If you want to create a card in Kanbanize over your organization email, you need to first register that email to your Kanbanize account.
For example: firstname.lastname@example.org is an email or alias at your company email server.
Scenario 1 (using Kanbanize emails)
1. From the top right Administration -> Email Integration -> add this user from the "Add New Receiver" button.
This will open the Integration Panel - select New Kanbanize email (the first option there).
2. Fill in the data in the panel to create your email:
- Add a custom identifier in the Add identifier field to make the email distinguishable (ex. email@example.com). Adding a unique identifier allows you to add more than one Kanbanize emails to your registered emails in the email integration.
- Create a password for the new account -> repeat it.
- Indicate your time zone from the drop-down menu.
- Agree to the registration clause. *Registering a Kanbanize email address means that you are also registering a new user in the User Management subject to the Kanbanize subscription model as such. This user will count towards the total number of users charged to the account. So, if you're paying for 10 users and you have 7 registered, you now have 8.
- Add the account.
3. Set the default board and position (column and swimlane) where you would like your emails to be converted as cards. To achieve that click on the edit icon and select: not set to choose the board from the drop-down menu and to define the position on the minimap. This allows you to define the exact location where cards created from emails will appear in Kanbanize.
If you set up the email integration using new Kanbanize email, the automatic forward rules should work and every email will create a card on your board.
Scenario 2 (using your company domain emails)
1. Receiving emails:
Note: This is the second option in the Add email address window called "Registered Email".
a. Select the email address of a registered user in Kanbanize from the drop-down.
b. The panel will explain you with red labels what kind of forwarders you have to set up in order to get your emails created as cards.
Example: ITSupport@mycompany.com forward all emails, or only those from internal employees, depending on the specific emails you want to track in Kanbanize to your firstname.lastname@example.org email.
c. Set the default board and position (column and swimlane) where you would like your new emails to be converted as cards.
If you set it up like this, once an email is sent to your integrated email and it matches your criteria, the automatic forward rules will send it to Kanbanize and the email will be created as a card on your board in the specified column and swimlane.
2. Sending emails:
a. The easiest and recommended option is get only the receiving emails through your company domain and continue the replies and follow up email threads trough setting up a kanbanize email, described in the previous Scenario 1.
Example: New cards are created from ITSupport@mycompany.com, but replies and follow up communication will continue through an email like ITSupport_mycompany@kanbanize.com
Note: This way your inbox is kept clean for new requests only and the System has full control and authority over the emails being replied back to the sender.
b. If you would like to reply to emails via the cards in Kanbanize and use your company emails, you need to set up an SPF record first. Then you need to contact us at email@example.com to validate this and manually switch on and allow you to send emails using your domain.
Note: Because of security, frauds and in order to prevent blacklisting of the Kanbanize email servers, we allow only one external email to be used for sending emails from your account.