Incoming Emails

Incoming Email functionality allow you to send an email to a chosen email address. Now this email will become a new card or its contents will be added to an existing card.

Use Incoming Emails in a Board

1. Go to the Settings Section in a Board by using this button.  



2. Now select Incoming emails section.


3. As a Board Owner, you will see the following screen. 

Select Public email address of board to create an address for everyone of this Board.

Select Private email address of board to create a private address (only for you in this Board).

4. Select Create under Public email address of board to enable it and set a public email address.

You can create a custom one or generate one. To choose your own name, select Custom.

5. Type your name for the first part of the Board public address.

6. Now you can select a list in which cards will be created out of your emails.

You can also choose if only Board members can use this address or not.

Click on Create once you finish the configuration.

7. Now simply go to your email account or email client and send an email directly to your chosen Board email address. We are presenting a view from Outlook in the browser.

In the subject, you can add extra information which will be transferred into KanBo.

Use #LabelName and replace this value with a label name. A label with this name will be added to a freshly created KanBo Card.

Use @Name or @Surname or even @Name Surname of a user to assign this user to a freshly created card.



8. After sending the email, you should wait for 5 minutes (or another time which is set for the Incoming Email by your administrator).
A new Card gets added to a chosen list with all email data you transferred.

Open the Card. You will see all your data from email added to a Card which was created out of it.

- @kaiser become a member assigned (Alexander Kaiser),

- #event become a label in this card,

- all documents from email have been attached to a card,

- the email text has been added as a comment,

- an email summary in .eml format has been added as a card's document.


Use Incoming Emails in a Card

1. Open Settings in Card using this icon.

2. Now select Incoming emails.

3. You will see the following screen.

Select Public email address of card to create a card's address for everyone of this Board.

Select Private email address of card to create a card's private address (only for you in this Board).

4. We will create a public address. 

Select Create under Public email address of card to enable it and set a public email address.

You can create a custom one or generate one. To choose your own name, select Custom.

5. Type your name for the first part of the Board public address.

You can also choose if only Board members can use this address or not.

Click on Create once you finish the configuration.

6. Now simply go to your email account or email client and send an email directly to your choosen Card email address. We are presenting a view from Outlook in browser.

7. Open your Card. As you can see, you have transferred all data from email into a KanBo Card. The message is the comment, the document is added to the Documents section and there is also a summary of the whole email in the .eml format.

TIP:

If any of your email addresses is under attack of spam, please change your public/private address to a new one and inform all people that should know the new address. Optionally you can set up some additional spam filter rules on your Exchange/Office 365. You could also add a rule to delete all emails that are older than 48h to keep the KanBo incoming mailbox clean.

If you would like to install Incoming Emails functionality, please read the installation manual here. Contact us at support@kanbozone.com with any questions.

This article was helpful for 2 people. Is this article helpful for you?

+1

How it will work if 2 Board Owners are giving same public email address to their board?

Will it automatically resolve it?


Thanks,

Garima Bajaj

Public address should be prepared once, so all users can use it to send their emails.

There are also private addresses of boards and cards, so every user can figure out his own address to send emails to.


Please write more about your scenario and we will try to answer.


Best, 

Kate

Hello Kate,


Can 2 private email addresses be same? How it will identify the board then?


Thanks,

Garima Bajaj

+1

It is impossible to have the same Email-Address for more than 1 board. KanBo will prevent the distribution of an already used address. Used address will also be observed for private addresses.