Inbox — Create Tasks via Email

Written By Miro Flemke

Last updated About 1 month ago

What is the "Email to Task" feature?

With the Email-to-Task feature, each project is assigned its own email address. Incoming emails are automatically created as new tasks in the project—including the subject line, message body, and attachments. This allows you to integrate inquiries, forwarded emails, and external messages directly into your workflow without requiring the sender to have a Proyex account.

Here’s how to set it up

  1. Open the project settings for the desired project.

  2. Enable the "Email Inbox" option using the toggle.

  3. Proyex The system automatically generates a unique email address in the format [ID]@reply.proyex.io.

  4. Copy the address with a single click and share it with your team, customers, or partners.

Settings

  • Target Milestone: Optionally, select a milestone where new tasks should be created. If none is selected, the tasks will be placed in the project’s first milestone.

  • Regenerate Address: If the address has been shared unintentionally, you can generate a new one at any time. The old address will immediately become invalid.

What happens when an email is received?

As soon as an email is sent to the project address:

  1. The subject line becomes the task title (common prefixes such as "Re:", "Fwd:", "AW:", and "WG:" are automatically removed).

  2. The message body becomes the task description.

  3. Attachments are automatically uploaded and added to the task (up to 25 MB).

  4. The task is created with the status "Open."

Automatic sender recognition

Proyex automatically identifies the sender:

  • If the email address belongs to a team member, the task is assigned to that person.

  • If it belongs to a project guest, the task is linked to that guest.

  • For unknown senders, the task is created without being assigned.

Protective Measures

  • Spam protection: Emails with a high spam score are automatically rejected.

  • Rate limiting: A maximum of 30 emails per hour are processed per address to prevent flooding.

  • Duplicate detection: The same email cannot create a task more than once.

Use Cases

  • Customer Emails as Tasks: Forward emails from customers directly to the appropriate project—each message automatically becomes a task.

  • External Requests: Provide partners or service providers with the project address so they can submit requests directly as tasks.

  • Automation: Use the address in automated workflows—e.g., for form forwarding or monitoring alerts.

Automations with Incoming Emails

Incoming emails can be used as triggers in Proyex automations. When an email arrives, an automation can automatically perform further actions—such as assigning the task to a specific team member or sending a notification.

Permissions

Project administrators can configure the email inbox settings. Incoming emails create tasks with the project’s permissions.

Frequently Asked Questions

Can I change the project email address?

Yes—via "Regenerate Address" in the settings. The old address is deactivated immediately.

What happens to emails sent to a deactivated address?

These emails are ignored and do not create tasks.

Is there a limit on attachments?

Attachments up to a total size of 25 MB per email are processed. Larger attachments are skipped.

Does this also work with HTML emails?

Yes—the message text is automatically converted to a readable format.

Tips and Notes

  • Set up a forwarding rule in your email client to automatically send specific messages to the project address.

  • Use this feature in combination with automations to automatically categorize and assign incoming tasks.

  • Regenerate the address regularly if you’re only sharing it temporarily with external partners.