🔑 Project
members with permission to add
tasks can create tasks via email.
Updating existing tasks also depends on
add/edit tasks permissions.
How do I find a project's tasks email address?
In the List area of your project, click the options button (⋮ three dots) in the top right and select Post tasks via email from the dropdown menu.
In the Post tasks via email window, click the copy icon to the right of the email address.
📝 Project admins
and site admins also have an edit
option to customize the
email address.
By default, tasks
created via email are
added to an Inbox task list
when using the
project email address.
You also have the option of
specifying an existing task list by adding [#Task
List Name] or (Task
List Name) to the subject line of
your email.
- If you use a task list name that does not
match an existing task list, the task will
be
sent to the Inbox list.
⚠️ Do not use the
item-via-email
address feature to post from automated systems
that could generate hundreds of
messages, files, notebooks, etc. Abuse of this
feature will result in suspension of
the feature from your account.
How do I post tasks to a specific task list?
You can also post tasks directly to an individual task list. To access the task list email address, hover over the task list name and click the ⋮ (three dots) to the right. From the dropdown menu, select Advanced > Post tasks via email.
In the Post tasks via email window, click the copy icon to copy the task list email address.
How do I create a single task by email?
To create a single task, put the task
title in the subject line of your email.
Anything in the body of the email will be
added into the task description. Attached
files will be attached to the task when
created.
How do I create multiple tasks by email?
To create multiple tasks, leave the
subject blank and put each task on a new
line in the body of the email with a blank
line following each task.
📝 When
creating
multiple
tasks, attached files are ignored and not
linked to
any task.
Tasks and
subtasks: To add tasks with
subtasks, and the parent task on one line,
then use the #option
before the text on each subsequent line
for each subtask you want to
create.
Description: To add a
short description, put it in curly
braces when creating multiple tasks
e.g:
{quick description}.
- Line breaks are not supported, so
keep it all
on one line.
Example (to be added to the email body)
Task number 1 {quick
description}
# @John Title of subtask 1 {quick
description}
# Title of subtask 2 {quick description}
Task number 2 {quick description}
How do I assign tasks by email?
Use the @person shortcode in the email's
subject line (for single tasks) or in each
line of the email
body when creating multiple tasks
to assign a task to a person
on the project.
The @mention can be the
person's login name or a
combination of firstname &
lastname. Ex. A user called "Daniel
Mackey"
with a login "dmackey" can be
referenced as @dan, @daniel,
@danielmac,
@danielmackey or @dmackey.
Notify assignees
Append notify+ to the recipient
email
address when creating tasks via email to send
a notification email for the new
tasks. Ex. notify+00000_00000@tasks.teamwork.com.
- notify+ is also supported in the email
subject.
- The user creating the
task(s) is not notified.
- If the task is assigned to multiple
people, only those people are
notified.
- If the associated task list has default
assignees set, those assignees are
respected.
- If the associated task list is private, only assignees with access to the list are notified.
How do I set privacy by email?
Append private+ to the recipient email
address when creating tasks vial email to
make the tasks private:
- Ex. private+00000_00000@tasks.teamwork.com
How do I set priority by email?
Set task priority levels by adding
exclamation marks to task titles:
- ! = low
- !! = medium
- !!! = high
📝 The priority
header added by
email clients when you mark an email as
important is also supported.
How do I set start and due dates by email?
Specify a due date by including
the date in square brackets within the
subject line.
- [22/03/2019]
- [today]
- [next week]
- [friday]
📝 Use the date format
that is
set in your Teamwork.com localization
preferences.
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 starts
today and is due the next upcoming
Monday.
- [16/12/2019][22/12/2019] Task starts on
Dec 16th
and is due Dec 22nd.
How do I set estimated time by email?
Set estimated time when creating tasks via
email using a time duration in hours and
minutes between square brackets in the email's
subject line.
- [10m]
- [1h]
- [2h 30m]
Example (subject
line): Task title
[30m]
How do I add tags by email?
Add tags to tasks by referencing them
as
#tag1 #tag2 in the email's
subject line. Tag names with multiple words use
the format
#[tag name]. Example: Task name is 'New
Task', and
it has two tags: bugs and design
plans.
Once you send the email, the task is
created in the chosen task list with
the tags applied.
How do I reopen tasks and milestones by email?
Send #open or #uncomplete as part of
the reply. Any other included text is
added as a comment.
To reopen a task, reply to completed
task notifications with:
- #Uncomplete
- #Reopen
- #Open
- #Notdone
- #Reopened
You can add a command and a
comment at the same time. The command
is
processed & the command text is
removed with the remainder added as
the
comment.
How do I reassign tasks by email?
Send #reassign @user or #assign @user
as part of the reply.
You can assign a task to multiple users,
e.g. @dan @peter @tim.
How do I complete tasks and milestones by email?
To complete a task or milestone,
reply to active
task or milestone notifications with:
- #Complete
- #Completed
- #Done
Any other text in the reply
is
added as a
comment.
How do I follow only comments?
To follow only comments on a task,
reply to the email notification with
any of the following:
- #commentsonly
- #followcomments
- #onlyfollowcomments
Unfollow via email
Reply to an email notification
with #unfollow in the body to be
removed as a follower from
that item.
Manage email signatures
Add
#end after your
email content to exclude your
email signature. This must be on a
separate line
from your content. - Even without
#end, if your signature has images, Teamwork.com removes the images once our system can see that they are used repeatedly. - You could add
#endas 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.
Frequently asked questions
Who can create tasks by email?
Project members with permission to add tasks.
What if the task list name doesn't match?
The task is sent to the Inbox task list.
Can I post tasks from automated systems?
No. Don't use this feature for automated systems that could generate large volumes of items; abuse can lead to the feature being suspended.
For more information, see: Creating and Modifying
Project Items via Email