Connect email

Each project gets one or more email aliases — an address you forward or copy project mail to. Mail sent to an alias arrives in the project’s Inbox, where it’s classified into the right registers.

The address shape

An alias address looks like this:

<alias>@<workspace>.ddxpmo.com

• <alias> is the part you choose (for example mrt-sg-rctokyo). Use lowercase letters, digits, and hyphens only; it must start and end with a letter or digit, and be at most 64 characters.
• <workspace>.ddxpmo.com is fixed — it’s your workspace’s subdomain of the inbound mail domain. ddx PMO fills this in for you; you only pick the <alias>.

The app shows you the full address once the alias is created — copy it from there.

Note

The address shown on screen is the real one to use. The ddxpmo.com part can differ if your workspace is hosted on another domain, so always copy the address the app gives you rather than typing it by hand.

Set one up

1. Open the project and go to Settings → Connections.
2. Under Email aliases, type the alias you want. The app suggests one based on the project code; you can replace it.
3. Choose Add alias. The full address appears in the list.

If an alias is already taken in your workspace, the app asks you to pick another.

Getting mail in

Once you have an alias, there are two ways to feed it:

• Cc the alias when you send or reply to project mail, so the conversation is captured as it happens.
• Forward existing or incoming mail to the alias.

Either works — ddx PMO looks at both the To and Cc recipients, so an alias in either field routes the message to the project. A message can be sent to the alias and to real people at the same time.

What happens next

Routed mail lands in the project Inbox and is classified into artefacts such as risks, issues, decisions, actions, and stakeholders. From there you review and confirm what was extracted. If a cost or rate limit is hit, mail is held (stored, not dropped) and released later — see Held mail.

Turning an alias off

In the Email aliases list you can:

• Disable an alias to stop routing mail to it without removing it; re-enable it later.
• Delete an alias entirely.

Caution

While an alias is disabled or deleted, mail sent to that address won’t be added to the project. Senders aren’t notified, so let people know before you turn off an address they’re using.

Email is one of several sources — see Connecting your tools for the full list.