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

🔑 Project members with permission to add tasks can create tasks via email. Updating existing tasks also depends on add/edit tasks permissions.

Locate 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. 

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In the post via email modal, click the Copy button to the right of the email address.

📝 Project admins and site admins also have an edit option to customize the email address.

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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.

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 the Post Tasks via Email option.

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In the post via email modal, you can copy the task list email address.

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Create 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. 

Create 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.

📝 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}

Post tasks to a board column

Create a task via email and add it directly to a column in a project's Board view. 

You must first set a default task list on the board column.
  1. Select Jump to in Teamwork's navigation menu.
  2. Search for and select a project.
  3. Switch to Board view
  4. Scroll to the relevant column.
  5. Click the three dots on the column name's right and select Column Settings.
  6. Scroll to Default Task List in the quick view panel and select a task list.

  7. Click Update in the quick view panel's bottom right.

Whenever a task is created via email with the chosen default task list specified, the task is created in that task list in List view, and in the board column with the default list set in Board view.

Assign tasks

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.

Set privacy

Append private+ to the recipient email address when creating tasks vial email to make the tasks private:
  • Ex. private+00000_00000@tasks.teamwork.com

Set priority

Set task priority levels by adding exclamation marks to task titles:
  • ! = low  
  • !! = medium  
  • !!! = high  

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📝 The priority header added by email clients when you mark an email as important is also supported.

Set start and due dates

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.

Set estimated time

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]

Apply tags

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. 

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Reopen 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
  • #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.

Reassign 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.

Complete tasks and milestones

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.

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.

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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 #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.