Idea: category tags in the body of each type of notification email

I didn't  find an adequate solution to this problem in the other Community posts, so I just submitted this text as a Request to the Wrike team. I don't know if my suggestion is possible or practical, or if there is a better solution, but I wanted to also post this information on the Community to see if anyone else has a similar problem and/or a possible solution.

Background: My company uses Microsoft Outlook. I am the ticketing triage point of contact for my department. We have a WordPress form set up for ticket intake, which then assigns all of the incoming tickets to me, which I then distribute to my team. I have all notification email types turned on, so that I can help monitor the flow of the tickets, even after they've been assigned to someone else.

Problem: The various notification emails appear to be too similar to use Rules in Outlook to sort as intelligently as I'd like.

Ideal outcome: I would like...
1. New tickets that are assigned to me with a status of New to be sorted into a "New Tickets" folder in Outlook.
2. Then, tickets that are assigned to me NOT with a status of New, or where someone has @mentioned me in any ticket, I would like to be sorted to an "Assigned" folder.
3. Tickets that are NOT assigned to me (but that I am following) that receive any kind of update to them, including comments amongst other people, I would like to sort into an "Updates" folder.
4. Tickets whose status is marked Completed or that receive any kind of update or comment after they've been marked Completed, I would like to sort into a "Completed" folder.
5. And emails about users who have accepted their invite to Wrike, I would like to sort into an "Invites" folder.

So far, #5 seems to be the only one I'm able to achieve reliably. I'm finding that Outlook is unable to keep straight the various Rules that one has to set up to achieve this level of organization because there are just too many similarities in the body text of the different notification emails. The Rules then compete for priority and conflict with one another, resulting in emails sorting poorly.

Example solution: I am proposing that there be tags/categories added somewhere into the body of each type of notification email.

1. #new
2. #assigned and/or #mentioned
3. #following
4. #completed
5. #invite

These are all just ideal examples--not actual requests. But if each kind notification email was tagged with these corresponding phrases, one could very easily sort these emails using Rules in Outlook. I would trust the Wrike team to decide on the exact phrasing of each tag and how they were distributed to each type of notification email.

I've seen a lot of discussion generated about similar problems here, but not this exact proposal. I'm hoping to generate discussion about this for the Wrike team to consider the popularity of a suggestion like this, or if anyone has any helpful suggestions, I would enjoy reading those responses. Thanks!

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Update:

  • A Wrike employee reached out to me to thank me for my feedback and to tell me that they're creating a feature request for the Product Team to share my vision with them. No promise that it will definitely be added.
  • I've finally achieved the desired Rule sorting, but it was made very difficult using the current Wrike notification email bodies. Below are details on how you can achieve the same sorting I've achieved in lieu of the above mentioned proposed enhancement.

  1. First set up your Outlook folders and name them according to your organizational needs. Pictured above is the folder structure I decided on for my needs, and I'll describe how to use this structure. Your organizational needs may be different from my own, so you may need to extrapolate on the subsequent steps.
  2. For your New Tickets folder rule...
    a. Under Step 1: Select condition(s):
        - Use with specific words in the body, where the specific words are as follows...
          -- "changed status to NEW".
        - Use from people or public group, where the people or public group is as follows...
           -- "wrike@wrike.com"
    b. Under Step 2: Select action(s):
        - Use stop processing more rules.
        - Use move it to the specified folder, where the specified folder is the New Tickets folder.
  3. For your Assigned folder rule...
    a. Under Step 1: Select condition(s):
        - Use with specific words in the body, where the specific words are as follows...
           -- "You got this update because this task is assigned to you."
           -- "You got this update because you've been mentioned in a comment."
           -- "@Jake Livsey" (<-- replace with your name as it appears in your @mentions).
    b. Under Step 2: Select action(s):
        - Use stop processing more rules.
        - Use move it to the specified folder, where the specified folder is the Assigned folder.
  4. For your Updates folder rule...
    a. Under Step 1: Select condition(s):
        - Use with specific words in the body, where the specific words are as follows...
          -- "You got this update because you follow this task."
    b. Under Step 2: Select action(s):
        - Use stop processing more rules.
        - Use move it to the specified folder, where the specified folder is the Updates folder.
  5. For your Completed folder rule...
    a. Under Step 1: Select condition(s):
        - Use with specific words in the body, where the specific words are as follows...
           -- "changed status to COMPLETED"
           -- "changed status to CANCELLED"
    b. Under Step 2: Select action(s):
        - Use stop processing more rules.
        - Use move it to the specified folder, where the specified folder is the Completed folder.
  6. For your Invites folder rule...
    a. Under Step 1: Select condition(s):
        - Use with specific words in the body, where the specific words are as follows...
           -- "Your team using Wrike is growing!"
    b. Under Step 2: Select action(s):
        - Use stop processing more rules.
        - Use move it to the specified folder, where the specified folder is the Invites folder.
  7. Since Rules in Outlook prioritize from top to bottom, and because the stop processing more rules is used in each of these steps, you will need to sort your Rules with the following priority (from top to bottom in your list of Rules in Outlook):
    1. Updates
    2. New Tickets
    3. Completed
    4. Assigned
    5. Invites
    ...Since there are similarities between Wrike notification emails, doing this should prevent your Rules from sorting them into the wrong/unintended folder.

So far so good on my end, but I do wish this was easier! Hope this info helps until a future update.

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