Task submission makes it possible to import e-mail messages as subtasks for the specified project.
DescriptionTo enable task submission, you should open the Task->E-Mail import form and set the following options:
|
Property |
Description |
|
Enable e-mail import |
Enables task submission for the current task. |
|
Contains keyword |
Allows you to specify the keyword either in the subject or in the body of the message. Keywords make it possible to use one mailbox for importing messages into several projects, therefore you should use different keywords for different projects. If no keyword is specified, the e-mail is imported regardless of its body or subject. The e-mail import rules with the empty keyword list are checked after the rules with a keyword specified. The keyword check is case-insensitive. |
|
In |
Allows you to specify the field in which to search for the keyword. The subject and body fields are supported. |
|
Category |
The category of the created tasks. The category must be associated with a workflow which has the start state. |
If the following conditions are true:
- e-mail submission is enabled;
- the message matches the conditions specified on the E-Mail Import tab;
- the sender’s name or e-mail address belongs to one of the system users; and
- the sender has access rights to the project;
the e-mail message is imported into the system. The fields for the created task are determined in the following way:
|
Property |
Value |
|
Name |
E-Mail subject |
|
Description |
E-Mail body |
|
Parent task |
The task having mail import enabled for it |
|
Category |
The category specified in the e-mail import options |
|
Submitter |
E-Mail sender |
|
Handler |
The handler of the parent task |
|
Priority |
Default priority |
|
Status |
The default state of the corresponding workflow |
|
Submit date |
The data when the e-mail message was processed and imported into the system |
If the e-mail message has any attachments, they are added to the created task and can be found on the Uploads page. If the task has any custom fields, they are set into the default value.
As soon as the task is created the system sends out an ordinary e-mail notification message to the subscribers.
Joe can use his e-mail account joe@mycompany.com to submit an item. Using his e-mail client, Joe creates a new mail message and sends it to the e-mail address provided by the TrackStudio administrator. For example, the mailbox might be support@mycompany.com. Joe can type a subject, a message and add attachments to the message. If the mailbox has been configured correctly, TrackStudio checks this mailbox for messages periodically. TrackStudio also determines if e-mail import is enabled for any project and if the message meets task submission rules for this project. If everything is valid, TrackStudio imports the task into the specified project.