How to send e-mail from the card?
You can send emails directly from the Kanban card via the "Send as Email" option.
Open the Comment tab of the card and select "Send as Email" to open the email client mode of the card.
Use the drop-down menu in the "From" filed to select an email that your recipients will see.
You have several options:
Option 1 (defaulted):
- 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 communicate with non-registered uses from the card and respectively keep your mail thread within the card Comments tab, you should have integrated and set up another email specifically for this case (Administration -> Email Integration-> Add new receiver), like:
- firstname.lastname@example.org - here you might have several more Kanbanize emails depending on how many emails you have integrated to the particular board (Scenario 1)
- email@example.com - this is your registered email in Kanbanize or the one that you have registered in Kanbanize for that purpose.
Note: You need to set up a forwarder and an SPF record in order to be able to send emails directly from the card (Scenario 2).
In the (To:) field -> type an external email or a username (registered user in Kanbanize) -> create your message -> click on the Add comment tab at the bottom right corner of your card to send the message.
If you want to send an email to multiple recipients, you can add each email address to the "To" field.
The email supports rich text with custom text formatting such as: Bold, Italic, Underlining, text color, size, etc. The email message can include images and links.
Note: At the moment we support only the TO field (CC and BCC fields are not allowed).
When emails are received the CC receivers are visible in the card and when you hit the Reply to All, the CC emails will be moved into the TO field.
3. "Reply to Author"
1. How does it work for Internal User?
If you use the "Reply to Author" option, 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 "Add comment" button to send it to that user.
2. How does it work for external emails - when emails are created as cards?
In case that you have set up the email integration, every email will be created as a card on the Kanban board and the initial message will be displayed in the Details tab of the card.
If you want to reply directly from the card -> click on the Comments tab -> select "Reply to author " button. The email of the sender, that could be an external email address (not registered as a user in Kanbanize) will automatically appear in the To: field. Create your message and click on "Add comment" at the bottom right corner of the card to send the email to the person who composed the initial email. This will create a mail thread with a running list of all replies starting with the original email.
If you keep your correspondence within the card, all newly received messages will be created in the Comment tab of the card. Note: Only the initial email is created in the Details tab.
Use the arrows at the top right side to: Reply or Reply to All.
Note: The system uses curly brackets in the subject with the ID of the card to label the email thread. When someone replies back to your email sent from the card, the message will be added to this card as a new comment as the system has recognized the card ID.