How to add an external message to a task?
Each Planfix task has its own virtual email address like::
firstname.lastname@example.org or email@example.com
- 123 is task number;
- account is your Planfix account name.
A message sent to this address will be added to the task as an action. Also:
- the message text will be added to the task as a new comment;
- the files attached to the letter will be added to this task with the same action with the comment;
- the subject of the letter will be ignored;
- all task assignees will receive a notification on the addition of a new action.
Previously there was a rule according to which the address from which the message was sent should belong to an employee or a contact who has access to this task. Now this restriction does not exist.
If the message comes from not existing in your account email address, then:
- contact with this email and name of the sender of the response will be created automatically
- this contact will be added to the task as a participant
- an action containing the text of the response will be created from his/her name
If this contact already exists in the system but is not connected to the task - it will be added to the task as a participant
As a result: It always makes sense to pay attention to the address from which you send messages to Planfix. If the address does not exist in Planfix, then, regardless of the presence of the participant with the same name but a different email in the task, a new contact will be created and connected to the task. The presence of two participants with the same names in the task will certainly puzzle your colleagues.
You can quickly copy email of the task to the clipboard, clicking on its name:
- If you do not know the number of the task you need, you can send an email to the address firstname.lastname@example.org (that is, with a plus, but without the task number) and add the tag #text , where 'text' is part of the name of the task. Planfix will perform a task search on this text and add the message to the first task found. If no task is found, the name of which would contain this text, the message will be added as a new task.
- By default, all assignees of the task will be notified about the new action. If you add the tag @nonotify to the subject of the message, the notifications about the new action will not be sent.
- You can also add messages to tasks using rules
Examples of use
|Address||Subject||What we receive in result|
|email@example.com||FW: Addition to order||An action will be added to task №4568 in test.planfix.com account, all task participants will be notified.|
|firstname.lastname@example.org||FW: Addition to order #abcd||The first task, containing "abcd" combination will be found; action will be added to it; all task participants will be notified.|
|email@example.com||FW: Addition to order @nonotify||An action will be added to task №4568 in test.planfix.com account; notifications won't be sent.|
|firstname.lastname@example.org||FW: Addition to order #abcd @nonotify||An action will be added to task №4568 in test.planfix.com account; notifications won't be sent. Tag #abcd will be ignored because task number is stated.|
Rules of processing email messages coming to the existing tasks
For more flexible processing of messages, added to task via email you can configure rules of processing messages, coming to a task.