Within Teamwork, you can create tasks in your projects via email.

In the Tasks area of your project, click the options button (three dots) in the top right corner and select Post Tasks via Email from the dropdown menu. 

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This will open the Post a Task via Email modal, where you will see the project email address for sending tasks to the project via email.

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Email address options:

  • Copy - Click copy to copy the email address to the clipboard.
  • Edit -  Using the edit option to the right of the email address field, you can update the email prefix to reflect the project name or something else that is relevant/meaningful to you.
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By default, tasks created via email will be added to an Inbox task list when using the project email address.

However, 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.

Note: 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 the via-email feature will result in suspension of the feature from your account.

Posting tasks to a specific task list

You can also post tasks directly to an individual task list. To access the task list email address, click the dropdown arrow to the left of the task list name and choose  Post Tasks via Email.

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In the Customize Task List Email modal, you will have copy and edit options as you do for the project email address.

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Clicking edit here will allow you to customize the second part of the email prefix, which relates to the task list itself. The first part of the prefix will reflect the project email address.

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Creating a single task

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. 

Creating multiple tasks

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.

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.
To add tasks and subtasks use the #option before the text on the next line and a subtask will be created.

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}

Note: When creating multiple tasks, attached files will not attach to any task and will be ignored. 

Posting tasks to a board within board view

You can post a task via email directly to a column in the board view of your project. You will first need to set the default task list on the board.

Navigate to the Tasks tab of your project and select Board from the view dropdown in the top right. 

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Click the arrow at the top of the relevant column and select Column Settings. 

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In the quick view panel that opens on the right, you can then select the default task list for this column. 

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Once set, whenever a task is sent to the specified default task list, the task will appear in both the list view and board view column.

Assigning tasks to users and notify them

You can use the @person shortcode in the subject line, or in each line of the email body 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:
    • e.g. 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 and priority

Append private+ to the email address to make the tasks private:

  • e.g. private+00000_00000@tasks.teamwork.com

You can set the priority of tasks by adding a number of ! characters to the task:

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

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

Setting start and due dates

You can specify a due date by including the date in square brackets within the subject line. Use the date format that is set in your Teamwork localization preferences.

  • [22/03/2019]
  • [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.

[16/12/2019][22/12/2019] - Start on Dec 16th and will be due Dec 22nd.

Note: When setting a start date and due date, the system will automatically use the later date entered as the due date.

Adding tags

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

For 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 will be posted to the Inbox task list in the project, unless you have specified a task list in the email. 

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Reopening tasks and milestones

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
  • #Notdon
  • #Reopened
Note: 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.

Reassigning tasks

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

You can assign a task to multiple users, e.g. @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 will be removed as a follower from that item.

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Managing email signatures

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.