This help page is for users in Creator 6. If you are in the older version (Creator 5), click here. Know your Creator version.

To improve email deliverability, we will be following Gmail's updated sender email policy starting from February 1, 2024. This means that Gmail addresses cannot be used as a sender address in the send mail tasks. Learn More

 Availability 

1. Email notifications in portals can only be created in Creator paid plans.
2. Email notifications in portals can be created and managed by the super admin, admins, and developers, while other users can access, view, and edit them with relevant permissions.
   

1. Overview

In Creator, email notifications are used to communicate important information to users. You have two options for configuring the sender's email address:

1. Default Email Address: By default, email notifications will be sent through Zoho Creator's authenticated domains ( notifications@zohocreatorportal.com)
   

Note: Replies from portal users to this email will not be delivered to you. To allow users to reply to your email notifications, you have two options:

1. Use a custom email address for the From and Reply-To fields. Learn more about how to add a custom email address.
   
2. Include contact information within the email content, specifying the email address users should use to reach you. Learn more about customising email notifications here.

1. Custom Email Addresses: You can customize the “From” and “Reply-To” email addresses to personalise the sender identity by selecting a verified email from the dropdown. To add a new custom email address to this list, you need to validate and verify the domain’s DKIM settings under Email Management section. This ensures secure, authenticated email delivery and personalises the sender’s identity.
   

1.1 Email notification templates

Zoho Creator has three different templates, each fulfilling a specific purpose. These templates enhance the efficiency and effectiveness of communication by providing standardized formats for specific scenarios, streamlining user onboarding, password management, and user authorization processes.

1. Invitation template: This email is automatically sent whenever a user is added to the portal or when someone signs up for the portal, providing them with an official invitation to become a portal user. You can use it to serve as a warm welcome, encouraging user engagement and participation.
2. Reset password template: When a user forgets their password and requests to change it on the reset password page, this template comes into play. It provides a simple and secure process for users to reset their password, ensuring the protection of their account.
3. Approval template: The approval template serves as a notification to inform users that they have been granted permission by the administrator to access and utilize the portal.
   
4. Change email address template: This email is sent when an admin updates the email address of a portal user. The message notifies the user of the change and provides a link to log in with the new email address.
   
5. Verify new email address template: This email is used for account verification. A one-time password (OTP) is sent to the user’s email address, which must be entered on the login page. This process ensures secure authentication and uninterrupted access to the portal.
   
6. Notify admin on email change template: This email is automatically sent to the administrator whenever a portal user updates their email address. It keeps the admin informed of the change and allows them to monitor any modifications made to user account details.
   
7. MFA configured template: This email is sent to a portal user upon successfully configuring Multi-Factor Authentication (MFA) for their account. It serves as a confirmation that the additional layer of security has been enabled.
   
8. MFA deleted template: When a portal user removes their Multi-Factor Authentication (MFA) configuration, this email is triggered to notify them of the change. It acts as a security alert to ensure users are aware that the additional layer of protection has been removed from their account.
   
9. Email change by portal user template: This email is sent to verify the portal user's existing email address when they attempt to change it. A one-time password (OTP) is delivered to the current email address, which must be entered to confirm the user's identity before the change is processed.
   

*Please note that the approval template is exclusively utilized for restricted portals, because this type of portal needs its administrators to approve any new user.

1.2 Prerequisites

1.3 See how it works 

1.4 Use cases

1. "From" and "Reply To" email address: Consider that your organization comprises distinct teams, including a support team responsible for sending out emails from the portal, to address new queries. However, when dealing with finance-related matters, it's crucial for the email to originate from the finance department's email address, and subsequent replies should be directed to the finance team.
   
   To accommodate this requirement, the application admin can utilize the customizability of the "From" and "Reply To" email addresses. Despite having support@zylker.com set as their mandatory email, the admin can send emails from finance@zylker.com, ensuring that communication aligns with the appropriate department. This customization enables seamless and accurate correspondence within the organization's various teams.
   
   
2. Suppose you've developed a staffing agency application for your organization, and within this context, different email templates serve specific purposes:
   

1. Invitation template: Use the invitation template to invite your staff members to gain access to the portals associated with your agency. This template facilitates the onboarding process, allowing you to extend invitations seamlessly.
2. Reset Password template: In the event that a user or agency member forgets their password, the reset password template comes into play. It helps provide a secure method for users to reset their passcodes, ensuring the privacy and integrity of their accounts.
3. Approval template: When certain portals within your application are restricted and require authorization, the approval template comes into action. Once you grant access to your members, they receive this template, informing them that they have been approved and are now official members with portal access.
4. Change Email Address Template: An email with this template is triggered when an admin updates a portal user's email address. It notifies the user of the change and provides a secure link to confirm and log in using the new email address, helping ensure a smooth transition and continued access.
5. Verify New Email Address Template: An email with this template is triggered when a portal user attempts to log in directly instead of using the confirmation link. It sends a one-time password (OTP) to the user’s email address, which must be entered on the login page. This process ensures secure verification and continued access to the portal.