Want to know how to email XBert and create tasks automatically? It's easy. XBert's email integration allows you to create a task from an email sent to your custom XBert email address. That task will be there waiting for you the next time you log in, either within an organisation's XBERTS & TASKS dashboard or in your CONNECT portal's TASKS board.
Using tasks in XBert makes managing your bookkeeping or accounting clients, your books, your team, and your workflow a breeze – even on the go!
How do you email XBert and create a task?
If you have a single business subscription, you will find your unique email address under the organisation's Business Settings.
Click on the email address to copy it, or highlight it and copy.
For XBert CONNECT accounts, the email address is in CONNECT Settings. CONNECT users have two options for creating tasks:
1. To create a task that appears in your CONNECT portal, simply send an email using your unique address.
2. To create a task within a Client Console or linked organisation, you'll need to add the client name as a tag. There are instructions on how to use smart tags below.
Creating a task from an email
Forward an email or write a new email and add the copied email address in the 'To' field. Using this method, you can create a task from any email account your using. However, if you use the 'Bcc' or blind carbon copy field, email integration only works from the linked email account you use with XBert.
The email subject becomes the task name, and any text in the email body becomes the task description.
It's a good idea to save the XBert automated task email address as a contact, such as XBert – ACME Pty Ltd, to make it easier next time.
After the next sync of XBert with your accounting data, you will see the task appear on either the organisation's XBERTS & TASKS dashboard or within your CONNECT portal's TASKS dashboard. Now you can assign the task, set a due date or make it a recurring task, add more details or comment.
Using smart tags
If you want, you can include some smart tags. You'll need to include brackets around the tag and the information you want to feed through to your XBert task, e.g. [due: 30/06/2020]
You can use these smart tags:
[client: client name here] To add the task to a client or linked organisation* CONNECT only.
[due: XX/XX/XXXX] To set a due date in day/month/year format
[assign: email@example.com ] To assign a team member (using the email address linked to XBert).
[tags: Process Name] To allocate the task to one of your Processes set up within XBert.
Your common bookkeeping and accounting workflows can be set up as Processes with automatically mapped XBert risk alerts and customised Template Tasks to ensure consistency and efficiencies.
When including smart tags for a task, it's important to follow the format guidelines, e.g. dd/mm/yyyy for dates and use the correct team member emails, client names and Process spelling. When in an email, the smart tags should resemble the image below.
Don't worry if you do make a mistake with tagging, the task will still appear in your XBERTS & TASKS dashboard for single business subscriptions. From there, you can manually allocate it to a Process, set due dates and assign a team member to complete the task.
For CONNECT users, if you do forget to include the client tag, the task will appear in CONNECT Tasks rather than in your Client Console's XBERTS & TASKS board.