or account settings, there's an option to download vCard. This lets you quickly save the email address in your address book and forward emails faster.
FAQ
Where do I find the email address for a project?
You can find the project email address for task creation in Project Settings.
Where do I find the email address for private tasks?
You can find the email address for creating private tasks in your Account Settings.
Why can't I select the activity when creating via email?
When creating from an email, the task type is fixed: The default is the most recently used task type of the respective user in this project. Alternatively, it's the activity at the top of the activities list. After creation, you can edit the task type.
What email formats are supported?
Only HTML emails can be correctly converted into tasks. If your email program sends RTF instead of HTML, you can change that.
Are email attachments transferred?
Attachments are transferred as task attachments (up to 30 MB per email).
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