Smart inbox

Instead of adding tasks manually when someone writes to you about something that needs to be done, use Scoro's Smart inbox feature to add tasks to the task list by sending or forwarding emails to your dedicated Smart inbox email address.

1. What is Smart inbox?

The Smart inbox feature in Scoro lets you create tasks for yourself and for your team members in Scoro by sending or forwarding emails to your or your colleagues' individual Smart inbox email addresses.

Smart inbox doesn't require any configuration – every user already has their own individual Smart mailbox address, which you can find at the bottom of your task list.

To create a task via Smart inbox, just send or forward an email to your or your colleague's Smart mailbox addresses, and the tasks will be created automatically! Here's how the email content translates to the task and how it's configured in Scoro:

• The email subject will become the task title of the task. Just modify the subject to add the task with a preferred name.
• The email content will become the task description.
• The task is added with today's due date.
• The task's planned duration is set exactly to your default task duration as you've set under Settings > My settings > My calendar and tasks.
• If you or your site administrator have set the default activity type for tasks created via Smart inbox, it will be assigned automatically to the task. 
• The task is marked as done if you've set your Smart inbox tasks to be marked as done automatically.
• The task may be linked to a contact from your contact database in Scoro if a match is found. Learn more about this in the Email ordering section.

Example:

• Here's an email Samantha sent an email to her own Smart inbox address:
  
• And here's the task that was created in Scoro based on Samantha's email:
  

1.1. When to create tasks via Smart inbox

Creating tasks via your Smart inbox is useful and more convenient than creating them manually in the following cases:

• When a team member sends you an email about something you need to do:
  • Instead of going to your Scoro site to add a new task manually, you can just forward the email to your Smart inbox address, and a task will be added to your task list automatically. 
• When an email contains information about what multiple team members need to do:
  • Create individual tasks for all the relevant team members by adding their Smart inbox addresses in the CC field when forwarding the email.
  • Using the BCC field might cause issues with task creation for certain email clients during forwarding; always use the CC field to ensure the tasks are created successfully.

1.2. Key things to remember about Smart inbox

Here's what you need to keep in mind about how the Smart inbox works:

• Updating the username also changes the Smart inbox address:
  • When you (or your site administrator) change your username under Settings > My settings > Profile, your Smart inbox email address is automatically updated as well.
  • Don't worry if you've sent or forwarded an email to your old Smart inbox address, though – Scoro will email you back to let you know that the email was incorrect and the task wasn't created. To fix this, try sending or forwarding the email to the new Smart inbox address.
    

2. Smart inbox settings

2.1. Default activity type for tasks created via Smart inbox

You can set the default activity type for tasks sent or created via Smart inbox, saving you time on repetitive manual work when processing many similar tasks:

• For site administrators: To set the site-level preference, go to Settings > Administration > E-mail setup, then select the appropriate activity type from the Assign activity type dropdown.
• For all site users: To set your individual preference, go to Settings > My settings > My calendar and tasks, then select the appropriate activity type from the Assign activity type dropdown.

2.2. Automatically marking Smart inbox tasks as done

Each user can also set Scoro to automatically mark the Smart inbox tasks as completed:

1. Go to Settings > My settings > My calendar and tasks.
2. Enable the Automatically mark Smart inbox tasks as done and click Save to confirm the changes.

2.3. Email ordering for Smart inbox

Tasks created via Smart inbox can be linked to data on your site's contact database. Smart inbox is looking for the email linked to the contact card. Here's how it works by default:

• First, it checks whether the sender's email is a contact in Scoro and links the task to that contact. If you are sending it from your email address, it will search for your email.
• If the sender is not found, it looks for the addressee (recipient). This is for cases where you email your client and CC your Smart inbox email address.
• If that isn't found either, Scoro tries to find the contact linked to the email in CC.
• If none of these emails match any of your contacts in Scoro, the task is left unlinked.

If needed, a site administrator can change the order of data linked to the task and visible in the task detailed view:

1. Go to Settings > Administration > E-mail setup and scroll down to the E-mail ordering for Smart inbox section.
2. Use the dropdown fields to select the order of data Scoro should check when linking the task to the relevant contact card. Don't forget to click Save.