E-mail to Task
You can import incoming e-mails at your e-mail account to your Cubicl account and you can answer back senders via Cubicl through task activities.
Activate Email Boxes
To use this feature at Cubicl, add Email Boxes to Navigation Menu. For this click Organization > Organization Details > Active Pages. Only the account manager can do it.
Connecting an E-mail Account
You can connect your e-mail account at Email Boxes page and view connected accounts.
Click Add Email Account and choose one of them: IMAP/SMTP Google, Microsoft and Exhange Server (Outlook) and enter the e-mail info.
A Settings page will be open when you click OK. Here, enter Email Box Name, choose the project where emails are sent, add assignees who are responsible answering emails and write an Email Signature to add it at the end of the emails.
You can edit and delete previously connected e-mails or change the password of them.
E-mail Service Provider Settings
To connect your e-mail account to Cubicl, you need to give necessary permissions. Permission settings may be different for each email service provider. We add some email service provider settings below. If you cannot connect your email with this info, you can search on the internet to find another solution or contact us via support@cubicl.io.
Outlook
For SMTP Settings Host: smtp-mail.outlook.com Port: 587 Encryption: TLS
YandexMail
Yandex Account> Password and authorization> App passwords> Create a new password> Mail> Name of password for access to Mail. After this a password will be created. Copy that and use it while adding the mail to Cubicl.
Gmail Account
To receive emails sent to your Gmail account as tasks, make the following settings:
Log in to your Gmail account and go to the "Forwarding and POP/IMAP" tab.
In the "Forwarding" section on this tab, click on the "Add a forwarding address" button. In the new window that opens, you can enter the address “email-to-task@cubicl.io” to which e-mails will be forwarded to our system, and click the Next button. You can confirm the process from the new window.
Your e-mail forwarding request will be sent to us for approval and approved by us within a few minutes. After a few minutes, you can check whether the redirect is approved by refreshing the redirect settings page. If the forwarding process is still not approved after a few minutes, please contact us at support@cubicl.io.
After we approve your forwarding request, check the boxes for "Forward a copy of the incoming mail to email-to-task@cubicl.io" and "keep Gmail's copy in the Inbox" option. This will also keep a copy of the forwarded emails in your Gmail account. Finally, you can save your settings by clicking the "Save Changes" button at the bottom of the page.
After saving the settings, a notification text will appear at the top of the page that your emails have been forwarded. To ensure that your e-mails are received accurately and completely by our system, please do not change your forwarding settings.
Mailing via Cubicl
When an e-mail drops your inbox, a task is created at Cubicl for it. You get a notification.
The Subject line is the name of the task. Incoming Email button shows under the name of the task to seperate incoming mails from created tasks at the Cubicl by you or your teammates. At the activities, name and e-mail of the sender, receivers, e-mail context and file/s are shown. The sender is added as a Client automatically.
There are two buttons at the bottom of the incoming mails. If the content of the e-mail is higher than the maximum height of the activity box, Expand Content button is shown, you can view the entire content by clicking this button.
Show Quote button is displayed in the quoted e-mail contents. By clicking this button, you can view both the quote and the entire content.
Ignore Sender
You can ignore senders by selecting the "Ignore Sender" option from the action menu of the task activity. You can also view and edit ignored senders from the action menu of the relevant e-mail box.
Black List
You can prevent emails containing certain words from creating a task in Cubicl. To use this feature, open the menu of an email on the Email boxes page and click on the Black List option. The Black List page has two tabs.
On the Emails tab, the email addresses that you have blocked are listed.
On the Words tab, the words that you have blocked are listed. To block a new word/phrase, type a word, click the Add+ button and save it.
The words you have added will be searched in e-mails regardless of uppercase or lowercase letters. From now on, no task will be created in Cubicl for e-mails containing these words in their subject or content. To delete the words you have blocked, you can click the Delete button that appears when you hover your mouse over the word.
Editing the Sender and Receiver of an E-Mail
Before sending an e-mail, you can edit sender and To and CC. For this, before clicking send the e-mail, click on the "Edit" button that appears when you hover over the e-mail you write. The e-mail accounts that appear in the From section are only e-mails that you have integrated into Cubicl. You can change the e-mail account (From) and recipients (TO and CC fields) to which the mail will be sent. After making the changes, you can send the e-mail by clicking "Send e-mail".
You can reply to the incoming e-mails from the activities of the task. Your reply is first shown as Not Sent at the corner of your comment. When you hover the mouse over that, the Send as an e-mail button emerges. When you click it, the e-mail will be sent.
In the sent e-mail, the name of the assignee who created the activity log in the task will be shown. And added e-mail signature will be at the end of the e-mail.
Emails sent via Cubicl are also added to the Sent box of the email box.
Emails created to tasks in Cubicl are marked as read in the email box at your email provider.
When you connect your email account to Cubicl, replies to old emails are added to the existing task.
A new task is created for every meeting invitation you receive.
Disconnect the E-mail
If you want to disconnect your e-mail account from Cubicl, you can delete it by clicking three dots at the connected e-mail card on E-mail Boxes page. To delete or update the email box, you must either have linked the e-mail yourself or have permission on the page.
You cannot reply to mails via Cubicl after deleting the e-mail account. If you try to send a comment as an e-mail via Cubicl, an error warning will pop up.
Usage Examples
Here, you can find some examples how E-mail Boxes could be used for teams and departments.
Support and Info E-mails
Connect your info, contact or support email accounts. Support team receives those mails as a task and take action easily.
You can answers e-mails from your clients for their requests, or technical problems, or product that they buy. Support team can assign the task to another department, if it is necessary.
So, you take action easily and answer emails quickly. Your customers will be pleased with your service.
For Departments
Connect the e-mail addresses of your company such as humanresources@companyname.com, which are used for departments such as human resources, accounting, sales. Imcoming mails related with those department drop related projects in Cubicl.
E-mail senders may not always send emails to the right email accounts. In such cases, you can drag and drop the task to the relevant project. As can be seen in the example below, "Application for React Native Developer" mail is sent to Customer Services department. However, the task is related with Human Resources department, so we drag and drop the task to that team.
Human Resources
Connect your career and human resources email accounts to Cubicl. Manage job applications in Cubicl. You can create projects such as Recruitment, Career, Job Applications etc. for incoming mails. In the project where CVs come, you can create task states for interview process. To customize task states in the project, visit the Project Settings page.
You can talk about the applicant with your teammates on task. The activities under the task will not be shown to the email sender unless you click the "send as a email."
Instead of reaching the applicant by phone call or email, you can contact her via Cubicl and follow activities on the task.
You do not have to follow all recruitment process under one task. For example, if pre-interview or team meetings are conducted by different assignees, you can add sub-steps or sub-tasks under the task.
You can manage all recruitment process.
Internal Requests
Follow up on request from different units, departments or offices of your company. Cubicl is a team communication and task management application for companies, but you do not have to add all departments or employees to your Cubicl account. For short-term tasks, an employee or a deparment can reach you via e-mail and you can manage their requests via Cubicl.
Adding Emails with Meeting Links as Tasks
You can create tasks in Cubicl from meeting invitations or calendar events sent to you by connecting your personal or work email accounts at Profile page > Email Box Settings tab. Cubicl shows you a notification when you receive an email with a meeting invitation or calendar attachment. From this notification, you can create a task with one click on Cubicl. Emails with a meeting invitation/calendar event and emails with a meeting link for Zoom, Skype, Microsoft Teams and Google Meet are defined as meeting/event emails. For other e-mails, no action is taken.
You can add as many e-mail as you like using your profile page.
Cubicl sends you a notification when you receive an e-mail with a meeting invitation/calendar event.
You can create a task with only one click on this notification and add the invitation to any project you choose. You can set a time and a date, assign users to these tasks.
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