Within Teamwork, 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.
Note: Any project members with the project permission to add the relevant item type can use the post via email feature.
To create items, you will need to find and copy the appropriate email address for that project and that type of item, for example:
- Tasks: firstname.lastname@example.org
- Messages: email@example.com
- Files: firstname.lastname@example.org
- Notebooks: email@example.com
- Links: firstname.lastname@example.org
Go to the relevant feature subsection of your project (such as List, Notebooks, or Files).
Click the three dots in the top right and select the Post via email option to view the email address.
In the Post via Email modal, click the Copy button to copy the address to your clipboard. Project admins and site admins can also use the Edit option to customize the text of the email address.
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.
You can add tags to project items by adding them as
#tag2in the subject line of the email.
For tag names with multiple words, use the format
Example: Task name is New Task and it has two tags: bugs and design plans.
Once you send the email, the task will be posted to the Inbox task list in the project, unless you have specified a task list in the email.
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:
You can also mention entire teams based on the their relevant team handle.
Removing excess information
You can add #end after your email content so your signature is not included (make sure this is on a separate line from your content).
- Even without #end, if your signature has images, Teamwork will remove the images once our system can see that they are used repeatedly.
- 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 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.
For more information, see: Teamwork Tips