How to Manage Order and Shipping Communication Inside monday.com

Learn how to manage order and shipping communication by turning emails into tasks, building a structured order management workflow, and keeping all shipping communication organized inside a monday.com orders board using Email to Tasks.

How often do customer orders arrive directly in your inbox?
For many online stores and marketplace sellers, email is still one of the main channels for order requests, shipping questions, and delivery follow-ups.

And just as often, these emails get lost:

buried under other messages
forgotten during busy hours
forwarded between teammates without clear ownership

As a result, orders are delayed, shipping updates are missed, and customers start asking where their package is.

Instead of leaving this message in the inbox, Email to Tasks for monday.com allows you to convert the email into a task with one click – keeping all order-related information in one place. This is the first step toward a reliable order management workflow.

Creating a preset to control where orders are stored

After enabling the Email to Tasks app in Gmail, the first step is to create a preset. To keep everything organized, teams define where incoming order emails should be saved and how they should be structured inside monday.com.

A preset defines:

Which workspace to use
Which board should store new orders
How email data maps to board columns

For example:

Workspace: Main workspace
Board: Orders board
Group: Orders

This ensures that every order-related email lands in the correct location inside your monday.com orders board.

Mapping email data to monday.com fields

Once the preset is created, you can map email information to the specific columns already available on your monday.com board. If your workflow changes, the preset can be easily updated – you can add or remove fields, adjust mappings, and create as many preset variations as needed. This flexibility allows teams to adapt templates to different scenarios and save time by choosing the right preset for each type of email.

Typical field mapping includes:

Item name → Product name from the email subject or body
Status → Set automatically to Order Received
Sender name → Customer name
Sender email → Customer email address
Email link → Direct link back to the original email
Text / Number column → Quantity or order details

This mapping guarantees that key order information is captured consistently, supporting clear shipping communication and internal visibility.

Creating an order item from an email

After selecting the preset, Email to Tasks automatically fills in the fields using the email content.

What happens automatically:

The item name is populated with the product name
The customer’s name and email are added to the board
A link to the original email is saved
The full email content can be added as an update

With one click, a new order item is created – no manual data entry required.

This makes email to tasks monday workflows fast, consistent, and reliable.

If you have any questions, feel free to book a free monday.com consultation with our app specialist – we’ll be happy to help.

Managing shipping communication inside the board

Once the order exists in the board, all further communication becomes structured.

Teams can:

Update order status as it moves through fulfillment
Add shipping updates as comments
Track delivery progress
Keep the full email history attached to the item

Instead of searching through inbox threads, everyone works from the same source of truth inside monday.com.

Why this approach works

By centralizing emails into tasks, teams gain:

Clear visibility into every order
Faster response times
Fewer missed shipping updates
Better collaboration between sales, operations, and support

Most importantly, order and shipping communication becomes predictable and scalable as volume grows.

Final thoughts

Email will always remain a key communication channel for customers. The challenge is not receiving emails – it’s managing them effectively.

With Email to Tasks for monday.com, teams can turn unstructured emails into actionable items, automate data capture, and manage the full order lifecycle inside a single order management workflow.

If your goal is to manage order and shipping communication inside monday.com, this approach gives you clarity, speed, and control – from the first email to final delivery.