📧 Email Notifications

You will receive email notifications when other users @mention you, assign you to tasks, change the status in tasks to which you are assigned, and when others request approvals.

How do email notifications work?

smenso emails you notification immediately after one of the following events is triggered.

1. Someone @mentions you: Someone mentions you in a task or comment. Mentions in project master data will still send an in-app notification, but no email.
2. Someone assigns you: Someone assigns you to a task.
3. A comment is added: Someone adds a comment to a task you are assigned to, or someone comments on a status report you have created.
4. Someone requests an approval from you: When a workflow with an approval process is used and a status change is requested. The requester also receives an email notification when the release has been granted.

Replies to notification emails

You can reply to email notifications from smenso directly from your email client — your reply is automatically posted as a comment on the corresponding task. No switching to the web app, no loss of context.

How it works

1. Reply to a smenso notification directly from your email client.
2. Write your reply — either as plain text or with images as attachments.
3. Send the email as usual.

Your reply lands as a Comment on the corresponding task. In the task details, the entry appears with your name like any other comment, regardless of whether you posted it from smenso or via email reply.

What you should know

To make sure replies land safely and in the right context, a few rules apply:

• 7-day reply window: You can reply to a notification for up to 7 days after receiving it. Later replies are no longer processed.
• Maximum of 10 replies per notification: You can reply up to 10 times to the same email thread. If the discussion stays active afterwards, you'll receive new notification emails as soon as someone comments again — and you can reply to those.
• Active workspace access required: You must be an active member of the workspace the notification comes from. Deactivated accounts cannot reply by email.

Attaching images

Images you attach to your reply are embedded directly in the comment, however they are always placed at the end of your comment.

• Allowed formats: all common image formats (e.g. PNG, JPEG, GIF)
• Maximum size per image: 1 MB
• Maximum number per email: 3 images
• Other attachments (e.g. PDFs, Office documents) are not transferred.

When a reply doesn't go through

In the following cases your reply will not be processed:

• Reply window exceeded or maximum number of replies reached
• Empty reply without text and without images
• smenso account deactivated in the workspace in question

If a reply matters and you receive an error response: open the task in smenso directly and post the comment there.