All license types on all Wrike accounts can use Email Integration. Collaborators and users with limited Folder Permissions do not have the ability to create new tasks and edit task details.
⏱10.5 min read
Wrike’s patented email integration engine allows you to engage with Wrike tasks directly from your email. You can: create tasks and folders, add comments, update a task’s status, set task due dates, and more.
Sending important action items to Wrike as tasks means that you and your team can easily work on the task together and keep everything organized in one place. Once a task is in Wrike you can also receive notifications to keep a better pulse on how your projects are progressing.
Before sending emails to Wrike, it is important to check your email integration settings.
Adjust email integration settings:
Note that you can set up Integration settings for only one account at a time. If you are a member of multiple accounts, you should first select the account for which you want to edit integration settings:
If the settings are currently applied to one account and you wish to apply them to another account, it is necessary to first remove the settings from the integrated account. To do that:
Creating a task via email is easy, just follow these steps:
Click Send and your task will be added to Wrike!
When you are creating a task via email you can add that task to an existing folder or add the task to a new folder.
To add a task to an existing folder: Add the folder name (in square brackets) to the subject line. If there are several folders or subfolders with the same name, specify the folder path to put the task in the correct folder. To create a folder path, list all parent folders, separating each with slashes and include brackets around the list. For example: [marketing/events/conferences]
You can also use a folder’s unique email address to send a task directly to that folder.
To add a task to a new folder: Add your new folder’s name (in square brackets) to the subject line. If the folder does not exist yet, Wrike creates a new folder and adds the task to that folder. If you send an email to firstname.lastname@example.org address, a new folder will be created in the “Shared with me” section. You can also create a task in a new subfolder by specifying the folder path and then adding your new subfolders name to the end of the path. New folders created via email are only shared with those people who have access to its parent folder and if there is no parent folder then the folder is private. Folders created via email are not automatically shared with the email recipients.
Please note that folder names are case sensitive. To ensure that tasks are added to the correct folder, please make sure that the folder name you enter exactly matches the name of the folder where you would like emailed tasks to be created.
Email integration allows you to do more than just create tasks, you can edit or add various task details right from your email:
Please note: 1) You cannot update a task's description field via email 2) Emails with empty subject lines don't trigger task updates.
To assign a task to specific users simply include their email addresses in the “To” field.
To reassign a task, include the new assignee’s email address in the “To” field and add “FW:” to the beginning of the subject line.
When creating a task via email, the task is shared with the email recipients as well as with the people who are already shared on the folder where the task is added. When a task is added to an existing Wrike folder, the users that follow the folder receive a notification about the newly created task.
You can share a task with additional members of your Wrike account by adding their email addresses in the “CC:” field.
If you include file or image attachments in your email, they will appear in that task’s list of attached files in Wrike.
If you do not add any dates in the email subject line, then, the task is processed according to your profile settings and set either as backlogged or planned for today. If your settings are set to create one-day tasks by default, you can still schedule backlogged tasks by adding [backlogged] in the subject line.
You can also schedule a task for specific dates by adding the start date and due date to the email’s subject line. Make sure to put the start and end dates in MM/DD format (or DD/MM depending on your date format settings) and surround the dates with brackets: [MM/DD-MM/DD]. The task will automatically be scheduled for the current year, but you can also schedule a task for a future year. To do this use the format: [MM/DD/YY-MM/DD/YY] or [DD/MM/YYYY-DD/MM/YYYY] depending on your date format settings).
To reschedule a task, make sure your email contains RE: in the subject line and then use the following format to specify the start and due date: [MM/DD-MM/DD] (or DD/MM if you set another date format in your account).
Please note, if you choose the option “1-day task scheduled for today” from the "Type of Tasks" section of the email addresses tab of your Wrike Profile, then tasks created via email are automatically assigned to the person who sent them.
If you do not specify statuses for tasks sent via email, then they are created as active by default. For Business and Enterprise users, if a task’s status is not specified (and the task is created in a folder with a Custom Workflow) then the task is assigned the first active status from that Custom Workflow.
To change or specify a task status, just add the desired status (in brackets) into the subject line of your email. If you want to use a custom status include “CS:” before typing your status name. For example: [CS:New]. Please note that the default statuses* are not case sensitive, but Custom Statuses are. When you add the task status “completed” via email, then the task is automatically marked as completed in Wrike.
*For accounts created prior to 12/20/2016 the default statuses are: completed, active, deferred, and cancelled. For accounts created after that date the default statuses are: new, in progress, completed, on hold, cancelled)
Wrike gives tasks created via email the same importance as the priority of the email, so you can change the priority of your email to update the task’s importance.
There are several ways to send a comment to an existing task:
You can email a task to a subfolder just like you would email it to a folder. If you have several subfolders with the same name, provide the folder path to put the task in the right place. To create a folder path just list all parent folders, separating each with slashes, and put brackets around the list.
To do this, list all the folder names you would like to include the task in, separate the folder names with commas, and make sure to include square brackets around the folder list. Unless you specify a status, the task’s workflow is taken from the first folder in the list.
Instead of including start and due date, specify only the due date : [MM/DD].
In most cases @mentioning cannot be done when sending a comment to Wrike via email. However, if someone @mentions you, and you reply via email, then your response is posted as a comment in Wrike and the person who @mentioned you is automatically @mentioned in your comment.