InterAct Samples

Clarizen’s patented InterAct email engine lets users trigger virtually any action in Clarizen with a simple email. This collection of sample mailboxes and rules will give you a baseline structure to begin working with InterAct.

Specification: Integration Apps

Categories: IT, Marketing, Professional Services, Project Management

Capabilities: Email Automation

About This App

Clarizen’s unique InterAct email engine lets you create email inboxes that can be customized to trigger virtually any action within Clarizen.

Users (even unregistered non-Clarizen users) can submit issues or requests to InterAct via email or a web form, which will create an issue or request automatically, which can be associated to the relevant project, and also trigger a notification sent to the project manager. The beauty of Interact is that you can configure the business process automation based on your company’s needs, by object type (for ex, issues, requests, projects, etc).

This App features several pre-built examples that highlight different ways to use InterAct:

  • Generic and specific mailboxes.

    Generic mailboxes allow you to email in content either to a general list (for example issues or tasks), whereas specific mailboxes are in the context of a specific object (such as project).

    Generic example: Capture your to-do items quickly by sending an email that will create a non-project task for yourself. In this case, you will send the email to a generic “action-item” email address.

    Specific example: Manage tickets for customer projects. Don’t let issues get lost in the Project Manager’s inbox – give your customer anemail address that any user can send in issues to the project without needing to register as a helpdesk user. In this case, the users will be sending the email to a specific mailbox that is associated to that project.

  • Rules with user input

    This type of rule allows you to include loosely- structured information in the email message itself, which is parsed and stored as structured and reportable information in Clarizen.

    For example, does your customer want to log demand for a project? Have them include the “Portfolio:” or “Project Type:” in the message and Interact will make sure the right kind of project is created, in the right place.

  • Usage of originating mail information

    Emails always come with a bare minimum of structured information such as sender address, mail subject, creation date. Do you need to take project demand from non-Clarizen users across the business and add them as email users to follow the progress of their request? Done.

  • Usage of InterAct actions

    Interact email is only one type of trigger that can drive Clarizen’s leading workflow engine.

    For example, send Interact an email with details of meeting minutes, and you can use workflow to automatically trigger a post and send notification emails to the project team.

    Another example, field engineers with a range of mobile devices need to report time spent at customers. Make it simple for them – email the task address with a subject:start to start a stopwatch and let the PM they’ve arrived on site.

To use these samples:

  • First refer to InterAct help page.
  • Install this App using the ‘Install’ button on this page.
  • Browse to the InterAct Settings page in your Clarizen account. Set the InterAct settings if you haven’t already.
  • Enable the mailboxes you’d like to test.
  • Click ‘Email’ on a rule you’d like to test and send the Email to yourself. Each Email contains a link (the rule name) that opens a template Email message you can use to try the rule.

Notes:

  • Input Work items (Task/Milestone/Projects) are entered as the work item’s ID. For example:

    Project: p-4401

    You may also use the project’s Alias.

  • Input template (for the New Project – with parameters rule) is entered as the template’s name. For example:

    Template: Basic Project with Dependencies

Fields Rules and mailboxes

Custom Fields

Entity Label

User

User’s Action Items project

Generic Mailboxes

ActionItem Mailbox

Rule Name

Description

Run Order

ActionItem

The following rule creates a personal action item (a task in the personal Action Items project) for the sender, where:
1. subject-> new action item’s name.
2. Email body-> note.
3. attachments are saved.
4. resources are assigned, if defined.

1

NewProject Mailbox

Rule Name

Description

Run Order

NewProject – with parameters

This mailbox creates automatically a new project.

1. Template (non mandatory parameter) can be supplied
2. Portfolio Project (non mandatory parameter) can be supplied
3. The new project’s name is the subject of the Email

1

New Project: Simple

This mailbox creates automatically a new project.

1. The new project’s name is the subject of the Email

2

NewTask Mailbox

Rule Name

Description

Run Order

new task

Creates a new task in Clarizen and sends an Email to users specified in the CC field with the body of the original Email.

1

ProjectIssues Mailbox

Rule Name

Description

Run Order

Issues

Adds new issues (up to 5) to a project specified in the subject of the Email.

1

Specific mailboxes

Work Items mailbox

Rule Name

Description

Run Order

Start Timer

Starts a stopwatch.

1

Tasks Mailbox

Rule Name

Description

Run Order

Action Items

Creates action items (sub tasks) on the work item that an E-mail is being sent to.

1