✨Email Integration: Turning Emails into Tasks

Imagine this: You get an email in your inbox, but it's not just a regular messageβ€”it's a task waving for your attention and scheduling. Usually, you'd have to switch gears, jump into Motion, and manually turn that email into a task. But guess what? Not anymore!

With Email to Motion, all you have to do is forward your email to a special Motion address (tasks@usemotion.com), and we handle everything else.

πŸ“§ How to Create Tasks from Emails with Motion

  1. Simply forward any email from your connected email addresses in the β€œAccounts” section to β€œtasks@usemotion.com”.

  2. Next, our intelligent AI steps in, handling all the essential task details for you: such as the title, priority, deadline, estimated duration, start time, and its placement in your workspace. And in case anything seems unclear, rest assured! We'll give it our best shot, ensuring cautious and accurate processing.


Here's the lowdown:

  • Title: Grabbed from your email's subject and content if you haven't specified.

  • Priority: Guessed from your content, defaulting to medium.

  • Deadline: If we're not sure, it's set for "tomorrow".

  • Duration: A handy 30-minute slot, but you can adjust it however you like.

  • Start Date: Today, because why wait?

  • Workspace: Automatically slotted into "My Tasks".

  • It's all about making your life easier! Just sit back, relax, and let Motion handle the rest.

Schedule, Workspace, and Assignee are all hard-coded. This means you won't be able to designate schedules, workspaces (including projects), and assignees for the task.

βœ‰οΈ Examples of Sending Emails for Task Creation:

Here are some examples of emails you can draft and send to tasks@usemotion.com:

Example 1

  • Subject: Client Call

  • Body: Call Client (Insert Client Name), Due this Friday, high priority, estimated 1 hour.

Example 2

  • Subject: Finish Presentation

  • Body: Finish Presentation for Finals Week, Due this Wednesday, ASAP priority, estimated 1 hour.

Example 3

  • Subject: Draft Sales Plan

  • Body: Draft Sales Plan for Team, High priority, due next Tuesday, estimated 30 minutes.

Example email sent to Motion:

Email notification:

Task from email scheduled on the calendar:

Task details:

πŸ“‚ Examples of Forwarding Emails for Task Creation:

Here are some examples of emails that you can forward to tasks@usemotion.com:

  • "Great catching up with you today; let's prepare all documents for the client meeting next Monday."

  • "Hey (Your Name), I'd love to book a discovery call with you sometime next week."

Example email forwarded to Motion:

Task from email scheduled on the calendar:

Task details:

❌ Examples to Avoid:

  • "Can you book the flight?" (Unclear and lacks details)

  • "Do the report?" (Vague and missing crucial information)

Remember, the more specific and detailed your email instructions are, the more effective Motion's task creation will be.

Embark on a more productive workflow by leveraging Motion's email integration feature! πŸŒ πŸ“§πŸ“…

Frequently Asked Questions (FAQs) πŸ€”

Can Motion automatically detect and flag task-like emails for me?

  • No, the email must be sent from any email address that’s under your β€œAccounts” section, and forwarded to tasks@usemotion.com without any other recipients.

Can Motion parse through attachments (e.g., Excel Files, PDFs, Flight Booking Files, etc.)?

  • No, Motion cannot read or parse the text through attachments or files within the email thread. It focuses solely on the actual email body and its content. Attachments such as Excel files, PDFs, or flight booking files are not processed by Motion for task creation.

Can I CC, BCC or add other recipients to the email?

  • No, the email must be sent from any of your email addresses under your β€˜Accounts’ section, to tasks@usemotion.com.

How long should it take for my tasks to appear?

  • Email task creation is usually swift, and you can expect your tasks to show up in about 30 seconds or less.

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