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'll 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 section for the type of item you'd like to create (like task, notebook, file and so on) and in the options menu in the top right, choose 'Post a task/notebook/file via email' to see the email address: 



On the screen that you see with the email address, you can use the 'Edit button to customise 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). 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.

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.

Tasks 


Create tasks

  • To create a Single task just 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 followed 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.
e.g.Task number 1 {quick description}
# Title of subtask 1 {quick description}
# Title of subtask 2 {quick description}


Assign 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.



Set 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
    • Examples
        [22/03/2012]
        [today]
        [next week]
        [friday]

  • You can specify a Start Date by including 2 date directives. The earliest date will become the Start Date and the latest date will become the Due Date
    • Examples
        [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

Tip: 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.


Reassign tasks

  • Send #reassign@user or #assign @user as part of the reply
  • You can send 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 with either
    • #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.




Time


Logging time

  • 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





Messages


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.
  • This works for messages.
  • 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
    • etc
  • 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
    • Example
    • This is a new message with 3 tags #support #api #bug



"Like" a Comment/Message/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 section of the relevant project.
  • Toward the top right corner under Options select 'Post a notebook via email'
    • 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
Additional 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


  • There is a combined 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
    • For Example: 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 to the files-by-email Teamwork address.
  • Additional Parameters
    • 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.
Additional Notes:
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.

Useful Tips:
You can also use this address to send a HTML marked-up email without any file attachments which gets saved and added as a new file to your project.