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Sending Emails to Cards and Spaces

KanBo licenses having this feature:

Free

Team

Professional

Business

Enterprise

Strategic

In this article:

Overview

You can combine email communication with writing comments in KanBo and creating cards. Provide external subcontractors with an email address for a card or space so that their responses are visible to other users.

This feature must be enabled as an additional component. See how to configure this functionality.

Just send an email to the card and it’ll show up as a comment in the card. The sender’s email address will be visible as a username.

You can also send an email directly to the space, which will create a new card representing your message. The card’s name will be the same as the email’s subject line, and its content will appear as a comment.

Such communication, of course, works both ways. See how to send comments in the form of emails.

Creating card email addresses

To create the card email address:

  1. Open the space.
  2. Open the card.
  3. On the top bar, go to More (the three-dot menu), and then select  Incoming emails.
  4. Select + Add.
  5. Select whether to create a custom or randomly generated email address for the card, and then select Add.

The card email address was created.

To see available email addresses of cards from this space:

  1. Open the space.
  2. On the space top bar, go to More (three-dot menu button), and then select  Settings >  Incoming emails.
  3. Select  Card incoming emails.

Sending emails to cards

To send an email to the card:

  1. Open the space.
  2. Open the card.
  3. On the top bar, go to More (the three-dot menu), and then select  Get email address.

The email address of the card is copied to the clipboard. The message sent to this email address will become the comment in this card.

Creating space email addresses

To create the space email address:

  1. Open the space.
  2. On the space top bar, go to More (three-dot menu button), and then select  Settings >  Incoming emails.
  3. Select + Add.
  4. Select whether to create a custom or randomly generated email address for the card, and then select Add.

The selection of the card template will affect the structure of the card that will be created through the incoming email. This can affect, for example, the initial card status, assigned lists and labels.

If you have more card templates, you can create several email addresses within a single space.

Sending emails to spaces

To send an email to the space:

  1. Open the space.
  2. On the space top bar, go to More (three-dot menu button), and then select Get email address.

The space email address will be copied to the clipboard. The message sent to this email address will become the new card in this space. The card’s name will be the same as the email’s subject line, and its content will appear as a comment.

Add extra information in the subject using "#" and "@". With #labelname, you can create a label for the new card. Use @mentions to assign users to the card. It works with the @Name Surname and @Surname of the user.

Tips & tricks

Take a look at these hints:

  • Hover over a comment’s date to see the exact time of receiving the email.
  • Incoming emails won’t work when there is no grouping in a space.
  • If any of your email addresses are under a spam attack, please change your public/private address to a new one and inform all people that should know the new address. Optionally you can set up some additional spam filter rules on your Exchange/Microsoft 365. You could also add a rule to delete all emails that are older than 48 hours to keep the KanBo incoming mailbox clean.

FAQ

You can create cards based on received emails using the KanBo add-in for Microsoft Outlook.

Yes, you can use #labelname to create a label and @Name to assign users to the card in your email message to the space.

You need an administrator to install the Incoming Emails functionality. Once it’s installed, you can set up your incoming email addresses.

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