Incoming emails in Uku
TL;DR: Forward emails to uku@getuku.email to automatically create tasks in Uku. Replies to emails sent from within a task are threaded back into that same task, keeping all correspondence in one place.
Who can do this
Any Uku member whose email address matches their Uku account email
The Email app must be activated for the company — see how to activate and configure the Email app
The Sending emails as tasks function must be enabled
How to send emails to Uku
The incoming email function automatically creates tasks in Uku when emails are forwarded to the special address uku@getuku.email.
Requirements
The Email app must be activated.
The sender email address must be identical to the Uku user account email address.
The Sending emails as tasks function must be enabled.
Email communication within one task
When you send an email to a client from within a task, the client's response arrives in the same task. This keeps the email conversation threaded and prevents messages from getting lost.
How it works
Open a task and use the Email function to send an email to the client.
The client replies to the email. (The Reply to address must not be changed.)
The client's response appears in the task's Communication view.
Important: If the client changes the Reply to address, the response will not be linked back to the original task.
Where to see incoming emails in Uku
Catch up tab
All incoming emails appear on the Catch up tab.
A green notification bubble indicates that a new email has arrived.
Notifications
A message appears under Notifications when a new email arrives.
This provides a quick overview of new incoming messages.
Tasks
A task is created automatically and appears in your task list.
The task is assigned to the user whose email address sent the message.
The full email content and attachments are visible inside the task.
Usage examples
Client inquiries — Forward to uku@getuku.email to automatically create a task.
Internal team communication — Turn important emails into tasks immediately.
Document sharing — Send documents via email directly into your workflow.
Continuing correspondence — Reply to client emails directly from within a task.
Limitations and considerations
No task created when forwarding — The email must come directly from a Uku user's registered address.
Function can be disabled — An admin can turn this off in Email app settings.
Task created under wrong user — Verify that the email was sent from the correct address associated with the intended Uku account.
Changing the Reply to address — This breaks the automatic email conversation threading within the task.
Troubleshooting
Emails are not creating tasks — Confirm the Email app is activated and the Sending emails as tasks function is enabled. Verify the sender email address matches the Uku account email exactly.
Client reply does not appear in the task — The client may have changed the Reply to address. Ask the client to reply directly to the original email without modifying the recipient.
Task is assigned to the wrong person — The task is assigned based on the sender's email address. Check which Uku account is associated with the email address that sent the message.
Attachments are missing from the task — Very large attachments may not be processed. Try resending with smaller file sizes or upload documents directly to the task.