How do I add a task via email?

You can create a new task directly from your email and have the task available in Kona. Note that regardless of how you add the task, the only required field is the email subject line, which is used to create the task name.

  1. Quick Add: Simply send or forward your email to task@kona.com.  Anything in the body of the email will be added to the task notes.  The subject line of your email will be the task name.  Anything attached to the email will be added to the Files.  The task will be automatically added to your “Just For Me” space.  You can move the task to another space in Kona.
  2. Detailed Add:You can add a new task, assign it to a space, include team members, and even set a due date directly from your email. To do so, follow these steps:
    1. Address or forward your email to task@kona.com.
    2. Set the subject line as follows: (Space name) Task name @Participants $DueDate
    3. Enter details or information about the task in the body of your email.
    4. If desired, put attachment(s) on the email to add to the Files of the task and space.

Tips for a successful add:

  1. Space Name: Should be listed first in the subject line enclosed in parentheses.  (Space Name)
  2. Task Name: This can include letters and numbers.
  3. Participants: If you would like to include participants other than yourself on the task just add @FirstName LastName (always use a space).  If you have multiple people to add, separate each by a space.  Example: @Jane Doe @Joe Smith @Billy Jackson @Liam Brooks.  If you do not want to include anyone on the task just omit this and go directly to the due date.
  4. Due Date: To set a due date on the task, include the dollar symbol ($) directly followed by the date you would like the task to be completed.  Proper format is M-D-YYYY.  Example: $7-1-2012.
  5. Task Description, Details or Additional Info: You can include details, information or instructions on your task by entering the text directly into the body of your email.  This will appear in the Notes section of the task details. 
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7 Comments

  • 0
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    Karen Palino

    Is it possible to update an existing task?

  • 0
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    Christine Boermeester

    Hi Karen,

    It's not possible to update an existing task via email today.  I will add this an enhancement request.  In the meantime, you could update an existing task via mobile or the web app.

    Christine

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    Brian LaMee

    Can you also specify a Task List that it should be put into?  Was not sure if that is an option now that we have the ability to group tasks.

  • 0
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    Andy Christenson

    This is fantastic!  Q - When the task is marked complete in Kona will it update it in Outlook or send a message to the creator?  If not, do you have a best practice suggestion?

  • 0
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    Christine Boermeester

    Hi Andy,

    This method is just to add a task via email but Kona doesn't email Outlook back regarding the task, other than conversation digests depending on your settings and if there are comments on the task.  This is just a quick, easy way to get a task and/or file into Kona.  Therefore, if the completor of the task is someone other than the creator, and the creator wants to be notified via email, the completor can add a comment to the task about its completion.  Usually, the creator would be managing the space's task list from within Kona though so they would see everything in there.  The creator may want to be a task follower for even greater visibility into the task without the responsibility of completing it.

    Christine

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    Rafael Jauregui

    Christine,

    Hi...what is your recommendation on moving "everything email" into Kona? Any easy ways of "moving in"?

    Before Kona, we were using email for tasks, communication, collaboration, PM, etc. As we have started to transition into Kona, I'm finding out that just about all our data 'lives' in someone's inbox. I started re-typing out all our 'tasks', but then decided to find a better way. I found this solution...now I'm thinking this technique might duplicate efforts already accomplished (this will be very useful for future use).

    Should we establish a "dropbox" or "box" account....package everything there and upload into Kona as an attachment onto the Tasks already created?  OR can I use this technique (the add a task via email) then drag and drop that task into the established task itself or would that create just another task in the space? Maybe forward the task via email and copy/paste info...a mash-up type technique?

    Hmmm.... I'll try a few combos and report back what happens....might help someone else in the future.

    Thanks

    Raf

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    Christine Boermeester

    Hi Raf,

    We usually see a bit of a mash-up technique where it's easier to forward some emails into Kona as tasks since the email has all the information and attachments and such, some tasks are easier to create from scratch since you will need to pull the information from various places, and some could be linked to Dropbox, Box, or someplace where a repository lives if people will just need occasional access.  

    The good news is that once you get everything into Kona, it will be much easier going forward!

    Thanks,

    Christine

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