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Creating Items Via Email

You can create items via email by emailing the address defined in your preferences. The email address will be in the form pages-<username>-<drop-box password>@teamworklive.com (i.e. pages-susan-lee@teamworklive.com). The drop-box password allows us to make sure that it is actually you who is sending the email.

Alternatively, you can create items by emailing or CC'ing one of the following drop-box addresses from the email address you used when signing up:
• documents@teamworklive.com
• events@teamworklive.com
• milestones@teamworklive.com
• tasks@teamworklive.com

Frequently Asked Questions

create item via email screenshot
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  1. Send the email to the address defined in your preferences.
  2. The title of your email will become the title of the new item. You can specify the project, whether the item is a milestone or task, the responsible person, etc. in the subject too (see below).
  1. The files attached to the email will automatically be attached to the new item. If you attach multiple files, additional files after the first will be attached as related items. There is a 50MB limit on the total size of the attachments.
  2. The body of your email will become the body of the new item.

Configuring the Item Using the Email Subject Line

You can configure the item you are creating by adding keywords to the subject line. Be sure to the include the brackets when specifying the keywords.

Assign an item to a project
Put the project's name in the subject line.
For example, to put the item in the "Thoughtful Solution" workspace, put [thoughtful solution] in the subject line. If you do not have any other projects that start with "thoughtful", you can simply put [thoughtful] in the subject line.

Put an item in a folder
Put the folder's name in the subject line in brackets.
For example, to put the item in the "Marketing Research" folder, put [marketing research] in the subject line. The case does not matter but it's important that you use the complete name of the folder. Be sure to specify the project workspace too (see above) if you are putting the item in a project folder.

Make an item a milestone
Put [milestone] in the subject line.

Make an item a task
Put [task] in the subject line.

Associate a task to a milestone
Put the milestone's name in the subject line.
For example, to assign a task to the "Phase One" milestone, put [phase one] in the subject line. The case does not matter but it's important that you use the complete name of the milestone.

Assign a milestone or task to someone
Put the responsible person's first and last name or email address in the subject line in brackets.
For example, to assign the task to Jeff Clark, put [jeff clark] or [jclark@collectivesoft.com] in the subject line.

Add a due date
There are many different ways to add the due date for a milestone or task.
The following keywords are supported:
[today] - Due date is set to the current day.
[tomorrow] - Due date is set to the next day.
[sunday] - Due date is set to the next Sunday.
[monday] - Due date is set to the next Monday.
[tuesday] - Due date is set to the next Tuesday.
[wednesday] - Due date is set to the next Wednesday.
[thursday] - Due date is set to the next Thursday.
[friday] - Due date is set to the next Friday.
[saturday] - Due date is set to the next Saturday.
[next week] - Due date is set to a week from the current day.
[next month] - Due date is set to a month from the current day.
[next year] - Due date is set to a year from the current day.

Additionally, the following formats are supported:
The reports date format specified in your preferences: [09/29/77],[29/09/77], [77/09/29] - September 29, 1977.
The month and the day: [September 29], [Sep 29] - September 29 of the current year.
The month, day, and year: [September 29, 2006], [Sep 29, 2006], [Sep 29, 06] - September 29, 2006.

Add a due time
Put the time in the subject line in brackets.
Examples of valid times include [4:30am], [16:30], and [4am].

Add a reminder
You can specify a reminder by adding the following to the subject line in brackets:
[0min] or [0m] - at the due date
[5min] or [5m] - 5 minutes before the due date
[10min] or [10m] - 10 minutes before the due date
[15min] or [15m] - before the due date
[30min] or [30m] - 30 minutes before the due date
[45min] or [45m] - 45 minutes before the due date
[1 hour] or [1hr] - 1 hour before the due date
[2 hours] or [2hr] - 2 hours before the due date
[3 hours] or [3hr] - 3 hours before the due date
[6 hours] or [6hr] - 6 hours before the due date
[12 hours] or [12hr] - 12 hours before the due date
[18 hours] or [18hr] - 18 hours before the due date
[1 day] or [1d] - 1 day before the due date
[2 days] or [2d] - 2 days before the due date
[3 days] or [3d] - 3 days before the due date
[4 days] or [4d] - 4 days before the due date
[5 days] or [5d] - 5 days before the due date
[6 days] or [6d] - 6 days before the due date
[7 days] or [7d] - 7 days before the due date
[10 days] or [10d] - 10 days before the due date
[14 days] or [14d] - 14 days before the due date
[1 month] or [1mon] - 1 month before the due date

Make an item repeating
You can make a milestone, task, or event repeat by adding the following to the subject line in brackets:
[repeat every day] or [repeat daily] - repeat every day
[repeat every weekday] - repeat every weekday
[repeat every monday, wednesday, and friday] or [repeat mon wed fri] - repeat every Monday, Wednesday, and Friday
[repeat every monday and wednesday] or [repeat mon wed] - repeat Monday and Wednesday
[repeat every monday and friday] or [repeat mon fri] - repeat every Monday and Friday
[repeat every tuesday and thursday] or [repeat tue thu] - repeat every Tuesday and Thursday
[repeat every weekend] or [repeat weekends] - repeat every weekend
[repeat weekly] or [repeat weekly] - repeat weekly
[repeat every two weeks] or [repeat biweekly] - repeat every two weeks
[repeat every month] or [repeat monthly] - repeat every month
[repeat first sunday each month] or [repeat 1st sun] - repeat first Sunday of each month
[repeat first monday each month] or [repeat 1st mon] - repeat first Monday of each month
[repeat first tuesday each month] or [repeat 1st tue] - repeat first Tuesday of each month
[repeat first wednesday each month] or [repeat 1st wed] - repeat first Wednesday of each month
[repeat first thursday each month] or [repeat 1st thur] - repeat first Thursday of each month
[repeat first friday each month] or [repeat 1st fri] - repeat first Friday of each month
[repeat first saturday each month] or [repeat 1st sat] - repeat first Saturday of each month
[repeat second sunday each month] or [repeat 2nd sun] - repeat second Sunday of each month
[repeat second monday each month] or [repeat 2nd mon] - repeat second Monday of each month
[repeat second tuesday each month] or [repeat 2nd tue] - repeat second Tuesday of each month
[repeat second wednesday each month] or [repeat 2nd wed] - repeat second Wednesday of each month
[repeat second thursday each month] or [repeat 2nd thur] - repeat second Thursday of each month
[repeat second friday each month] or [repeat 2nd fri] - repeat second Friday of each month
[repeat second saturday each month] or [repeat 2nd sat] - repeat second Saturday of each month
[repeat third sunday each month] or [repeat 3rd sun] - repeat third Sunday of each month
[repeat third monday each month] or [repeat 3rd mon] - repeat third Monday of each month
[repeat third tuesday each month] or [repeat 3rd tue] - repeat third Tuesday of each month
[repeat third wednesday each month] or [repeat 3rd wed] - repeat third Wednesday of each month
[repeat third thursday each month] or [repeat 3rd thur] - repeat third Thursday of each month
[repeat third friday each month] or [repeat 3rd fri] - repeat third Friday of each month
[repeat third saturday each month] or [repeat 3rd sat] - repeat third Saturday of each month
[repeat fourth sunday each month] or [repeat 4th sun] - repeat fourth Sunday of each month
[repeat fourth monday each month] or [repeat 4th mon] - repeat fourth Monday of each month
[repeat fourth tuesday each month] or [repeat 4th tue] - repeat fourth Tuesday of each month
[repeat fourth wednesday each month] or [repeat 4th wed] - repeat fourth Wednesday of each month
[repeat fourth thursday each month] or [repeat 4th thur] - repeat fourth Thursday of each month
[repeat fourth friday each month] or [repeat 4th fri] - repeat fourth Friday of each month
[repeat fourth saturday each month] or [repeat 4th sat] - repeat fourth Saturday of each month
[repeat every quarter] or [repeat quarterly] - repeat quarterly
[repeat twice a year] or [repeat simiannually] - repeat twice a year
[repeat every year] or [repeat annually] - repeat every year
[repeat every 2 years] or [repeat biannually] - repeat every 2 years

You can also specifying when the item stops repeating by adding until and specifying a date at the end:
[repeat weekly until 12/21/2010] - repeat every week until December 21st, 2010
[repeat daily until next week] - repeat every day until the same day next week

Add subtasks to a task
You can create subtasks when creating a task by adding lines starting with [*] in the body of the email:
[*] Redesign website - create "Redesign website" subtask in the task
[*] Contact Susan - create "Contact Susan" subtask in the task

Override permission
The permission for the created item defaults to the permission specified in your user preferences. You can override the default permission:
[private] - Viewable only by you and the assigned user (if any)
[team viewable] - Viewable by team members only
[team editable] - Viewable and editable by team members
[client viewable team editable] - Viewable by clients/viewable and editable by team members
[client viewable] - Viewable by team members and clients
[client editable] - Viewable and editable by team members and clients

Subject Line Example

In the example shown in the screenshot, an email with the subject line "Update features description [task][collectivesoft][jclark@collectivesoft.com][next week]" will create a task called "Update features description" in the "CollectiveSoft" workspace. The task will be assigned to the project member with the email address jclark@thoughfulsolutions.com and will have a due date of next week.

Configuring the Item By Customizing the Email Address

An alternative to specifying the keywords in the subject line is to incorporate it into the email address. This method has an added benefit in that you can save the email address to your address book (for frequently used keyword combinations) and reduce the amount of keywords needed in the subject line.

The customized email address alternative has some limitations in that email addresses can only have letters, numbers, and dashes. As a result, some options can only be specified in the subject line (such as the person assigned to the task). You will also need to replace spaces in keywords with dashes, so if the project's name is Thoughtful Solutions, you would need to change it to thoughtful-solutions before inserting it into the email address. You need to replace the slashes with dashes for dates and leave out the colon for times. Be sure to test out each of your customized email address with a couple of test emails to ensure that they are being processed as intended.

Customized Email Address Example

To customize the email address for the example above, you would change pages-susan-lee@teamworklive.com to pages-susan-lee.task.collectivesoft@teamworklive.com and put "Update features description [jclark@collectivesoft.com][next week]" in the subject line.

Can't find what you are looking for?
Please contact us for further assistance by either submitting a support request or by emailing us at support@teamworklive.com.
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