Creating Tasks from Emails
You can convert emails into tasks by forwarding them to a unique email address. These addresses exist for both projects and individual users.
Main Benefits and Use Cases
This helps you organize processes efficiently, for example:
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Invoice approvals by forwarding invoices to a central project
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Handling customer inquiries for things like regular social media posts
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Processing applicants in a structured way
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Collecting feedback and bugs for software products
How Email-Based Task Creation Works
Creating a Task in a Project via Email
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Open your desired project and go to Settings.
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In the Create Tasks via Email section, copy the email address for this project.
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Select the task list where emails should be converted into tasks.
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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 desired email to this address.
Information Extracted 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 | Followers |
If there are multiple recipients, the first one besides the awork email address is selected. If awork can match this user, they will be set as the assignee of the task.
Automating Email Tasks
In your Project Settings, you can set up automations for tasks created from emails.
This lets you automatically perform additional actions on email-based tasks, such as:
- Set assignees
- Add tags
- Change the status
- Add a due date
Tips and Hints
- Keep an eye on the task type, since it's set automatically based on your most recently used type or the top one in the list.
You cannot select the task type when creating from an email:
The default is the most recently used task type for the respective user in that project. Alternatively, the task type at the top of your activity list will be selected automatically.
You can edit the task type after creation.
- Use HTML emails, as only these can be correctly converted into tasks
- Permission check: Creating tasks via email is done anonymously without permission verification. Users without write permissions can also create tasks.
- Use vCard for your address book
Next to the email address stored in your Project or Account Settings, you'll find the option to download vCard. This lets you quickly save the email address in your address book and forward emails faster.
FAQ
Where can I find the email address for a project?
You'll find the project email address for task creation in your Project Settings.
Where can I find the email address for private tasks?
You'll find the email address for creating private tasks in your Account Settings.
Why can't I select the task type when creating from an email?
When creating from an email, the task type is preset: the default is the most recently used task type for the respective user in that project. Alternatively, the task type at the top of your activities list will be used. You can edit the task type after creation.
Which email formats are supported?
Only HTML emails can be correctly converted into tasks. If your email program is sending RTF instead of HTML, you can change that setting.
Are email attachments included?
Attachments are included as task attachments (up to 30 MB per email).
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