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Getting an email into an app item

Hey,

Is there a way to forward an email into an app item.  I know you can create an app item via email but.  I want to create a comment in an app item from an email.  

Example... 

Client sends me an email commenting on a project.  Would love to have had client post the comment on the appropriate project page, but they didn't.  How's the best way to post the comment (and any file attachements) to the project?

 

-Phil

Phil Barnett Answered

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Hey Guys,

Just a small update for everyone that has been asking about this - we released the option to email to existing items in Podio - so to add a comment to a project or lead that already exists in Podio.

Learn more via our blog: http://blog.podio.com/2013/12/12/email-to-item/

Hope you like the improvement!

Cheers,
Sara - Podio

Sara Høeg Højlund-Rasmussen
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Hi there!

Thanks for your feedback. I sure see why this could be useful for you. We're discussing these features a lot and your thoughts are really helpful.

As a workaround until we have a solution for this you could:

1) Invite your client as external user to work with you on the project in a workspace. 

2) Copy and paste the comment from the email to the app item. 

Cheers,

//Sara - Podio

Sara Høeg Højlund-Rasmussen 0 votes
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The way Podio is structured today, sending e-mails as comments to an app-item is the way to go. However, if it doesn't halt any development of a solution to the need described by OP I would preffer those e-mails to be a part of the app-item itself, for instance to populate a specific field in the app. Especially considering that export of app-items do not contain any comments (a flaw in it self if you ask me). 

Podio, what are you doing at the moment with regards to this specific need?  

Sverre Andreas Holbye 0 votes
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"2) Copy and paste the comment from the email to the app item. "

This is ALWAYS a possible solution when working with forms and text fields. However, it is  a very bad solution when considering that Podio is aiming to ease our work-flow as this ADDS tasks to an existing work flow rather than ease / optimize it.  

As long as we are speaking about handing customer communication  there is an obvious need to capture the whole discussion / thread and not only the initial inquiry.   

From the top of my head, what about a new type of  app building block called "correspondence" (or something else for that matter). This multi line text field has it's own e-mail address (alla the app it self) and has the properties of capturing contents of emails (and if possible any e-mailmattachments, or store attachments as an ordinary attachment to the app-item with a date stamp?  

Sverre Andreas Holbye 0 votes
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Hi Sverre,

We are working in this direction - just yesterday we released a new feature that lets you email into workspace. Read more here: https://help.podio.com/entries/21945988-email-to-workspace or via Techcrunch: http://techcrunch.com/2012/08/29/podio-cuts-down-on-unnecessary-emails-with-new-email-integration-mentions-for-workspaces/

Thanks for sharing your thoughts!

/Sara

Sara Høeg Højlund-Rasmussen 0 votes
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I saw this just yesterday. I LOVE YOU PODIO. If this could be tweaked further to allow for sending emails to an app-items comment-field or to a specific form-field in the app I would be ecstatic! 

Sverre Andreas Holbye 0 votes
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Great to hear! And yes, we will work towards even better email integrations. Just can't reveal any time frame on when this will be ready. Thanks for your kind words!

Sara Høeg Højlund-Rasmussen 0 votes
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I can tell by reading that this need is being addressed by Podio, but I'd still like to put in my 2 cents. Our design department is constantly emailing back and forth with clients regarding proofs, changes, and new direction for projects. We input and track these projects in podio and utilize integrations with sugarsync, box, dropbox, and google drive to maintain up to date files with the clients. As we progress with the projects we would like to attach the emails directly to the project, ( an item in our "Projects" App ).  No Rush, we are still absorbing "The Power of Podio"

James Shafer 0 votes
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I'd like to second James' idea as well. Having emails and comments automatically attached to a project would be awesome.

Nick Smith 0 votes
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I totally agree with James.

Now we have to copy paste the emails under the right project or client.

When we could forward an email to the Clients App and Podio could recognize the email and then linked to the right client it would be great.

Marcin Kowalski 0 votes
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Hey there,

I noticed that there are a lot of people asking for the same thing, e-mail directly to an item in a Podio App.

There is a simple workaround that you can use. Using this you can directly e-mail to a certain item in your Podio App. Just follow these steps;

  1. Set up a new e-mail account (e.g. yourtestname@gmail.com not your company e-mail address) that you can use as a reference mail-address in Podio.

  2. Make this e-mail address a member of your Workspace. Podio will handle this as an 'External member' so no extra charges are made.

  3. This new member gets an invitation form Podio. Accept, log-in and go to 'Account settings' and set the E-mail notification settings marked only to   'I am given a task, @mentioned etc.'

  4. Modify your Podio App with two extra 'Building Blocks'; one Contact and one Text block. Name them whatever you want but choose a logical name. In my example (picture) it's called 'Postman' and 'Mail-client address'.

  5. If you edit an item or create a new one in your Podio App, choose your new external member in the contact block ('Postman' in my example). This external member gets an e-mail from Podio. The reply address is unique for your item in your Podio App, copy paste this address in the second new text-block ('Mail-client address' in my example).

  6. Your done!

Now you can e-mail directly to a certain item in your Podio App. If you click on the e-mail address in the block 'Mail-client address' (or copy-paste) your mail client will open and you can sent messages, attachments etc.

 

Hope this helped, good luck!

 

Oh ... Happy New Year!!!!

Donald Thiery 0 votes
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Donald - You're a HERO. WOW. That little piece of intel makes all the difference.

I was looking at podiotools, but it's in Beta, and requires full app access, and is clunky to use.

Using your method, I was able to create a duzzit with itduzzit.com, which automatically replies to all incoming notifications and gently adds an update to new items with a single line of text similar to "This item's email address is xxxxx"

Now if only we could figure out to automatically set the postman by default, that would rock even more.

Andreas Huttenrauch 0 votes
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Slight problem with the email address though - all emails to this address are marked as from the postman contact, and not from the person who really sends it. For example, if the postman gets an email with a reply to xyz@reply.podio.com, then I send an email to that address, the email body shows up, but it shows that the postman made that comment.

Andreas Huttenrauch 0 votes
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Hi Andreas, thanks for your compliment! But ... as said before, it's a simple workaround to add certain messages and attachments directly by e-mail. In Podio the address code for the @sign is in fact connected to the member Postman. So every item addressed to that e-mail address will be handled as it was from Postman.

Podiotools uses it's own e-mailserver so they can add certain addresslines.

Let's hope that Podio comes with a real solution very soon!

Donald Thiery 0 votes
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I agree with Steven.  I'm evaluating Podio now and the ability to email in or add from gmail to an item (project, opportunity, lead, etc) is a critical feature.

Keller Baum 0 votes
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@Donald, thank you very much.

I couldn't live without PodioMail anymore. Now that emails are integrated with Podio, webforms have become even more useful. I don't think there's a single form left on any of our web properties that doesn't use a Podio webform. Being able to reply directly to new notifications and keeping conversations going in email is extremely useful - not to mention much faster.

Andreas Huttenrauch 0 votes
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Shame that there's not an option to have attachments added to files as there is when sending email to app. Also, the file in the comment cannot be dragged to the "drag 'n' drop here to upload" (the UI indicates it is possible, but the file never appears when you release the mouse) which means attachments still have to be downloaded then uploaded manually, meaning a suitable local or cloud folder needs to be created to do this.

Paul Renshaw 0 votes
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