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.
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.
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.
In the post via email modal, you can
copy the task list email
address.
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.
- Select Jump to in Teamwork's
navigation menu.
- Search for and select a project.
- Switch to Board view
- Scroll to the relevant column.
- Click the three dots on the column name's
right and select Column
Settings.
- Scroll to Default Task List in the quick view panel and select a task list.
- 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
📝 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.
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.
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.
For more information, see: Creating and Modifying
Project Items via Email