Content:
1. Introduction
2. How to integrate an email and types of emails
-Scenario 1: Create and integrate a Kanbanize email address
-Scenario 2: Integrate a custom domain email address
1. Introduction
With the email integration, you can transform your Kanban Board into a ticketing system and get all your emails as cards. Moreover, when you receive an email message, there are several actions that you can perform from the Kanban card itself:
- reply to the sender
- reply to All
- attach files
- your Kanban card gets updated every time someone replies back and it holds the entire email thread
The email management is supported by a properly set workflow and scheduled reminders (business rules) with which you never forget to follow up or answer an email.
2. How to integrate an email and types of emails
To initiate еmail integration, you have to access the Administration menu at the top right side of your screen and select "Email Integration".
In the Email Integration panel, select Add new receiver to start the setup process.
The "Select Type of email" panel (img.1) prompts you to choose the type of email you will integrate/hook to your board. There are two options:
Scenario (1)
Kanbanize email address - choose this option to create/add a new email receiver with a "kanbanize.com" domain. For exаmple: helpdesk_yourdomain@kanbanize.com
Important: Note that registering a new email address consumes an extra license seat.
Scenario (2)
Custom domain email address - choose this option to add an email associated with your custom domain. For example, helpdesk@companydomain.com and set up a forwarded from your email client settings.
Img.1
Scenario 1: Create and integrate a Kanbanize email address
Step 1: Checkmark the first option KANBANIZE EMAIL ADDRESS in the "Select type of email" panel. Note: Please agree to the license registration clause! Registering a Kanbanize email address means that you are also registering a new user in the User Management that is 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 15 users and you have 13 registered users, upon new Kanbanize email registration, you will have 14 registered users.
Step 2: A new panel opens, where you have to create your Kanbanize email address (img.2):
Add a custom identifier in the Add identifier field to make the email distinguishable
Example: helpdesk_YourDomainName@kanbanize.com.
Step 3: Create a password for the new account. This password is only needed if you decide to log in to Kanbanize with this email address, then select Next.
Note: The password field is not mandatory.
Img.2
The Board Minimap (img.3) allows you to easily select a board from the drop-down menu (1) where emails will be delivered as cards. Upon board selection, you will immediately see a reflection of the corresponding board setup.
Use the mouse cursor to point out the exact board location where cards/emails will be created as Kanban cards (2). Usually, this is the Requested column of the workflow.
Img.3
When you complete the location setup, please click on I'm ready to complete the integration.
Once you set up the email integration using the Kanbanize email address, the automatic forward rules should work and every time when a new email is delivered to your integrated Kanbanize email address, it will be instantly created as a new card on the selected board.
Scenario 2: Integrate a Custom domain email address
Step 1: Check-mark the second option (2) from the Email Integration Panel. By choosing it, you will be able to add an email associated with your custom domain. For example support@spacex.com
Click Next to proceed with the email selection.
Step 2: Use the dropdown list to select the corporate/private email address that you want to integrate into your Kanban board (img.4)
Important: Only users with the Account Owner role would be able to see all available users in the dropdown menu. If you don't see the email address in the dropdown list, please, add it as a Kanbanize user first. To add a new user, go to the Administration -> User Management Panel -> Invite User.
Don't forget to assign the email address to the board where emails will be converted as cards.
Img.4
Step 3: Use the Configure Default Location button (img.5) to specify a board and position (column and swimlane) where emails will be delivered/converted to cards. You do this using the Board minimap.
Img.5
Use the mouse cursor to point out the exact board section where cards/emails will be stored.
Usually, this is the Requested column of the board (2).
Click on "I'm Ready" to complete the process.
Img.6
Step 5: One last step!
Set up an auto-forwarder in order to convert your emails to cards in Kanbanize.
The panel explains that you have to set up an auto-forwarder* from your selected company/private email to companyname_notifications@kanbanize.com.
* To set up an auto-forwarder, please open your email client settings -> forwarding -> enter the notification email address that you see in your own panel.
Note: In some cases, your email hosting provider might require a verification code to be provided in order to finalize the forwarder. You should be able to retrieve the verification code by navigating to Account Administration-> Security & Audit-> View Logs-> Email Integration and inspecting the system logs there.
If you set it up like this, once an email is sent to your integrated email, the automatic forward rules will forward it to Kanbanize and the email will be created as a card on the predefined board.
Note that you have to set up an SPF record only on custom domain email addresses (Scenario 2) and this action is not required for the Kanbanize email address (Scenario 1).
Once you set it up, please contact us at support@kanbanize.com. The support team will verify if the forwarder and the SPF record were set properly and will make this email visible on your board, respectively cards.
Recommended articles:
To learn how to send an email directly from the card, please read the following article.
To learn more about the generic e-mail tracking scenario in Kanbanize, please read the following article.