Save emails to Airtable with field automation

Airtable is a great productivity tool for businesses and professionals to organise workflows and tasks. However, there isn’t a native way to connect your email inboxes to your Airtable base so you have to manually copy or input tasks or projects that are sent to you from your coworkers or customers. Think about how helpful it would be to integrate emails into your existing Airtable workflows so you can add these emails directly to your Airtable base! TaskRobin can do this for you.

Integrate your email inboxes with Airtable

TaskRobin.io integrates and syncs any email inbox you have to your Airtable bases and tables with a simple forward, CC or BCC. It works with any email provider like Gmail, Outlook, Spark and more.

Add our official Airtable extension to your Airtable base.

Whenever you send, forward, CC or BCC emails to TaskRobin from your registered email inbox, new Airtable items will be created in your Airtable table automatically. This new Airtable item will contain all the important information from your forwarded email including the subject line, attachments, sender, recipients and meta information.

Automatically fill in custom properties

Very often, we have a tasks base in Airtable that contains a multitude of fields for capturing details about the project or task. When you save emails as new Airtable entries via TaskRobin, you can specify which of these custom fields should be automatically filled in for easy sorting and categorisation.

Case 1: Michael is charge of managing all the tasks that your team receives by email in your organisation. With the TaskRobin dashboard, you are able to add an auto fill rule to populate “Michael” in your “Assignee” field whenever new emails arrive.

You may also have multiple types of email tasks that need to be completed. In this case, you can create multiple TaskRobin robot inboxes, all linked to the same Airtable table.

Case 2: In your company, you have 2 types of tasks 1. Contracts and 2. Support Tickets. You will then create 2 separate TaskRobin robot inboxes (note: setting the name of these email addresses is up to you!)

In this case, we selected E.g. task_contract @taskrobin.io and task_support @taskrobin.io

In the respective Airtable connection settings in TaskRobin, you can then specify different rules and values to populate in various fields you have.

For example, in the task_contract TaskRobin inbox connection, I want “task type” property to be filled as “contract”. And in the task_support connection, I want “task type” to be “support ticket”.

With this automation rules in place, you can then create different Airtable views to display contract type tasks and support type tasks in Airtable, making your email workflow management a walk in the park!

Customizable integrations

Sometimes there are too many fields in Airtable and it becomes unmanageable.

Perhaps you don’t really need all the email meta data that TaskRobin captures. Maybe your workflow doesn’t involve the recipients or the subject line of the emails.

In this case, you can easily change or turn off some of the fields that TaskRobin try to create and populate from your email meta data automatically. This can be done from your Airtable extension interface or from your TaskRobin web dashboard.

This will help to reduce the number of fields in your Airtable table and make it a littles less daunting.