Are you tired of keeping up with your to-do list by constantly switching between your Gmail inbox and ClickUp workspace? Well, ClickUp has a solution to eliminate this hassle.
You can turn your emails into tasks and comments in ClickUp without having to leave Gmail. We will walk you through this process to transform the way you work to boost your overall productivity.
If you want to forward an email to the comment section of a task in ClickUp, you’ll need to get the task’s unique email address. Yes, you heard that right! Every task you create in ClickUp has a unique address. To get this address, hover over the task you want to forward emails to and click on the ellipsis icon.
From the drop-down list, select Send email to task.
From the pop-up box, click Copy to copy the task email onto your clipboard.
Now open Gmail and hit Ctrl + V in the address bar to paste the task email. You’ll notice that the text immediately changes to the name of the ClickUp task. This is very helpful if you want to send another email to the same address—just type the task name and select it from the drop-down options.
Add a subject line and body to the email and hit the Send button.
After sending the email, it appears in the comment section of the task (as shown in the image below). Notice how ClickUp identifies the sender and displays the subject and body of the email. It also includes an HTML file of the contents of the email, which you can download to your computer.
Just like any comment added to ClickUp, there are a number of changes you can make to the forwarded email. When you hover over the comment, you can edit it, view it in full-screen mode, or assign it to a team member. Your team members can also engage with the comment by reacting to it with an emoji or leaving a direct reply.
By clicking on the ellipsis icon of the comment, you get additional options that allow you to:
- Copy the URL of the comment.
- Add the comment to the description area of your task.
- Set a reminder to take action on the comment.
- Delete the comment.
Create New Tasks in ClickUp via Email
Similar to tasks in ClickUp, every List also has a unique address. This means you can forward emails as a task to that list. To get the address of any list, hover over the list name in the main sidebar navigation and click the ellipsis icon to open the List settings.
From the drop-down options, select Email to List.
In the pop-up box, click Copy to copy the list email onto your clipboard.
Paste the email into the address bar of Gmail, add a subject line and body, and hit Send. This time around, your subject will be the name of your task in ClickUp and the body will be added to the description area of the task. Any files you add to the email will go under the Attachments section of the task (in addition to the HTML file ClickUp attaches automatically).
You can set additional properties for the new task by adding them to the subject line:
- Assignee: Assign the new task to yourself or a team member (eg. John Doe) using <assign me> or <assign [email protected]>.
- Due Date: Set due dates by specifying exact dates like <due 10th of April 2023> or using natural language such as <due today>, <due tomorrow>, or <due next Monday>.
- Tags: Add tags to your task using <tag tag_name>. If the tag name you specify doesn’t exist, it’ll be created automatically.
After you send the email, it shows up in your specified ClickUp list as shown in the image below.
If you frequently work with certain lists in your workspace, take some time to save their addresses in Gmail, so it’s easier to quickly access them.
How to Automatically Forward Emails to ClickUp
If you find yourself constantly forwarding emails from a particular sender to ClickUp as a task or comment, then setting up automation will save you valuable time. Don’t let the term ‘automation’ intimidate you—all you need to do is set up a forwarding filter in Gmail.
Add a Forwarding Email Address to Gmail
Before you can start forwarding emails, you need to add a forwarding email address (of the task or list) where the emails will be sent. To do this, click on the gear icon in the top right corner of Gmail and select See all settings.
Under the Forwarding and POP/IMAP tab, click the Add a forwarding address button.
Paste your ClickUp task or list address into the text field. Ensure you clear the extra text and angle brackets added to the beginning and end of the address, then click Next. In the next two pop-ups that appear, click Proceed then OK.
When you open your ClickUp workspace, the confirmation link appears as a new task in the list where you’ll be forwarding the emails.
When you open the task, click on the confirmation link, which will be in the description area. In the pop-up window that appears, click Confirm to finally add the email address to Gmail.
Set Filters to Forward Emails to ClickUp
After adding the forwarding email address, you can now set up a filter to send emails to that address. In the image below, the filter only checks that the sender of an email has a specific address.
When an email meets the set criteria, it’ll be archived and forwarded to the ClickUp address selected.
You’ve successfully completed the automation setup to forward specific emails to ClickUp. If you want to take this to the next level, you can set up filters for forwarding emails to Slack, and another filter for forwarding emails to Outlook. This is a very useful feature for decluttering your inbox and keeping it organized while staying on top of your to-do list.
Declutter Your Emails and Stay Organized With ClickUp
Turning your emails into tasks and comments in ClickUp is a game-changer when it comes to managing your workflow. In just a few clicks, you can turn the chaos in your email into a streamlined and organized “to-do” that’s easy to track and manage. And that’s just the beginning—there are more creative ways you can learn to use ClickUp that you may not be aware of.