Within Teamwork Projects, you post tasks directly to your projects via email.



Go to the Tasks area of your project. Click the options (three dots) button in the top right corner, and select 'Post Tasks via Email' from the dropdown menu:

In the post via email modal, you will see the email address for sending tasks via email. Click copy to copy the email to the clipboard:

You can also edit the email address to make it easier to remember.


Tasks added via email will be added to an 'Inbox' task list by default, when using the project email address.

You can however send a task to a different existing task list by adding [#Task List Name] or (Task List Name) to the subject line of an 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.

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.

Posting tasks to a specific task list

You can also post tasks to individual task lists. To find the task list email address, click on the drop down arrow to the left of the task list name and choosing 'Post tasks via email'.

In the task list email modal, you can edit the email address of the task list.

There is only an option to change the second part of the email, related to the task list, as the first part is set when you change the settings for the overall 'Post tasks via email' option as above.


Creating a single task

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.

Creating multiple tasks

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 board within board view

You can post a task via email directly to a task board on your project. 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) which 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
Setting 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.

Adding 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
  • #Notdon
  • #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

Following only comments

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

  • #commentsonly
  • #followcomments
  • #onlyfollowcomments
Unfollowing via 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]
  • [1:30]
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

Note: Adding in #end at the end of your emails will cut off the rest of the email being published within Teamwork, so this is a great to stop your signature from being added each time. You can also colour it in white to avoid it from being seen if you are sending it to multiple users as well.