Within Teamwork Projects, you can create items via email in your projects and use commands in the email to choose settings or interact with items that you're notified on.

To create items, you will need to find and copy the appropriate email address for that project and that type of item, for example:

To find the addresses in a project, go to the relevant project area for the type of item you'd like to create (like task, notebook, file and so on) and select the options menu to the top right. You can then choose 'Post a task/notebook/file via email' to see the email address: 



You will then be able to copy the 'Post via' email address within the modal.

If you wish you can use the 'Edit' button to customize the address to make it easier to remember:


Items added via email will default to the relevant category (or task list in the case of tasks, which will be 'Inbox'.

You can however send an item to a different category by adding [#Category Name] to the subject line of an email. If the category already exists your item will be added to this category: if not we will create a new category.

Note: Do not use the item-by-email address to post from automated systems that could generate hundreds of messages/files/notebooks etc. Abuse of the by-email feature will result in suspension of the feature from your account.

Creating tasks via email

To create a single task, put the task title in the subject line. Anything in the text field of the email will be added into the task description. Attached files will attach to the task created.

To create multiple tasks, leave the subject blank and put each task on a new line separated by a blank line.

  • To add a short description put it in curly braces when creating multiple tasks e.g: {quick description} - Line breaks are not allowed so keep it all on one line
  • Attached files will not attach to any task and will be ignored
  • To add tasks and subtasks use the #option before the text on the next line and a subtask will be created.
Example:

Task number 1 {quick description}
# Title of subtask 1 {quick description}
# Title of subtask 2 {quick description}

Posting tasks to a specific task list

You can send a task to a specific task list by selecting the dropdown arrow to the left of the task list name:



Within the pop up modal is a specific email address for this task list. When you send a task to this it will be posted to that task list rather than the default task list.


If you have set a default task list for a column it will also be posted there, as below.

Posting tasks to a board within board view


You can post a task via email directly to a board. You will first need to set the default task list on the board.

To do this, navigate to the tasks section of your project and choose the board view option to the top right:


You can then select the drop down option to the top of each board view column and choose 'Column Settings':



Within the pop out modal to the right, you can then select the default task list for this column:



Now, whenever a task is sent to the specific task list (as above) that has been set as the column default, the task will appear in both the list view and board view column.

Assigning tasks to users and notify them

Use @person in the subject or in each line if there are multiple tasks (e.g: @dan @peter) to assign a task to a person on the project. The @mention can be the login name or a combination of firstname & lastname. For example: A user called "Daniel Mackey" with a login "dmackey" can be "mentioned" by @dan, @daniel, @danielmac, @danielmackey or @dmackey

  • You can append notify+ to the email address to send a notification email notify+00000_00000@tasks.teamwork.com
  • We also support notify+ in the email subject
  • We do not notify the user creating the task by email
  • If the task is assigned to a set of people only those people are notified
  • If the list the task was added to has task list defaults then these assignees are respected
  • If the list the task was added to is private then only people who can see that list will be notified

Set privacy & priority

You can append private+ to the email address to make the tasks private
You can set the priority of tasks by adding a number of ! characters to the task

  • ! = Low Priority
  • !! = Medium Priority
  • !!! = High Priority

We also support the Priority header added by email clients when you mark an email as important.

Setting start & due dates

You can specify a Due date by including the date in square brackets. Use the date format that is set in your Teamwork account

[22/03/2012]
[today]
[next week]
[friday]

You can specify a Start Date by including two date directives. The earliest date will become the Start Date and the latest date will become the Due Date

[today] [next monday] This task will start today and is due next week
[22/12/2013] [16/12/2013]Start on 16th Dec and will be due 22nd Dec



When a task is assigned to a person, an optional email notification can be sent. You can reply to this email with various commands.

Add tags

You can add tags to tasks by adding them as #tag1 #tag2 etc

Examples [today] @dan This is a task with 3 tags #support #api #bug



Reopening tasks and milestones

Send #open or #uncomplete as part of the reply

  • Any other text is added as a comment
To Reopen a task, reply to completed task notifications with:

  • #Uncomplete
  • #Reopen
  • #Open
  • #Notdone
  • #Reopened
Note: You can add a command & a comment at the same time. The command is processed & the command text is removed with the remainder added as the comment.

Reassigning tasks

Send #reassign@user or #assign @user as part of the reply

You can assign to multiple users @dan @peter @tim

Completing tasks and milestones

To complete a task, reply to active task notifications with:
  • #Complete
  • #Completed
  • #Done
Any other text in the reply is added as a comment

Follow only comments

To follow only comments on a task, reply to the email notification with any of the following:

  • #commentsonly
  • #followcomments
  • #onlyfollowcomments

Unfollow by email


Reply to an email notification with #unfollow in the body and you'll be removed as a follower from that item.

Logging time on a task via email


Send [time] as part of the reply:
  • [1h]
  • [1m]
  • [1h 25m]
  • [1.5]
  • [1:30]
Add any text in {} for a time log description e.g: {This is the description for the timelog}. This is an optional extra.

  • If notification email relates to a task or a comment on a task then the time is logged against that task
  • If notification email does not relate in any way to a task the time is logged against the project


Replying to messages via email


When a new message or message reply is added to your project, an email notification is sent to the people who have been selected.

If the recipient of the notification replies to the email from their email client (such as Outlook or Gmail) then their email will be logged as a message reply on the project. You can also choose to disable replying to notifications by email in the project settings.

Mentioning people for notifications


Adding @name or multiple @names will include any mentioned people in the reply notification emails.

If you @mention a person or people in the body of the email being posted then we'll notify them when the new message is created.

You can use a combination of a user's name as the mention.

For a user with the name Daniel Mackey and a login of dmackey, the following would work:

  • @dan
  • @daniel
  • @danielmac
  • @dmackey
  • @danielmackey
If you add #End on a new line in a reply, it removes the signature from the reply added to the item on your Teamwork project.

You could add #End as 1px white text and space it one row above your normal email signature so no one can see it on normal emails but Teamwork.com will recognize the start of your signature.

The reply-by-email feature is great but sometimes people have auto-responders set up informing people that the person is not available. To stop these from being added as messages on your Message or Comment thread, make sure you have Out of Office somewhere in the subject of your Auto-Reply email.

Add tags to messages

You can add tags to messages by adding them as #tag1 #tag2 etc. to the subject line of the email.

This is a new message with three tags #support #api #bug:



Liking a comment, message or file


You can reply to an email notification with #like to "like" the comment/message or file on Teamwork. If you add some text then we'll add a "Like" and post a new reply.

Notebooks

To view/customize this email address, go to the notebooks area of your projects and select the options menu to the top right. You can then choose 'Post a notebook via email' to see the email address: 


  • Attachments sent will be ignored
  • Plain Text emails will be converted to HTML via Markdown


  • You can append private+ to the email address to make the Notebooks private to users in the owner company
  • You can append notify+ send an email to users on your project notifying them that a notebook has been added
Notes: Do not use the notebook-by-email address to post notebooks from automated systems that could generate 100's of notebooks. Abuse of the notebook-by-email feature will result in suspension of the feature from your account.


Files

You can post a file directly to your project. To do this, navigate to the files section of your project and select the options button to the top right of the page. You can then select the 'Post a file via email' option:



You will then see the post via email option on the modal that has appeared:



If you choose, you can edit the email address to make it easier to remember. Click the edit option to change this.

Note: There is a combined file limit of 100mb per email.

For best results you need to send the email with the files specifically attached to the email and not pasted inline in the body of the email

If you have images from another email you want to send to your Teamwork account, save all the images to your desktop and then attach them to a new email which can then be sent to your files-by-email Teamwork address.

Options:

  • You can append private+ to the email address to make the files private.
  • You can specify which category to add the file to. In the subject line add [#My Category]. If the category already exists, we use it; if not, we create a new category.
  • Do not use the file-by-email address to post files from automated systems that could generate hundreds of files. Abuse of the file-by-email feature will result in suspension of the feature from your account.

Posting links via email


You can post a link directly to your project. To do this, navigate to the link section of your project and select the options button to the top right of the page. You can then select the 'Post a link via email' option:



You will then see the post via email option on the modal that has appeared:



If you choose, you can edit the email address to make it easier to remember. Click the edit option to change this.

Note: You can append private+ to the email address to make the links private.

For more information see: Projects tips