Receive email into projects

Every project can have its own mailbox address. Send or forward an email to it and the email becomes a task in that project: the subject line is the task title and the message text lands in the description, with the sender credited. It is the fastest way to capture requests that arrive in your inbox.

One-time setup (Owner or Admin)

Inbound email runs on your organization’s own email infrastructure, so an Owner or Admin connects it once before project mailboxes go live:

1. Open Integrations in the sidebar and go to the Inbound Email tab.

2. Pick your provider (Mailgun, SendGrid, or Postmark), enter the domain that will receive mail, and paste the provider’s signing key.

3. Verify the domain by adding the TXT record shown, then select verify once DNS has propagated.

4. In your provider’s dashboard, point its inbound route or parse webhook at the URL shown on the same tab.

Every inbound message is checked against your provider’s signature, so only mail genuinely relayed by your configured provider is accepted.

Find a project’s address

1. Open the project and go to the Mailbox tab (under the project’s settings views).

2. Copy the address shown. It looks like task-...@yourdomain.com and is unique to this project.

3. Email it, or add it as a forwarding target in your mail client. Each message creates one task.

The same tab lists the recently received emails with their status and the task each one created, so you can confirm a forwarded message arrived.

How emails map to tasks

• The subject becomes the task title; the message text becomes the description, ending with a “Received via email from” line.
• New tasks start in To Do with Medium priority.
• If the sender’s address matches a member of your organization, the task is created in their name and assigned to them. Otherwise it is recorded against the project owner and labeled as having arrived via email.

Caution

File attachments are not carried onto the task. Only the subject and message text are captured, so paste important content into the body or share a link.

If the address leaks

Anyone who knows a project’s mailbox address can create tasks in it, so treat the address like a shared secret. If it leaks (for example, it ends up on a public mailing list), open the Mailbox tab and rotate the address. The project immediately gets a new address and the old one stops working. Rotation is limited to organization admins.

FAQs

Which plans include this? All of them. The only prerequisite is the one-time provider setup, since inbound mail flows through your own Mailgun, SendGrid, or Postmark account and domain.

Can an email become a comment on an existing task instead? Not today. Every accepted email creates a new task; replies to the same thread create new tasks too.

Who can see a project’s mailbox address? Organization Owners, Admins, and Portfolio Managers, plus the project’s own members. Members of other projects cannot read it.