Incoming email allows you to automate work processes by turning incoming messages into tasks in Uku. Emails simplify communication with clients and are visible on the Catch up tab.
How to send emails to Uku?
The incoming email function allows you to automatically create tasks in Uku when emails are forwarded to the special address uku@getuku.email.
Requirements for incoming email to work:
Email app must be activated - see how to activate and configure the email app
Email sender address must be identical to the Uku user account email address
Function "Sending emails as tasks" must be enabled
Email communication within one task
When you send an email to a client from within a task, the client's response will arrive in the same task and the email conversation won't get lost.
How it works:
Send email from Uku task - use the email function from within the task
Client replies to the email (NB! The "Reply to" address must not be changed)
Client's response arrives in the task in the communication view
This ensures that the entire email conversation is trackable in one place.
Where to see incoming emails in Uku?
1. Catch up tab
All incoming emails are easily found on the "Catch up" tab
Green bubble provides visual signal that a new email has arrived
2. Under notifications
A message appears under notifications that a new email has arrived
Provides quick overview of new incoming messages
3. Under tasks
Created task appears automatically in the task list
Task is assigned to the user from whose email address the message was sent
Inside the task, the entire email content and attachments are visible
Usage examples
Client inquiries - forward to uku@getuku.email and automatically create a task
Internal team communication - turn important emails into tasks immediately
Document sharing - send documents with email directly into workflow
Continuing correspondence - reply to client emails directly from within the task
Limitations and considerations
No task created when forwarding - email must come directly from Uku user's address
Function can be disabled in Email app settings
Task created under wrong user - check that it's sent from the correct email address
Changing reply-to address breaks automatic email conversation continuation in the task