Email Project Management

Email Project Management

Email Project Management
Zoho Projects now supports email based project management. Now, you can easily manage your projects with emails.

  1. Click Projects in the left navigation panel and navigate to your project.
  2. Click Dashboard from the top panel.
  3. Navigate to Details tab and click  in the upper-right corner.
  4. Click Email Alias.

Know your requirements

  1. You need to register your personal or business email address with accounts.zoho.com.
  2. You have to be associated with that project to add tasks, issues, comments, and files via email into the projects.
  3. If you are not associated with the project, still you can manage your project. But, this is possible only if you own the Enterprise edition of Zoho Projects. You must configure the email settings, to forward issues from Zoho Projects to your configured mail address.
Now, open your email and start adding your project activities in one click.
  1. To add a status - Copy the email address given in the To Add Status section to your To address.
  2. To add a task - Copy the email address given in the To Add Task section to your To address.
  3. To add an Issue - Copy the email address given in the To Add Issue section to your To address.
  4. To add a forum post - Copy the email address given in the To Add Forum section to your To address.
  5. To upload a document - Copy the email address given in the To Upload Document section to your To address.

Task

While adding a task via email: 
  1. In Subject, enter its priority first, followed by the task message. (Note: !- Low priority, !!- Medium priority, !!!- High priority). Your subject should look like this: SYNTAX - Subject: !!Redesign Template for credit cards
  2. You can also add the start date and end date for tasks in the subject. The first square bracket contains the start date and the second square bracket contains the end date. [11-29-2019][11-30-2019].
  3. The task will be assigned to users mentioned in the CC.
  4. The files that you attach to the task from your email alias, will be added to the documents section in your task details page. Also, the file size that you attach in the email should not exceed 20 MB.
  5. Open a task to view the details page. Scroll down to the comments tab and copy the email address in 'To add Task Comment via email'. The contents email to this address will be added as task comments.

Forums

While adding a forum via email:
  1. In Subject, first select if the forum post is an announcement or a sticky post followed by the forum message.
  2. Syntax for announcement: [announcement] Example: [announcement] Release Note for build 4.0
  3. Syntax for sticky post: [sticky].

Issue Comments

  1. Click the required issue in the Issue list view.
  2. Click the Comments tab and copy the issue mail address 'To add Issue Comment via email'.
  3. Compose a mail and paste this email address in the To address.
  4. Type your contents and click Send.

Add Comments / Attach Files for an Event

  1. Click Calendar and select the required event.
  2. Copy the event email address specific for this event provided in 'Post a comment via email'
  3. From your mail account, compose a mail and paste the copied email address in the To address.
  4. Add comments, attach files and then click Send.
The contents added in the email is automatically posted as comments along with the files for your event.

Upload Files to a Folder

  1. Select a project in Projects and click Documents. 
  2. Select a folder to upload the file(s).
  3. Scroll down to the right bottom of the page and click Show Info. Copy the email address to this folder in Send Document via email, for uploading the document.
  4. Compose a mail and paste this email address in the To address.
  5. Attach files and click Send to attach files to the selected folder.

Supported Date Formats

Zoho Projects supports many date formats such as Today, Tomorrow, Yesterday, Monday, Tuesday, Next Thursday, Next Friday and so on. The supported Start Date and End Date formats are listed below:

Start Date formats:

Date must be in 'mm-dd-yyyy' format or in any one of the following strings: Today, Tomorrow, Yesterday, Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, Sunday, Next day, Next week, Next month, Next year, Next Monday, Next Tuesday, Next Wednesday, Next Thursday, Next Friday, Next Saturday, Next Sunday.


    • Related Articles

    • Zoho project access

      In Zoho Projects, every project has a project owner, who is the admin for the project. For getting access to a Zoho Project, kindly contact the Project Owner for the specific project and he should be able to provide the appropriate access and ...

    • Enhance access to team members in Zoho Project

      Every Zoho Project, has a project owner; who had admin rights to the project. Project Owner can upgrade/degrade the access rights of project members in the project by following the below steps Open the specified project for which the team member ...

    • SF - Zoho Field mapping and instruction and process

      Please follow the attachment for field mapping details and mandatory instructions to be followed for a new project to be created in Zoho Project. On 05/Apr/2023, Informed Execo team not to miss following process steps, to keep the SFDC-ZohoProject ...

    • Adding/Removing an user to a Project

      Every Zoho Project, has a project owner; who had admin rights to the project. Project Owner can add/remove the users in the project by following the below steps Adding an user: Open the specified project for which the team member needs to be added Go ...

    • Moving timesheet from one task to another in the same project

      This activity can be done from user side itself, by following the below steps: Open the specific timesheet record (one by one, user have to do for the reported timesheet records) Click on the Task Name in the timesheet record page. Then available ...