Adding Content to Your TeamLab Portal via Email

Adding Content via EmailYou open your mailbox and receive a lot of emails as well as a common notification from your TeamLab portal among them. When it comes to it, you automatically click ‘Reply’ and answer the comment you got the notification about without realizing it. Next time when you log in into your portal, you see your comment added to the topic you are subscribed to and are awfully surprised.

That is the way how some of TeamLab users discovered this new feature. But now it’s time we told everyone about it!

The adding content to the portal via email feature is called among our developers MailReply, for short I’ll also allow me to use this name in the post.

When was the feature added?

The MailReply feature has been available since the TeamLab SaaS version 6.0, but as quasi beta and it was fully tested for the new version 6.5.

What content can you add to your portal?

Thanks to the MailReply feature, you can:

  • Create comments in reply to email notifications

    Receiving a notification about a new blog post, new event, new forum topic, new bookmark, new discussion within a project, new task, editing a task or discussion within a project as well as a reminder about the task deadline, you can create a new comment within the corresponding portal section answering the notification email by erasing the notification text and entering your comment instead.

    Receiving a notification about a new comment within any portal section, you can reply to it answering the notification email.

    Warning! Please delete all the notification text before composing a comment by pressing CTRL+A to select the entire email content and then the DEL key to delete it.

  • Create new blog posts and events

    Mail_blogTo add a new blog post or event to your portal, you can send an email to the following address: blog@xxx (for a blog post) or event@xxx (for an event) where xxx is your TeamLab portal address (e.g. yourportal.teamlab.com).

    You can also use the hash sign (i.e. #) within the email subject to create tags for your new blog post. These tags are separated by comma without spaces or should have their own hash sign: e.g. #blog,post,title or #blog #post #title. Don’t forget to enter a post or event title into the subject line, as well!

    Warning! No tags are added if you want to create an event.

  • Create new tasks in the ‘Projects’ module

    Mail_task_smallTo add a new task to a project, send an email to the following address: task_pID@xxx where xxx is your portal address (e.g. yourportal.teamlab.com) and pID is project ID.

    Note: you can find your project ID entering the portal and opening the overview page of the project. It will be displayed within the address bar of your browser: https://yourportal.teamlab.com/products/projects/projects.aspx?prjID=264778 where the project ID is 264778 so the return address will look like: task_264778@yourportal.teamlab.com.

    The email subject can include:

    table

    The task description you can enter into the letter body.

  • Create a new discussion within a project

    Mail_discussion_smallTo add a discussion to a project, send an email to the following address: message_pID@xxx where xxx is your portal address and pID is your project ID you want to add the discussion to.

    Note: you can find your project ID entering the portal and opening the overview page of the project. It will be displayed within the address bar of your browser: https://yourportal.teamlab.com/products/projects/projects.aspx?prjID=264778 where the project ID is 264778 so the return address will look like: message_264778@yourportal.teamlab.com.

  • Upload files to the ‘Documents’ module

    Mail_file_smallTo upload a file into the Documents module, send an email to the following address: file_fID@xxx where xxx is your portal address and fID is the needed folder ID or the “my” or “common” word (to upload the file into the ‘My Documents’ or ‘Common Documents’ folder).

    Note: you can find the folder ID in the address bar of your browser when the needed folder is opened, e.g.: https://yourportal.teamlab.com/products/files/#663905 where 663905 is the folder ID so the return address will look like: file_663905@yourportal.teamlab.com.

    Then attach the necessary file to the email.

Can anyone from any mail client add content to your portal?

The registered portal users only can add content to your portal sending an email from the email address they use to log in into the portal.

Note: you can add content to your TeamLab portal via email in case your mail client supports the Reply-to feature. During the testing phase problems occurred with the following mail clients: rambler.ru and qip.ru.

That’s all for today! In case you have questions, please feel free to visit our Help Center or to write to our Support Staff. If you have brilliant ideas concerning TeamLab improvement or there is some feature you can’t get along without, add your suggestions to our feedback page where you can also vote for other users’ ideas and follow their status. Every feedback counts!

 
Comments (20)
  1. BK Company - Reply
    July 9, 2012 at 8:52 pm

    This is a great addition that I found by mistake as noted in the post above. Would it be possible to add this feature to CRM module? When sending an email if it were possible to BCC to crm@portal.teamlab.com the email address could be parsed and added to the contact establishing great contact history eaily.

    • Elena - Reply
      July 10, 2012 at 9:22 am

      Hello BK Company,
      It’s a great suggestion! Please add it to our feedback page for other users to vote for it. In case your idea becomes popular, this feature will be developed and implemented in one of the next releases.

  2. jordi - Reply
    July 10, 2012 at 8:14 am

    this is great addition but when you send a task by email with files atached, this desapear…!

    • Elena - Reply
      July 10, 2012 at 9:20 am

      Hello Jordi,
      In case you attach a file while creating a task via email, the task will be added any way, but the file you attached won’t appear at the portal.
      You can’t create a task and add a file to it sending an email with attachment in the current TeamLab version (6.0 or 6.5). There is no such feature at present. If you need it, please add your suggestion to our feedback page.

  3. Андрей - Reply
    July 11, 2012 at 10:42 am

    Create new tasks in the ‘Projects’ module > What about attached files? Would they be uploaded to the task`s documents?

    • Elena - Reply
      July 11, 2012 at 11:33 am

      Hello Андрей,
      In case you attach a file while creating a task via email, the task will be added any way, but the file you attached won’t appear at the portal.
      You can’t create a task and add a file to it sending an email with attachment in the current TeamLab version (6.0 or 6.5). There is no such feature at present. If you need it, please add your suggestion to our feedback page. In case your idea becomes popular, this feature will be developed and implemented in one of the next releases.

  4. July 11, 2012 at 10:48 am

    Great feature, I’ve been waiting for something like this.

    Suggestion:
    If you have to login to Teamlab to get the project ID, milestone ID, etc, it kind of defeats the purpose, doesn’t it? I guess we can add each Project and Milestone to our email program’s address books to save them for use when first setting up the project, but everyone in the company would have to do it. Maybe you can integrate a feature to download a “vCard” for each Milestone?

    Karyn

    • Elena - Reply
      July 11, 2012 at 11:36 am

      Hello Karyn,
      It’s a great idea! Please add your suggestion to our feedback page. In case your idea becomes popular, this feature will be developed and implemented in one of the next releases.

  5. Mike - Reply
    July 11, 2012 at 7:08 pm

    Will this feature be available in the stand-alone/server version at some point? We integrate with gmail and it sends notifications fine but would like to be able to update tasks via email.

    • Elena - Reply
      July 12, 2012 at 1:31 pm

      Hello Mike,
      Unfortunately, we don’t plan to include this feature into the server or open-source version.

  6. abelinux - Reply
    July 25, 2012 at 5:53 pm

    Great feature..!! turns a good software solution into a GREAT one, as there are only few products that can offer this already.
    Congratulations!

    • Elena - Reply
      July 26, 2012 at 9:49 am

      Hello Abelinux!
      Thank you! We are doing our best!

  7. Benjamin - Reply
    July 27, 2012 at 11:09 pm

    Can’t seem to get this to work from my email address. Are there requirements that the email needs to be IMAP and not POP3?

    • Benjamin - Reply
      July 27, 2012 at 11:22 pm

      I can get the blog one to work, but replying to discussions does not work. There must be something that isn’t listed, because I followed the instructions posted.

      • Elena - Reply
        July 30, 2012 at 2:09 pm

        Hello Benjamin,
        Please specify what mail client you use.
        Did you try to create a new blog post by composing a new email or by replying to the notification you received?

  8. Ukit Tangsubkul - Reply
    November 24, 2013 at 5:19 pm

    I tried to send email of the task following the instruction above using my gmail to send the task but I got the error of

    Delivery to the following recipient failed permanently:

    Is this function still available?

    • Nina - Reply
      November 25, 2013 at 10:08 am

      Hello Ukit!
      Thanks for reaching out. Unfortunately we can’t help you without having additional info. Please, send the details of your problem to our support team at support@teamlab.com
      In the message, please, clarify what exactly you’re trying to perform. Is the error happening every time you try to send the task via email or with a specific user?

  9. May 22, 2014 at 7:24 pm

    Adding an online content is an effective solution for internal company communications, that helps your employees stay in contact with each other, gives you the opportunity to manage their tasks and maximize the available company resources. You can gain the full control of each action within the company and easily organize all your employees.

  10. September 24, 2014 at 2:47 pm

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