Auto-task from Email Pro

What this solution does

The 'Auto-Task from Email Pro' module enables creating tasks for employees by sending an email without logging into the portal system. Every task is automatically linked to a specific group. Task distribution among groups follows rules configured within the module. Each rule associates a set of keywords with a target group: if the email text contains these keywords, the task is assigned to the specified group. There is no limit on the number of rules.

By default, the group owner becomes the task author, and the moderator whose name appears first alphabetically becomes the assignee. If no matching group is found based on the rules, the task is created with the author and assignee set to the 'reserve user' specified in the module settings.

To create a task using the module:

1. Compose an email in your corporate mailbox.

2. In the 'To' field, enter the email address of the employee to whom the task is assigned.

3. In the 'Cc' field, enter a service mailbox (an address on a server not owned by any employee) configured to process these emails. Any portal users whose email addresses are added to the 'Cc' field will be assigned as co-executors.

4. The email subject will become the task title.

5. The email body will become the task description.

Attach files to the email if needed; they will be automatically added to the task created on the portal. If the email contains text that should not appear in the task description (such as an auto-signature or contact details), specify an end-of-task marker in the module settings. Use a phrase without special characters, for example, "end of task". Any text following this marker will be excluded from the task description.

After sending the email, the module generates a task on the portal and attaches all included files. If a reply is received, it will be saved as a comment on the task.

Important: A task is created only if the sender's or recipient's address matches a registered employee profile. If you do not have permission to assign tasks to the selected employee via the portal, the task will not be created from the email.

The 'Auto-Task from Email Pro' module enables creating tasks from emails with just a few clicks, significantly saving time. Leveraging the familiar email tool simplifies employee onboarding to the corporate portal.

General iT can install and configure this module and check how it works on your website.