Turn forwarded emails into tasks automatically..

Actual Request:
I would like to have my Insightly account automatically turn emails that I have forwarded to my account into tasks or even projects.

Background:
I forward emails to my Insightly email address many times a day. Depending on the content, I will change the subject to match "Add new Event: OrigSubject". Once I log in to Insightly, I create a project or task from that email. I do this many times a day. If I could have certain keywords trigger automatic task/project creation, that would be great. Of course having a task for every email is kinda silly too, so there would need to be fine tuned controls.

Though my flow above works, it takes time. Also, within your email list, there is no easy way to see what I have already addressed/turned into a ticket or not. Though I can now see a "Link" icon for the email, you can not sort / filter based on non-linked emails. So what I do after turning the email into a task or project, is to add a tag called "AlreadyAddressed". Then, within my emails, I can filter by emails with "No Tags". I would love a better solution here. Maybe allow us to easily mark an email as read, or starred, or do something without a modal window popping up forcing us to type in some text and then press save.

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Comments

26 comments
  • Or maybe I missed something simple here.. Currently I can send an email to a specific project email box and the email properly attaches itself to the project. Is there any way that I can send an email to a specific address that just creates new tasks? That might actually be 100% the easiest solution here over creating rules of when things are created.

    This would REALLY help my flow.

    Thanks.

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  • Hi Jeff. Unfortunately, we can't offer automation at this point but improved filtering is coming in 3 months. Let's see what the community says and how they might have addressed it.

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  • I second this request.

    Currently I can email x@projectmanagementtool which turns the email into a task for me automatically.

    It's extremely handy to send email from my phone ( google apps) to my task list as a reminder that I need to do something based on that email. I use my phone more than anything else to deal with email.

    I can then move that task to the appropriate project if needed.

    Thanks

     

     

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  • Thank you for the support with this one, Jasper. 75% of my day is organizing/managing emails. Forwarding them to Insightly is great. But if I have to both forward to Insightly and also create something with that email Insightly, too much time is being added for it to be an efficient process. I have thought about just forwarding all my task emails to one project, but you can not keep track (easily) of what emails have already been connected to what projects / tasks in Insightly. If the email solution within Insightly was less clunky, just forwarding them to one project would work. But there are too many clicks for that to be efficient.

    Thanks again.

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  • Thanks for that input, Jasper!

     

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  • I just noticed something weird within my Insightly account when receiving emails..

    1) As mentioned above, I usually forward emails from my GMail into my Insightly email. When I do this, the email shows up in my Received email box.

    2) When I create a new email in GMail (and not forward an email from someone else) and then send it to my Insightly email, the message shows up in Insightly under Sent. Since they are new emails, why don't they show up in the Received tab? Your system did not Send them, and they should not be in the Sent tab.

    I also put in a support request to see (technically) why this is happening and how to stop it from doing so. I just wanted to add this here in case other people see the same situation.

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  • Hi Jeff,

    I'm sure you'll receive word back from Support but I'll also comment back after I check-in with Product later today. Thanks!

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  • Hello Brenda. I hope to hear from them soon.

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  • I have taken a different approach with emailing new information to my Insightly account. Again, my needs are to have an easy way to add content to Insightly, and be able to easily manage that new content without having to click a million times or type much. Though I still feel some type of automation may be easier, something like this might work for now:

    1. I have created a project called "New Events".
    2. Like all my projects within Insightly, "New Events" has a specific email address.  So within GMail, I have created a contact that is using that email address.
    3. When someone sends my professional address new events, I forward them to my specific project's email address. I can do this on my phone, tablet, on the go. If I find an interesting website with an event listed, I will use a Firefox or Chrome extension to easily share that page with the specific project's email address.
    4. Next, within Insightly, I can review the project and all the emails. It is "easy" to see what I still need to do.
    5. Once I have done whatever needs to be done with the new email, I remove it from the project. I could either delete the email altogether (which I do not want to do), or I could remove it from the "new Email" project and add it to a "Completed Email" project I guess. Seems kinda clunk though.

    Now there are a few flaws within this process:

    • Long term, I no longer have proof that I actually did anything with that email. As in, if I view the Emails page in Insightly, there is no way for me to see if I have ever done anything with the email since I can not just mark something as read. it will just be sitting there in an ever growing list, and becomes useless.
    • If I forward the event to the wrong email box (and not to the project mentioned above). it will just be in my list of emails, with no easy way to really find it. It might just be "lost" forever.
    • If I forget to remove the email from the project. It will look like I still need to address the email. Since I will know what I have already worked on, that will not be an issue. But since I will be adding 1 or more people to my account in the future, this is not going to cut it.

    Though this workflow is a bit bulky/clunky, it might work. But I would really love to know your thoughts on how to make it more efficient. Long term, just being able to email it to 1 address that creates a new task would be the best.

    Also, I have not heard back from your support at all about the Sent emails displaying in the wrong tab. It is making it hard to manage my emails. Do you have any updates?

    Thanks again for your time.

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  • Hi Jeff

    I'm told the reason you're seeing emails from your Gmail account in your Insightly sent box is because Insightly recognizes that the mail is from you. To work around this, put your Insightly email address in the bcc field instead. Note: I put my Insightly email address in both the "to" and "bcc" fields as a test and the email only showed up in my received box.

    Lastly, going back to your issue of creating projects and tasks from emails.... I know you've delved into Insightly and have much set up, but have you ever considered the  Insightly Gmail gadget ? It won't automatically make a task for you but it is a handy way to create a task right from an email. The caveat is you will need to have an Insightly for Google Apps account. Here's the instructional video Using the Gmail gadget that can tell you more about this functionality. 

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  • Hello,

    "I'm told the reason you're seeing emails from your Gmail account in your Insightly sent box is because Insightly recognizes that the mail is from you." That is what I assumed. But if there is a New email in the system, it should also show in the Received. In GMail, or any app, if you forward something to yourself it does not only show up in your sent. You receive the email as expected. Before you switched to the separated Received / Sent setup, I did not have this problem.

    The Google APPs appoach is interesting, but starting to use it would be tough. I see "Please note: A non-Google Apps account cannot be changed to an Insightly for Google Apps account or vice versa, and accounts cannot be merged." on your site. Meaning I would need to start over in your system. I know I can import and export, but that won't get me everything I need. I would also have to change everything I do now (through my current google account for email, calendar, thousands of contact, etc) to use another paid service. I am already paying almost $30 a month for your service, adding another X and taking the time to convert everything is just too much, when all I want is an easy way to convert emails into tasks. Maybe I will look into it, but it seems like too much.

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  • Just got to work after a long drive, so I had some time to think this.

    • When Insightly receives any email, it should show up in the Received tab.
    • When Insightly sends any email, it should show up in the Sent tab.

    Anything besides that is not logical.

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  • You make a good point!

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  • Another vote for the ability to automatically convert an email to task. There are a variety of other providers out there who offer this feature and it's a real time-saver.

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  • I just had another situation today where turning an email into a task would really help. Currently I forward an email to a specific project. Later I review the emails connected to that project and deal with them appropriately. If I could just email them to 1 address that creates a task automatically I can (much easier) just review my task lists, instead of my tasks, projects, and more, just to see what I need to do.

    I know some people on other posts have said to just use the web app or mobile app to make a task. But when you receive a valuable lead/opportunity/email that can not be addressed at that moment, being able to just forward the email (with all the important info) and have a task created would just be such a time saver and very valuable in this busy world.

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  • Is Insightly able to convert emails into tasks now? 

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  • Hi Brittany:

    This is not included in Insightly at this time. That is not to say it will never happen, with enough votes it can easily be moved to one of our popular requests. Keep voting for this!

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  • Hi Jasper,

    what is the x@projectmanagementtool program you refer to?

     

    Totally agree, yes please to making this.

    To Insightly, this request is logical.  CRM is about sales, sales people need simple systems. The email is the task and when sent it is completed. So this should be recorded in the CRM of the sales persons activities and tasks as a task and a completed one.

    Sending an email and just recording it in the CRM as an email is the same as saving it in your email program, it is just a saved email and doesn't confirm that the sales person has actually completed their tasks.

     

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  • We appreciate your added thoughts on this @Justin. This unfortunately doesn't have a spot on the immediate roadmap. We will let you know if things change. 

    If you could share the tool you use with all our uses @Jasper, I'm sure other users would appreciate it.

    Thanks.

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  • I do this now with Zapier and I even have it automatically assigning the contact via the record ID. 

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  • Awesome tip Eric, thank you for sharing that!

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  • Anytime. I actually just did a Zapier and Insightly Webinar on Wednesday. It's now posted at astutemy.com for our members.

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  • I would like this integrated directly into insight.ly. If you can email to link to projects, you should be able to email to create a task.

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  • I've voted for the request, but I'll also throw in my 2 cents: I just checked and Zapier doesn't support Outlook, which my company uses; I also checked IFTTT and they don't integrate with either system. So it looks like I'm sunk for now. I'm trying to move my team away from using their inboxes as to-do lists, but it's easier said than done.

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  • Sure it does. Look at the office365 app. https://zapier.com/zapbook/office-365/

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  • So...I've turned on the email parser so that anytime I include the phrase "todo" and send it to my custom Zapier inbox it will create a task in Insightly. For me.

    In order for this to work for anyone else in my organization, I'm going to have to create separate Zapier accounts for them, set up identical Zaps, and then will have to teach them to forward tasks to that parser email account. Which is a lot of work; it's probably just as easy to manually create the task.

    And the task doesn't have any information from the email, nor does it have the email attached; it just creates a templated task, so that I could have something like "follow up on email" but it wouldn't, in any way, be specific to the email itself; there is no reference to the source email.

    I appreciate you pointing that out, but unless I'm missing something, this Zap doesn't seem worth it.

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