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Notify your team when you get an email reply in Trello
Notify your team when you get an email reply in Trello

How to notify your team when an email is received in Trello

Mark Fowles avatar
Written by Mark Fowles
Updated this week

When a reply is received to an email you've sent, SendBoard adds a comment to the card containing the content of the email. The card does not move back to the inbox list, because that might interfere with your board workflow or other automations.

If you are a member of a card, or you check the box to “watch” a card, you will be notified of any new replies through Trello’s built-in notifications. You’ll see a red ‘bell’ icon on the card, and you’ll see the email reply in your notifications panel.

But, you may want to to add more obvious notifications. You can use Trello Automation to set up whatever type of action/notification works for you and your team. For example, when a new email comes in, set a label on the card or move it to the top of the current list.

Here's what your rule would look like if you wanted to move cards to the top of the inbox lane.

when a comment starting with "📩 [Email]" is posted to a card by @sendboardbot_xyz, move the card to the top of list "Inbox 📥"

Note that you'd need to use the unique bot name for whichever bot is on your Trello board.

If you're new to Trello Automation, you might want to first read through our Introduction article.

How to set up email reply notifications in Trello

In this example, we want to move the Trello card to the top of a certain list when an email is received:

Trello Automation Trigger

The trick here is to trigger the rule to run when a reply is received. Butler is able to identify comments that are inbound emails because they always start with a very specific set of characters. i.e. 📩 [Email]

Outbound emails that you send from Trello will start with the characters ✉️ [Email] (note that the emoji is slightly different)

So your complete rule should look like this:

Trello Automation Action

The second part of the automated rule is a set of actions, i.e. what should happen when the trigger fires.

In this example, we simply want to move the card to the Inbox list.

You can add multiple actions to a rule. So you might also want to add a label to the card or maybe set a due date or checklist item to the card to deal with the reply.

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