Tasks from your email

Hierdie inhoud is nog nie in jou taal beskikbaar nie.

A lot of work is handed out by email. When you connect your mailbox, VirgilTrack reads your work email and finds the tasks in it. Nothing becomes a task until you check it and confirm it on From your email.

Before you start

Connect your mailbox first. See Connect your mailbox.

Until you do, From your email shows “Connect your mailbox first”. Select Connect a mailbox to go to the settings.

What VirgilTrack looks for

VirgilTrack reads the email you send and receive, from the start of your organisation’s financial year and then as new mail arrives. It looks for:

Tasks: work you asked a colleague to do, or work someone asked you to do. Only colleagues who use VirgilTrack can be given tasks. Requests between other people are left out.
Tasks that look finished: a later email in the same conversation shows that a task was done, for example “Done, report attached”.
Work you did, such as “Sent the October report to the CEO”. This is suggested on your work report page, in the week it happened (for the CEO, in that month’s report). Employees see it in a From your email card on their weekly report; managers and the CEO get it as activity prompts. See Suggestions and activity prompts.
Progress notes: progress, decisions, risks, issues and achievements.

New findings usually appear within a few minutes of the email arriving.

Open From your email

Select From your email in the menu on the left. The number beside it shows how many tasks are waiting for you.

The page has up to three numbered parts, in this order: Tasks to confirm, Looks finished (only when there is something in it) and Progress notes. When there is nothing that looks finished, Progress notes is number 2. Email settings, at the top, takes you to your mailbox settings.

Tasks to confirm

Each task found in an email has its own card:

At the top: “Asked of you on …” or “You asked … on …”, the email’s subject and who it went to.
A badge saying how sure VirgilTrack is that this is a real task: Clear, Likely or Unsure. If the conversation shows it was already done, the badge says The email shows it was done.
The email’s text, so you can check. If it’s long, select Show the whole email.
Why it looks like a task, under the fields.

Confirm a task

Check the fields VirgilTrack filled in, and correct them if needed:

Field	What it is
Task	A short instruction. Required.
Details	What exactly is asked.
For	Who will do it. Required. You are marked “(you)”.
Due	When it’s due. If you leave it empty, the task is due at the end of this month.
Priority	High, Medium or Low.
Initiative	Which initiative in your strategic plan the work is for. Required. “(suggested from the email)” means VirgilTrack chose it; check it.

Select Create task.

VirgilTrack confirms it, for example “Created “Send the meter report” for Petrus Amutenya.” The task is created just as if you had delegated it, with “From the email …” added to its details, and you as the person who delegated it. If it’s for someone else, they are told straight away. See What happens next.

If the email doesn’t hand out real work, select Not a task. The card goes away.

Create task stays grey until Task, For and Initiative are filled in. Point at it to see “Fill in what’s marked first”.

Tasks from earlier this year

Tasks that were due before this month (or sent before it, if they have no due date) are listed under “Earlier this year: say what happened to each, so the record is complete.” For each one, say what happened under What happened?. Until you choose, the button at the bottom of the card stays grey.

It was done: fill in How it was done and check Done on, then select Record as done. The task is saved as finished, as a record. Nobody is notified.
Still to do: choose a New due date, today or later, then select Reschedule. The task is created as Rescheduled, and the person it is for is told.

If the email showed the task was done, It was done is already chosen, and How it was done is filled in from the email.

Looks finished

This part appears when a task already created from your email has since been finished, according to a later email. Each card shows the task, who has it, its due date and “Done on” with the date.

Check How it was done, then select Mark as done to mark the task as done. Nobody is notified, and nothing is added to the task’s conversation.
Select Not yet if the work isn’t really finished. The card goes away and the task stays as it is.

Progress notes

Progress notes are facts about your organisation’s work found in your email. Each note shows its kind, Progress, Decision, Risk, Issue or Achievement, its date, and the initiative or KPI it is about, if any.

Correct the wording if needed, then select Keep. Kept notes are used in council reports and strategy insights.
Select Dismiss if the note is wrong or not useful.

The page shows 50 notes at a time. Select Show more to see the next ones.

While the page is open

If VirgilTrack finds more while you are on the page, a banner appears, for example “New from your email: 2 tasks and 1 progress note”. Select Show them to add them. What you are typing on a card isn’t lost.

If work you did was found, a note tells you how many pieces of work are waiting on your weekly work report page.

Notifications about your email

You get a notification in VirgilTrack:

Your email has been read, when VirgilTrack has caught up with your email since the start of the financial year, with how much it found.
Work found in your email or New from your email, when new email brings more, for example “From your email: 1 task to confirm and 2 progress notes.”
Reconnect your mailbox, when VirgilTrack can no longer read your mailbox. See Connect your mailbox.

If something goes wrong

What you see	Why	What to do
“Connect your mailbox first”	You haven’t connected a mailbox.	Select Connect a mailbox.
“Nothing waiting. New work in your email appears here within a few minutes.”	There are no tasks waiting, or VirgilTrack is still reading your email.	Check the reading progress in Settings, then Mailboxes. See Follow the reading.
Initiative has no choices.	Your organisation has no approved strategic plan with initiatives.	Ask your CEO. See Strategy and execution.
The person you want isn’t in For.	Only people in your organisation who use VirgilTrack can be chosen.	Invite them first. See Invite team members.
“The task couldn’t be saved”, with a reason	Something went wrong while saving.	Try again.