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Activating and applying the email integration

Working with external email providers can often be cumbersome and time-consuming as you constantly need to copy and paste emails to other tools or forward them individually to your colleagues. Therefore, use email integration to automatically forward emails to a specific location in Stackfield. This way, you'll ensure that all relevant information will stay available to all authorized users in one central place.

Alternative to email integration: API / WebHooks

Notes: Individual functions may not be available due to settings on organization / room level (keyword: assigned right group -> room admin)! The email integration is generally available in unencrypted rooms within the Premium plan and Enterprise plan. (See: Options for Admins)

In rooms as individual entries (tasks/discussions/messages)

The automated fowarding of emails to rooms as individual elements can be used for various purposes. Be creative and optimate your processes by automating them as good as possible. Yet, we listed some exemplary occasions for you that will totally benefit from the email integration:

Procedure

Quick guide:
  1. Allow the email integration in the organization settings.
  2. Open the Integrations tab in the room settings.
  3. Select the option "Set up new Email forwarding".
  4. Define the form the email should be created in.
  5. Generate the target address.
  6. Forward the email from your external email service to the target address.

In order to be able to use the email integration, you have to enable it in the organization settings. Afterwards, you can also activate the email integration in the room settings to add emails as new items to the room.

To do so, click on the Integrations tab and select the "Set up new Email forwarding" button under "Forwarding of emails to Stackfield".

New email forwarding
Set up new email forwarding in the room settings

In the opened menu, define in which form (task, chat message or discussion) the email address should be created in. By clicking on "Create forwarding" you confirm your selection.

Element forwarding
Set the type of element to be created

Now you have your own target address to forward emails directly to Stackfield. Of course it is possible to create multiple target addresses to have target addresses for multiple module types within a room.

Display

If emails are forwarded to the target address, the majority of the email content will be adopted within the final entry:

Email -> Entry Tasks Chat messages Discussions
Subject -> Title x x
Content* -> Description / Content of the entry x x x
Attached file -> Attached file x x** x

*including all key data: sender and recipient address, subject, date

**are created loosely in the chat history

Email content
Email to be forwarded
Entry content
Final entry (here: task)

Note: All forwarded emails that are created as tasks automatically receive the status defined in the first status column (default: to do).

Within entries as comment(s)

Instead of converting emails into whole module elements, you can also add them as comments to existing tasks / discussions by activating the email integration directly within the entry. Here, we listed some exemplary occasions for you that will totally benefit from the email integration within entries:

  • Longer-term tasks / discussions* that involve heavy email traffic
  • Collaborations with external partners / customers
  • Application processes for pending vacancies

*Note: The email integration cannot be activated within chat messages.

Procedure

Quick guide:
  1. Allow the email integration in the organization settings.
  2. Click on the More button (symbol: "Three dots") in the opened task / discussion.
  3. Select the "Show Email Address" option.
  4. Use the slider to activate the entry's email address.
  5. Generate the target address.
  6. Forward the email from your external email service to the target address.

In order to be able to use the email integration, you have to enable it in the organization settings. Afterwards you can open the required entry and click on the More button (symbol: "Three dots") in the upper right corner. Now select the option "Show Email Address".

Email integration task 1
Select the "Show Email Address" function via the More button (in the opened entry)

In the opened dialog window, use the slider to activate the email integration and you will be given an email address (/ target address) for the entry which you can forward emails to in the future.

Email integration task 2
Enable email integration via the slider

Your emails are now automatically attached to the desired task / discussion including attached files. The text of the email appears as a comment in the entry.

Usage of the email integration for encrypted rooms

If communication through unencrypted rooms is not possible due to valuable contents, we recommend to create an unencrypted room that functions as a collective mailbox. All elements that are created via the email integration can then easily be moved to the required encrypted room.

Procedure

Quick guide:
  1. Create an unencrypted room.
  2. Enable the email integration for the required items.
  3. Create automatic forwardings in your email account.
  4. Move the elements into the encrypted room by right-clicking.

Create a new unencrypted room on Stackfield, which in future will act as a central mailbox for all incoming emails.

Create unencrypted room
The room serving as a collective mailbox must be unencrypted

Now decide how you want to forward emails to Stackfield and activate the email integration for the respective element(s) in the room settings.

Next create one or more automatic forwardings* in your email account and enter the target address(es) that Stackfield has generated for your forwardings. Now, all necessary emails are automatically forwarded to your Stackfield mailbox.

Automatic forwarding
Create automatic forwardings (e. g. Gmail)

Move the individual elements into the intended (encrypted) room by right-clicking the element and selecting the option "Move to...".

Move element
Move elements to the intended room

*Reading tips:

Further tips and use cases

Store the target addresses with keywords in your contacts

Store target addresses
Email addresses stored as contacts are suggested in the address line

To avoid having to copy target addresses out of Stackfield all the time, it is recommended to store them in the contacts of your own email provider*.

You can add keywords as names and/or prefix them directly to the target address. This way, the target address will be suggested to you directly as soon as you enter the keyword(s) in the address line.

a recommended keyword can be a room name, a topic, an element type (e.g. task) and / or a date. (Tip: Make sure that the keywords are clearly named!)

Example: jobs_munich_trainee_testing_task_2020-01_c11b111-1111-11cc-b111-1e11c11d1111@mail-stackfield.com

*Reading tips:

Use Case: Sick notes

You can, for example, forward sick notes from employees in the form of a message (if it is just for informational purposes) or as a task for the HR department to process (see: Hello there, Email Integration!).

Sick notes
Forwarded sick note

Support requests

Stackfield's Kanban Board is the perfect place for a ticket system for support requests. To optimize the support process you can forward incoming customer requests to Stackfield as tasks (see: Hello there, Email Integration!).

Support requests
Support requests from emails in the Kanban Board

Use Case: Application processes

To get an overview of all incoming applications for open vacancies, you can, for example, create single tasks for all open positions and activate the target address for each task (see: Hello there, Email Integration!).

Application processes
Display an overview of all incoming applications in one task

Options for admins

At organization level

To be able to use the email integration, it must be enabled in the organization settings. Activate the slider next to "Email" in the tab Integrations.

Email integration admin
Activate the email integration within the organization settings

At room level

Only a room admin has access to the room settings and can therefore set up new email forwardings.

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