Adding an external email to a task
Every Planfix task has its own virtual email address.
Example: email@example.com or firstname.lastname@example.org where:
- 123 is the task number, and
- account is the name of your Planfix account.
Emails sent to this address will be added to the task as actions. Additional info:
- the body of the email will be added to the task as a new comment;
- files attached to the email will be added to the task in the same action as the comment;
- the email subject will be ignored;
- all task assignees will receive a notification about the new action.
Before, there was a rule whereby the email had to be sent from the email address of an employee or contact who had access to the task. Now, this limitation does not exist.
If the email comes from an email address not in your account, then:
- a contact will automatically be created with the email address and name of the person who sent the email
- this contact will be added as a task participant
- an action containing the body of the email will be created, attributed to this new contact
If this contact already exists in Planfix but was not added to the task, they will be added to the task as a participant
It's always a good idea to pay attention to the email address you use to send emails to Planfix. If Planfix doesn't recognize your email address, a new contact will be created for you and added to the task, regardless of whether or not a participant with your name already exists in the task with a different email address. Your colleagues will likely be confused if there are two participants with the same name in one task.
You can easily copy a task email address to the clipboard by clicking its name:
- If you don't know the number of the task you need, you can send an email to email@example.com (with a plus sign but without the task number) and add the label #text to the subject, where in place of "text" you write part of the task name. Planfix will search for the task based on the part of the task name you provide and will add the email as an action to the first task it finds. If it doesn't find a task with a name containing that text, the email will be added as a new task.
- By default, all task assignees will be notified about the new action. If you add the label @nonotify to the subject of an email, notifications will not be sent out about the new action.
- You can use rules to add emails to tasks
|Address||Subject||What we receive in result|
|firstname.lastname@example.org||FW: Addition to order||An action will be added to task #4568 in the account test.planfix.ru; all task participants will be notified.|
|email@example.com||FW: Addition to order #abcd||The first task containing the letter combination "abcd" in its name will be found; an action will be added to it; all task participants will be notified.|
|firstname.lastname@example.org||FW: Addition to order @nonotify||An action will be added to task #4568 in the account test.planfix.com; notifications will not be sent.|
|email@example.com||FW: Addition to order #abcd @nonotify||An action will be added to task #4568 in the account test.planfix.ru; notifications will not be sent. The label #abcd will be ignored because the task number is specified|
Rules for processing emails sent to a task
For more versatile management of actions added to tasks by email, you can configure rules for processing emails sent to tasks.