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DeskMail - Tasks FAQs

1. What is DeskMail for Tasks?
2. Why should we use DeskMail for Tasks?
3. How do I use DeskMail for Tasks?
4. Why am I seeing my emails in the 'Inbox' area of the site?
5. I can't remember the names of my projects when I am on the road. How do I add a task now?
6. Is DeskMail free for all plans?
7. What if I send an email to a wrong project?
8. Can I assign a task to myself via email?
9. Can we attach files to the emails as well?
10. How long does DeskMail take to process emails and convert them into tasks?
11. Can I add a public task (i,e Anyone Task) via DeskMail?
12. I cannot remember the name of our Task Lists. Where will my tasks get added?
13. I compose my emails in foreign characters. Somehow they don't seem to show up when the email is converted into a task. What should I do?


1. What is DeskMail for Tasks?
DeskMail is a service by DeskAway that helps you communicate with your projects via email. DeskMail for Tasks will allow you and your team to add tasks and reply to task comments via email. If you are using email on your smartphones (iPhone, Blackberry etc.) you can easily email out tasks to your team members (just like you would normally) and still have a copy of it stored on your DeskAway account. When people reply to those tasks, new comments are added to the task and the entire communication thread can be tracked within your projects.

DeskMail


2. Why should we use DeskMail for Tasks?
You should use DeskMail for Tasks if you don't want to log on to DeskAway each time you want to add a task or reply to a comment on a task.

3. How do I use DeskMail for Tasks?
DeskMail is a feature for Professional and higher accounts. In order to create a task from an email you need to include the following email address (unique to your DeskAway account) in the To: or CC: field. Also, please make sure that the email address you are sending the email from is the same that is linked to your user account on DeskAway.

task+[yourdomainname]@deskawaymail.com

(Replace [yourdomainname] with the actual name of your domain. If your DeskAway account is synage.deskaway.com, then your domain is 'synage' and your unique DeskMail is task+synage AT deskawaymail.com)

Rules For Sending Mails:

Email fields When converted to a task this becomes
From: Task creator
To: Person who the task is assigned to
CC: People CC'ed to the task
Subject: Task name (Additional subject line parameters given below)
Attachment: Files get added as task comments. A file can be upto 25MB.
Body: Task description

Additional Subject line optional parameters:

Subject Name (PROJECT NAME) (TASK LIST NAME) (DEADLINE) (STATUS)
eg. Do the interface changes (New Dynamic Website) (First Task List) (tomorrow) (done)

The 'Subject Name' gets converted into the task name.

Project Name Full name of the project or first letters/words. Your task will be added to this project. If no project is found, then your task is kept in the 'Inbox' staging area on your Dashboard. You will have to manually move this task to a project.
Task List Name Full name of the Task List or first letters/words. Your task will be added to this task list. If no Task List is found, then the task will be added to a task list called "DeskMail Inbox".
Deadline dd/mm/yy - (27/11/08)
dd/mm/yyyy - (27/11/2008)
yyyy/mm/dd - (2008/11/27)
(today) or (tomorrow)
Status (done)
Priority (low) or (medium) or (high) or (urgent)

Scenarios

Adding a task to yourself:

DeskMail


Adding a task to yourself with a project and task list name and due today:

DeskMail


Adding a task to someone else in your team:

DeskMail


Replying to a task comment and attaching a file. Please remember to 'Reply All' when replying to task comments.

DeskMail


4. Why am I seeing my emails in the 'Inbox' area of the site?
All emails that donot have a project name are stored in a staging area called 'Inbox' (as seen on your Dashboard). You need to move these tasks to their respective projects.

DeskMail


5. I can't remember the names of my projects when I am on the road. How do I add a task now?
Simply send an email to task+[yourdomainname]@deskawaymail.com with the subject 'getprojects'. DeskMail will send you an email with the list of projects that you are assigned to.

BaseEscape


6. Is DeskMail free for all plans?
DeskMail is included in all plans except the Free plan.

7. What if I send an email to a wrong project?
DeskMail is permission-based and hence will not process the mail if you are not part of the project or if you try to assign a task to a person who is not included in your project.

8. Can I assign a task to myself via email?
Yes, absolutely. If you are on the road, send emails to task+[yourdomainname]@deskawaymail.com from your mobile phone and follow the subject line syntax above. Your emails will be processed into tasks for you to complete once you are back in the office!

9. Can we attach files to the emails as well?
Absolutely. Currently you can only attach 1 file per email with a limit of 25MB. They will show up in the comments section of the tasks.

10. How long does DeskMail take to process emails and convert them into tasks?
New tasks and task comments should appear in your account within a few minutes.

11. Can I add a public task (i.e Anyone Task) via DeskMail?
No, you cannot add a task that is assigned to "Anyone". You can either add a task to yourself or assign it to someone else (put that person's email id in the To: field).

12. I cannot remember the name of our Task Lists. Where will my tasks get added?
If you send an email with only the project name, DeskMail will automatically put the task in a Task List called "DeskMail Inbox". You can then move the task from this task list at anytime.

13. I compose my emails in foreign characters. Somehow they don't seem to show up when the email is converted into a task. What should I do?
You need to make sure that your email program is sending mails in UTF-8 encoding. If you are using Gmail then goto Settings -> General and then change the option under the "Outgoing message encoding" section. If you are using Mozilla Thunderbird then goto Tools -> Options -> Display and under 'Fonts & Encoding' set UTF-8 for outgoing mail.


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