Emailing tasks to a queue offers lots of flexibility in terms of how you can add tasks to your GQueues account. You can create them from any email address, and send them directly to any queue!
How to email tasks to a queue
Every queue in your GQueues account gets a unique email address linked to that specific queue. You can send an email to this address from any email account and a task will be created in that queue. This email address will stay the same even if you change the queue’s name later.
To find a queue’s email address, open the Queue Info Panel and click on Email tasks to this queue.
This will expand the queue details to show the email address so you can add it to your contacts or copy and paste it to send to a teammate.
Format your email
When emailing a queue, the:
Subject line becomes the task name
Email body becomes the task notes
You can use Quick Add Syntax to set the date, time, duration, reminder, and tags for a task all within the subject line.
To set the date, type on date
To set the time, type at time
To set the duration, type for X minutes/hours/days/weeks
To set a task reminder, type ^reminderMinutes reminderType
To add tags to the task, type #tag
To assign the task, type +email
For example, typing a subject line of Confirm gift receipt with Naveen on Monday @ 9am for 15 minutes will create a task in the specified queue titled Confirm gift receipt with Naveen dated for the following Monday at 9 am, lasting fifteen minutes.
Track task creators
When a task is created via email, the queue or team owner will always be noted as the person who created the task. But the sender's email address is also recorded in the Activity Log. This can be particularly helpful when others are emailing in tasks, so you always know the source.
Whenever a task is received via email, GQueues will consider that task to be created by the queue owner. This means:
If you are the queue owner, you will not receive notifications if anyone else emails tasks to that queue.
If you are not the queue owner and receive notifications for tasks added to that queue, you will receive notifications when you email tasks to the queue yourself.
Attachments and size limitations
If you have activated the Attachments feature of GQueues, any files attached to an incoming email will be automatically attached to the newly created task.
An incoming email cannot be larger than 7MB total, including all attachments. Emails larger than this will be silently ignored.
When to add tasks via email
There are lots of instances in which emailing tasks to a queue is super useful. Here are a few to get you going.
If you know any email with the word “budget” in it will need to be a task in GQueues, you can set a filter for it in your email. When incoming messages match the criteria, they’re automatically forwarded to your GQueues inbox address - creating a task for you before you even open the email.
Delegated users create tasks
When you’re a delegated user in someone else’s email account, you don’t have access to their Gmail add-on panel. But you can still add tasks for them by creating tasks via email.
Collaborators add tasks for you
Odds are not everyone you work with uses Google products. If you’re working with a contractor who isn’t a GQueues user, they can still create tasks for you by emailing your queues’ addresses. That way even though you work on different platforms, all your tasks stay in one place.
Create tasks from multiple email accounts
If you have multiple email accounts and want to be able to route emails to become tasks in a single GQueues account, adding tasks via email is the way to go.
Update a queue address settings
Reset a queue address
Anyone that knows one of your queue addresses will be able to send tasks to that queue. This can be a super useful tool, particularly if you want teammates to be able to add tasks directly to your GQueues account.
If an address gets in the wrong hands, you can reset it in the Queue Details Panel. Emails to the old address will be ignored and tasks will be created only for emails sent to the new address.
Please Note: You must be the queue owner in order to reset the queue email address. If the queue is in a Team, then only the team owner will be able to reset the email address.