How to Post Items to Teamwork Projects Using Your Email

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We built Teamwork Projects to help you and your team be more productive, and we love hearing about how you use our software to Get Things Done. (We really do!)

That’s why we’re bringing you this blog series: to highlight some of our hardest-working features that you might not have heard about yet, and let you know how they can work for you and your team.

Today’s topic: how to post updates — like messages, tasks, links, files, and notebooks — to your project using just your email and a paperclip.*

*Paperclip optional.

Whether you’re WFH, AFK, or just OOO, sometimes you’ll want to update your project without logging into Teamwork Projects directly.

Using your email to quickly add items to your project is a simple way to keep everything up to date, no matter where you are.

Say you want to add a message in a project, but you don’t have access to Teamwork Projects. Or maybe you’re in a flow state of getting through your inbox and you don’t want to switch apps and risk breaking your productivity.

To get started, the first thing you need to do is find the unique email address for the area in your project that you want to add to. (This bit needs to be done in Teamwork Projects, but once you’ve got it set up, you’ll be able to add things from anywhere with an inbox.) In this example, that area is Messages.

To do this, select the Options button (the three dots) at the top right and choose the “Post via” option. (In this case, “Post a Message via Email.”)

Once you’ve done this, you’ll see the email address that has been automatically created for this area of your project. This email address will be a scary-looking string of random numbers, but not to worry: you can edit this to an easier-to-remember address of your choosing (phew).

Now when you want to add a message to that project, you can compose your message, send it via email to the address you just created, and watch it appear within Teamwork Projects as soon as it’s been successfully sent.

And it’s not just messages: you can set it up for tasks, links, files, and notebooks, too. The basic principles are the same, but there are a few variations depending on which area you’re trying to add to, so it’s worth checking out our overall email command help doc for more in-depth information on exactly what you can add and send via email. And, as always, if you have any questions on using email with Teamwork Projects you can contact us at support@teamwork.com

Optional: once you’ve set up your email addresses, use the paperclip to keep any papers on your desk tidy.

We’d love to hear what you think. Is this feature new to you, or do you use it every day? Are there any other features you’d like to see us highlight in this series? Let us know in the comments.

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5 Comments

Ryan Malone

This is a great feature.

However, people should be made clear that only standard users can use the feature and there is a bug in Teamwork right now that lets all user types post to tasks. It’s been there for several months and my understanding is that they were going to close it eventually.

So you if you are building your workflows around clients or users being able to mail a task in (i.e. mail a request to the inbox), be prepared for a big jump in Teamwork cost when they close this loophole.

We found out that this was a bug AFTER we signed our enterprise contract despite asking Teamwork directly before we signed up (the Enterprise CSM is no longer with the company), so we will likely have to use a doesn’t-really-fit implementation of Desk or double the cost of our Teamwork investment because of some bad information during the sales process. Desk doesn’t work well for bug-logging in mass and portals seems like a lot of overhead for any environments.

To be fair, we love teamwork, but when you are talking the difference between 20-30K annually, the CSMs should know what they are talking about because when you test it, the function works. A bit disingenuous.

If you have all standard users the feature is a game changer.

Reply
Katriona O'Mahony

Hi Ryan

I’m sorry to hear there was confusion around this and you had a negative experience in this instance. We always want to make sure our customers are happy because our goal is to make your lives easier.
I’ve flagged this to your Customer Success Manager to follow up and discuss with you asap.

Thanks
Katriona

Reply

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