Understand email notifications in portal | Zoho Creator Help

Understand Email Notifications in Portals

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

What Does This Page Cover?

On this page, you'll learn about Email notifications in portals and how they can help the portal admins communicate better with portal users.

 Availability 

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

Overview

Email notifications in portals facilitate effective communication between portal administrators and users. They enable the automation of recurring messages, ensuring that users receive timely updates and important information. By automating these messages, administrators can save time and effort while maintaining consistent communication.
Moreover, email notifications guarantee an immediate response to users regarding critical updates, allowing them to stay informed and engaged. Overall, email notifications optimize communication processes, enhance user experience, and promote efficient information dissemination within the portal ecosystem.

Email Notifications in Creator Portals   

In Creator, email notifications serve a variety of purposes, by communicating crucial information. For example, administrators can customize the “From” and “Reply To” email addresses, personalizing the sender’s identity and providing users with a designated address for replies.
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.
*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.

 See How It Works 

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.
In the left pane, click on Portal and choose the required portal. Then, select the Email Notification tab.

 Points to Note

  1. The number of emails you'll be able to send depends on your pricing plan.
    For detailed information, please refer to our pricing page.
  2. You can easily track how many emails, you have sent and you're remaining quota, by navigating to the Billing section.

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