Filtering emails by project

All NeetoPlanner emails come from the same address. To help you sort them, every email about a project carries a list ID for that project. Your email app can use it to label, archive or forward the emails of one project.

A list ID looks like this: p-abc2345.spinkart.neetoplanner.com

Here, abc2345 is the project's ID and spinkart is your workspace's subdomain. The project ID is the last part of the project's URL, for example spinkart.neetoplanner.com/projects/abc2345. The project ID does not change when the project is renamed, so filters that use the list ID keep working after a rename.

Emails that have a list ID

Emails about a single project have a list ID. These include comments, mentions, task updates, assignments, reminders, and the email you get when someone adds you to a project. Direct messages and summary emails that cover more than one project don't have a list ID.

Creating a filter in Gmail

1. Open any NeetoPlanner email from the project.

2. Click on the small arrow under the sender's name to show the details.

3. Next to mailing list, click on Filter messages from this mailing list.

4. Choose what Gmail should do with these emails, such as Apply the label, Skip the Inbox, Never send it to Spam or Forward it to.

5. Click on Create filter.

Creating a filter in Gmail by searching

1. In the Gmail search bar, type list: followed by the project's list ID. For example, list:p-abc2345.spinkart.neetoplanner.com.

2. Click on the Show search options icon at the right end of the search bar.

3. Click on Create filter.

4. Choose what Gmail should do with these emails and click on Create filter.

To match the emails of every project in your workspace, search for list:spinkart.neetoplanner.com.

Creating a rule in Outlook

Not every version of Outlook can filter on the list ID. In the Outlook desktop app, follow these steps:

1. Click on Rules and click on New rule.

2. Select the condition with specific words in the message header.

3. Enter the project's list ID, for example p-abc2345.spinkart.neetoplanner.com.

4. Choose an action, such as moving the email to a folder, and save the rule.

If your version of Outlook does not have this condition, filter on the subject instead. When the workspace name prefix is turned on, emails about a project show the project name in place of the workspace name, such as [Website] Update homepage copy. A subject filter uses the project name, so you need to update the rule if the project is renamed. Filters that use the list ID don't need this.

Note: The list ID always uses your NeetoPlanner subdomain, even if your workspace uses a custom domain. If you change your workspace's subdomain, the list IDs change too, so update your filters after the change.