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Editing Task Details via Email

Table 39. Availability - Legacy plans


Overview

Email integration allows you to do more than just create tasks, you can edit or add various task details right from your email.

Note

You can't update a task's description field via email.

Assign a task via email

To assign a task to specific users, simply include their email addresses in the “To” field.

To reassign a task, include the new assignee’s email address in the “To” field and add “FW:” to the beginning of the subject line.

Note

Emails with empty subject lines don't trigger task updates.

Share a task

When creating a task via email, the task is shared with the email recipients as well as with those who are already shared on the folder, project, or space where the task is added. When a task is added to an existing Wrike folder or project, the users that follow the item receive a notification about the newly created task.

Tip

You can share a task with additional members of your Wrike account by adding their email addresses in the “CC:” field.

If email recipients are shared on the location that a task is added to, then the task is automatically shared with them. However, you can prevent a task from being shared with other email recipients (with whom the folder or project isn't already shared) by adding their email address in the email’s “BCC” field.

Add attachments

If you include file or image attachments in your email, they appear in that task’s list of attached files in Wrike.

Schedule a task

If you don't add any dates in the email subject line, then the task is processed according to your profile settings and set either as backlogged or planned for today. If your settings are set to create one-day tasks by default, you can still schedule backlogged tasks by adding [backlogged] in the subject line.

You can also schedule a task for specific dates by adding the start date and due date to the email’s subject line. Make sure to put the start and end dates in MM/DD format (or DD/MM depending on your date format settings) and surround the dates with brackets: [MM/DD-MM/DD]. The task will be automatically scheduled for the current year, but you can also schedule a task for a future year: [MM/DD/YY-MM/DD/YY] or [DD/MM/YYYY-DD/MM/YYYY] depending on your date format settings.

To reschedule a task, make sure your email contains "RE:" in the subject line and then use the following format to specify the start and due date: [MM/DD-MM/DD] or DD/MM if you set another date format in your account.

Note

When you choose the option 1-day task for today from the Type of tasks section of the email addresses tab of your Wrike profile settings, then tasks created via email are automatically assigned to the person who sent them.

Change task status

If you don't specify statuses for tasks sent via email, then they're set to active by default. For Business and Enterprise users, if a task status isn't specified (and the task is created in a folder, project, or space with a custom workflow) then the task is assigned the first active status from that custom workflow.

To change or specify a task status, just add the desired status (in brackets) into the subject line of your email. If you want to use a custom status, include “CS:” before typing your status name, e.g., [CS:New]. When you add the task status “Completed” via email, then the task is automatically marked as completed in Wrike.

Note

Please note that the default statuses aren't case sensitive, but custom statuses are. For accounts created prior to December 20, 2016, the default statuses are: Completed, Active, Deferred, and Cancelled. For accounts created after that date, the default statuses are: New, In Progress, Completed, On Hold, Cancelled.

Change task Importance

Wrike gives tasks created via email the same importance as the priority of the email, so you can change the priority of your email to update the task’s importance.

Email a comment to an existing task

There are several ways to send a comment to an existing task:

  • If you received any notification emails about the task, just reply to the notification email and keep wrike@wrike.com (or wrike+taskID@wrike.com) among the recipients. Wrike’s Intelligent Email Engine™ cuts out signatures and repeating text and adds only your message as a comment. Please note that you still need to add the subject line. If the subject line is empty the comment won't be added.

  • If you want to forward an email to a task as a comment, send it to wrike@wrike.com and put "RE: [Folder Name] Task title" in the subject line. Once Wrike receives an email that contains "RE:" in the subject line, it searches for the task by title and adds your comment from the email body to the Activity Stream of the task. If several tasks with the same name are found within the specified folder, you'll get an email about this conflict. If Wrike can’t find your task in the folder you mention, it will try searching your entire workspace for a matching task.

  • Another way to add a comment to an existing task is by sending an email to the task’s unique email address. In this case, Wrike locates the task by its ID, which means that you don’t need to worry about specifying the correct folder path in the subject line (but you do need to have some text in the subject line; a comment won't be added if the subject line is completely empty).

Tip

In most cases, @mentioning isn't available when sending a comment to Wrike via email. However, if someone @mentions you and you reply via email, then your response is posted as a comment in Wrike, and the person who @mentioned you is automatically @mentioned in your comment.

FAQ

Can I send a comment to multiple tasks at once?

Yes, just add multiple unique task email addresses in the "BCC" field.

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