Replying to Email / Text Messages

Use these Keywords to create and reply to tasks over email or text message:

Create and Assign Tasks Using Email

Creating tasks and replying by email to Owl Ops tasks combines the convenience of email with the collaboration and accountability of Owl Ops. A win-win combination.

Using email or SMS to create or reply to tasks will notify (SMS for replies only):

  • The person who created the task
  • The person who is assigned to the task
  • The vendor who is assigned to the task
  • Any person who has asked to be CC’ed or FYI’ed through their user setup

Keywords

By including certain keywords in the response, you can change certain attributes about the task status, type, priority, and due date.

Type

  • #Fix – Change the task type to Fix
  • #Need – Change the task type to Close
  • #Do – Change the task type to Do
  • #Track – Change the task type to Track

Status

  • #Open – Change the task status to Open
  • #Close – Change the task status to Close
  • #Hold – Change the task status to Hold
  • #Cancel – Change the task status to Cancel

Priority

  • #Low – Change the priority to Low
  • #Med – Change the priority to Medium
  • #High – Change the priority to High

Due Date

  • #due [day] – Example: “#due Mon”, “#due fri”
  • #due [#] – Sets the number of days in the future for the task to be due. Example: “#due 3” (due in 3 days)
  • #due [date] – Example: “#due Aug 15, 2015”, “#due 2015-3-22”

Assigning to People

To assign to a specific person, simply use the “@” symbol before their first name or before the “Email Code” set up on their user profile.

  • Reply Example – “@susan, can you take care of this”
  • New Task Example – “#do @jeff please take care of this customer complaint for restaurant ##4233”

Assigning Department/Store

When creating a new task, you can have that task appear on a particular store/department task list by using a double hashtag “##” and then the store number or “Email Code” set up on the Department setup.

  • New Task Example – “#do @jeff please take care of this customer complaint for restaurant ##4233”
  • New Task Example – “#do ##office @mary please have the T4s ready for distribution by #due Jan 31, 2018”

Email Attachments

Attaching a picture or document to an email will include that picture or document with the task update. This is currently limited to 1 picture (we’re working on this).

Email Signatures / Ending a Message

You can truncate your email signature or other information on in an email by using the following keywords:

  • #end – hashtag keyword
  • eom – “End of Message”
  • zzz – easy to enter key sequence to end the message

Creating a New Task from Email

You can create a new task from email by forwarding the task to app@owlops.com. This is perfect for customer complaints, corporate audits that need follow-up, or any third-party integrations (security system alerts).