Support Forum

[admin]

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E-mail submission
Users with valid TrackStudio accounts can submit tasks or messages by e-mail as long as their account includes an e-mail address. TrackStudio supports the following e-mail submission types:
1) Task submission
2) Plain message submission
3) Form-based message submission

If e-mail submission is enabled, TrackStudio checks the mailbox at regular intervals. TrackStudio gets a e-mail from the mailbox and tries to import it. If the e-mail meets the requirements of one of mail submission schemes, the system imports the e-mail as new task or message. If the e-mail is a reply from a mailer-daemon about the failure during sending the e-mail, it is deleted from the queue. If the message cannot be imported and at the same time it is not a reply from a mailer-daemon, it is either deleted from the queue or forwarded to the specified address. You can get more details about configuring the mailbox in TrackStudio/Standalone _here_, in TrackStudio/WAR - _here_

Task Submission
Task submission makes it possible to import e-mail messages as subtasks for the specified project. To enable task submission, you should open the Task->E-mail import form and set the following options:
- Enable e-mail import – enables task submission for the current task
- Contains keyword – allows you to specify the keyword either in the subject or in the body of the message. Keywords make it possible to use one mailbox for importing messages into several projects, thus you should use different keywords for different projects. If no keyword is specified, the e-mail is imported regardless of its body or subject. The e-mail import rules having the empty keyword list are checked after the rules having a keyword specified. The keyword check is case-insensitive.
- In – allows you to specify the field to search for the keyword in. The subject and body fields are supported.
- Category – the category of the created tasks. The category must be associated with a workflow having the start state.

If the following conditions are true
- e-mail submission is enabled
- the message matches the conditions specified on the E-mail Import tab
- the sender’s name or e-mail address belongs to one of the system users
- the sender has an access to the project
the e-mail message is imported into the system. The fields for the created task are determined in the following way:
- Name = e-mail subject
- Description = e-mail body
- Parent task = the task having mail import enabled for it
- Category = the category specified in the e-mail import options
- Submitter = e-mail sender
- Handler = the handler of the parent task
- Priority = default priority
- Status = the default state of the corresponding workflow
- Submit date = the data when the e-mail message was processed and imported into the system

If the e-mail message has any attachments, they are added to the created task and can be found on the Uploads page. If the task has any custom fields, they are setted into the default value.
As soon as the task is created the system sends out an ordinary e-mail notification message.

Example
Joe can use his e-mail account joe@mycompany.com to submit an item. Using his e-mail client, Joe creates a new mail message and sends it to the e-mail address provided by the TrackStudio administrator. For example, the mailbox might be support@mycompany.com. Joe can type a subject, a message and add attachments to the message. If the mailbox has been configured correctly, TrackStudio checks this mailbox for messages periodically. TrackStudio also determines if e-mail import is enabled for any project and if the message meets task submission rules for this project. If everything is valid, TrackStudio imports the task into the specified project.

Plain MessageSubmission.
Plain Message Submission allows you to import e-mail messages as notes to tasks. Unlike Task Submission, you do not have to configure Plain Message Submission for each project separately. When E-mail Submission is enabled, TrackStudio enables Plain Message Submission for all projects.

If the following conditions are true:
- e-mail submission is enabled
- the message subject contains a task number specified as #<task number>, e.g. #55
- the sender’s name or e-mail address belongs to one of system users
- the sender has an access to the specified task
- default message type is specified in the workflow.
the e-mail message is imported into the system. The fields for the created task are determined in the following way:
- Message = e-mail body
- Submit date = the date when the e-mail message was imported into the system
- Submitter = e-mail sender
- Message type = the default message type specified in the task workflow.
If the e-mail message has any attachments, they are added to the created task and can be found on the Uploads page. If the task has any custom field, they are specified in the default value.
As soon as the task is created the system sends out an e-mail notification to the subscribers.

Example
Joe can use his e-mail account joe@mycompany.com to submit a new bug note to task 55. Using his e-mail client, Joe creates a new mail message with the subject “#55” and sends it to the e-mail address provided by the TrackStudio administrator. For example, the mailbox might be support@mycompany.com. Joe can type a message and add attachments to the message. If the mailbox has been configured correctly, TrackStudio checks this mailbox for messages periodically. TrackStudio also determines if e-mail import is enabled for any project and if the message meets task submission rules for this project. If everything is valid, TrackStudio imports the task as subtask of the specified project.

Form-Based Message Submission
Form-Based Message Submission makes it possible to import e-mail messages into the system as messages containing the hours spent, the priority, handler, the resolution, etc. To set parameters for a message, you can use the web form located at the end of HTML e-mail notification. As well as Plain Message Submission, you do not have to configure Form-Based Message Submission for each project separately. When E-mail Submission is enabled, TrackStudio enables Form-Based Message Submission for all projects.



E-mail import.
This section describes how to define task submission rules (Task Management->Task->E-mail Import tab).
…
To enable Task Submission, you should check “Enable e-mail import” and press “Save”. To disable Task Submission, you should uncheck “Enable e-mail import” and press “Save”
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If you have any questions and suggestions - just let me know

[willettsj]

Cool What email address should be used for hosted versions? Also, I note the category box on the email import screen shows what I assume is all categories in the system, not just ones relevant to the current project

[admin]

Cool What email address should be used for hosted versions? Also, I note the category box on the email import screen shows what I assume is all categories in the system, not just ones relevant to the current project

You should use submit@granpm.com (you can simple click "reply" on the email notification message).

About available categories - all should be OK, we dispay exactly the same list as in Category dropdown (near add button). So, it consider category hierarchy and rules, but only for user that enable email import (so, we does not consider that other users can have different list).

Please note that when TrackStudio import emails it does not check user rights to create new message or task - it check only access control rights. If email submission enabled - message will be imported without additional checks.

[admin]

Also, I note the category box on the email import screen shows what I assume is all categories in the system, not just ones relevant to the current project

Yes, I see this bug now, hope we'll fix it soon