Adding content via email

Add content to your digital workplace from your email application or a service that generates automated emails (e.g., invoices, reports, etc.).

Sections in this article:   

Considerations

  • Disabling content creation via email: Channels can have this functionality turned off, preventing users from creating content via email. See Managing content creation via email.
  • Email filters: Inbound emails will not be added if they contain specific phrases or headers. See Email filtering.
  • Labels: Content created via email bypasses a channel's labeling requirements. Labels can be applied by editing the content in the digital workplace after it has been added.
  • Moderation: If a channel has moderation turned on, content created via email must be approved by a moderator before it appears on the channel.
  • Size limit: Emails must be below 50MB in size, or the content will not get added.
  • Recurring calendar events: Emailing a recurring event to a calendar channel results in the event not being added. The event creator will receive an email from the digital workplace informing them of the issue.

Requirements for adding content via email

To add content by email, you must have:

  • A recognized account: You must send the content from an email address with an account in your digital workplace.
  • Access: Your account must have at least Write access to a channel to add content or Read access to content to add comments.

Both these conditions must be met; otherwise, the emailed content will not be added to your digital workplace. 

Find a channel's email address

Go to the channel in your digital workplace and select the dropdown arrow beside the Add button. You can then:

  • Download the contact card of a channel and then add it to your email application. When working with folder channels, you can also select to download the contact cards of all folders directly under the current folder. Contact cards downloaded this way use the .vcf file format.
  • Add content immediately via email; your device's email application will open with the channel's email address in the To field. 

Add content to blogs, folders, microblogs, and wikis via email

  1. In your email application, create a new email.
  2. In the To field, enter the channel's email address to which you want to add content.
  3. Complete the email according to the type of content in the sections below. 
  4. Send the email. 

Blogs

  • Subject line: The email's subject line will become the blog article's title. If you don't include a subject line, the content won't be added to the channel.
  • Body: The body of the email will become the body of the blog article.
  • Attachments: Any attachments to the email will be added as attachments to the blog article.

Folders

  • Subject line: Not used.
  • Body: Not used.
  • Attachments: Any attachments to the email will be added as files to the folder channel. 

Microblogs

  • Subject line: Not used.
  • Body:  The email's body will become the microblog post's body. 
  • Attachments: Any attachments to the email will be added as attachments to the microblog post. 

Wikis

  • Subject line: The email's subject line will become the wiki article's title. If you don't include a subject line, the content won't be added to the channel.
  • Body: The email's body will become the wiki article's body.
  • Attachments: Any attachments to the email will be added as attachments to the wiki article.

Add content to calendars via email

To add a third-party (e.g., Outlook, Google Calendar, etc.) calendar event to a calendar channel in your digital workplace, you must add the calendar channel as an attendee to the event using the calendar channel's email address. The event name, location, times, and details will be added to the event that gets added to the calendar channel in your workplace. 

When viewing an event added this way, it will indicate that it originated from a third-party calendar. Except for the descriptions and attachments, the submitted details cannot be edited from within the workplace.

Emailing a recurring event to a calendar channel results in the event not being added. The event creator will receive an email from the digital workplace informing them of the issue.

Add comments to content via email

You can reply to email notifications to add a comment to the content in the notification. The body of the reply email (including images) will be added as a comment. Similarly, attachments that are part of the reply email will be added as attachments to the comment. 

If the notification you want to reply to comes from the email address noreply@{your digital workplace domain}, you cannot send a comment to it via email because emailing is turned off on the content's channel or the notification is a broadcast.

Comments added this way are added as first-level comments; they will not appear as part of a comment thread.