When you integrate a Kanbanize email address or your own custom domain email address to Kanbanize, you can process, track and store your email correspondence on the Kanban board.
The Kanbanize Email Integration feature hooks your inbox to your Kanban board(s) and every email you receive will be transformed into a Kanban card.
To check the email body, you should open the card.
The original email (the email body) is delivered in the Details tab (the description section) of the Kanban card.
To Reply back to an email from the card, open the Comments tab of the card and press "E" to open the email mode of the card and to add an email (img.1).
- Add Comment (Ctrl + Shift +C)
- Send as Email (Ctrl+Shift+E)
- Reply to Author (Ctrl+R)
- Reply to All (Ctrl+Shift+R)
2. How to send an email from the card?
The Email Subject is visible as a card Title (1).
Use the drop-down menu in the "From" field (2) to select an email that your recipients will see.
Note: the default 'reply from' user would be the last email integrated user that has been added as a member on the board where the card is located. It is not possible to change this or configure a default sender address.
In the "To" field (3), enter the recipient's email. If you want to send an email to multiple recipients, you can add each email address to the "To" field using a comma, colon, semicolon, or space to separate the emails. You can also do a simple copy-paste command for all addresses you want to send an email to.
The Comments text box where you create your message supports rich text with custom text formatting such as Bold, Italic, Underlining, text color, size, etc. The email message can also include images and links. You can attach files to a message through “Add File” (4).
To send the email, press Add Comment (5).
Please, check out the following dedicated article in order to:
- learn how emails sent from the card get delivered
- find out how the email thread gets displayed on the card
3. Type of emails within the card (From:)
In Kanbanize, you can send emails from the default email address (Option 1) or from the integrated email address (Option 2)
- firstname.lastname@example.org - this is a default e-mail address and no additional justifications are required. You can send emails to anyone (external email and/or a registered user within the account).
IMPORTANT: If you send emails from email@example.com to external users and they reply back, their answer will be lost. The notifications email is used mainly for notifications purposes and communication inside the team (users registered within Kanbanize).
OPTION 2 (custom):
If you want to send emails to non-registered users and respectively keep your email thread within the card Comments tab, you should first have integrated and set up an email specifically for this case (Administration -> Email Integration-> Add new receiver).
Check out the dedicated article here.
4. How does email integration work for Internal Users?
If you select E (send as email), you can send an email directly to the card creator - a registered Kanbanize user. The system will automatically add a recipient - this will be the username of the card author. Create your message and click on the "Add comment" button to send it to that user.