Zoho FSM | Email Notification

Email Notification

Email notifications are email alerts that are sent to the intended recipients whenever a workflow rule is triggered. It can be used to save the settings required for sending out alerts associated with a particular action or event. Email notifications will be used along with workflows and email templates to send automated emails.
 
- Permission RequiredManage Automation
- Find out the Edition-specific limits for Email Notifications.

Create Email Notification 

To create an email notification:
  1. Navigate to Setup > Automation > Email Notifications and click Create New.
  2. Enter the following details, then click Save:
    1. A Name for the email notification
    2. Module: The module for which you want to create the email notification
    3. From: Choose a sender email address.
      If there are no sender email addresses, then the email will be sent from noreply@sender.zohofsm.com.
    4. To: Select the recipient email addresses
      The modules whose email addresses can be selected will be listed. The email address of the logged in user (My mail) and other users (Other Mail) will also be listed.
      The limits for the recipient email addresses are 1/email notification in the Free edition and 3/email notifications in the Standard edition.

      If you select the checkbox Send this notification as a Single Mass Email with all recipients displayed, the email will be sent as a single bulk email. When this checkbox is selected, the CC and BCC fields will be displayed.

      CC: The email addresses of the persons who should be copied in the email.
      The limits for the CC email addresses are 1/Email notification in the Free edition and 3/Email notification in the Standard edition.

      BCC: The email addresses of the persons who should be copied in the email but will not be visible to other recipients.
      The limits for the BCC email addresses are 1/Email notification in the Free edition and 3/Email notification in the Standard edition.

    5. A Subject for the email notification
      Click +Insert to add placeholder values. From the dropdown, select a module and a field value you want to use. The placeholders will get replaced with actual values when the email is sent.
    6. Select an Email Template
      The email templates created for the module (selected in step b) will be listed.

Associate with Workflow Rules

You can either associate an existing email notification with the workflow or create a new email notification and associate it to the workflow.
 

Manage Email Notifications 

You can edit or delete the email notifications. If an email notification is associated with a workflow (active or inactive), you cannot delete it. You will have to remove the email notification from the workflow before deleting the email notification.
 

Example 

Notify the contact when a new request is created is for them. To implement this, follow the steps below:
  1. Create an Email Notification that will send an email about the new request created.
  2. Create a workflow rule for triggering the Email Notification when requests are created.

Create Email Notification

  1. Go to Setup > Automation > Email Notifications and click Create New.
  2. Enter the following details, then click Save:
    1. Name: New Request Notification
    2. Module: Requests
    3. From: Select a sender email, if required
    4. To: Email from Contacts
    5. Subject: New Request ${Requests.Request Name} created
    6. Email Template: Select a template for notifying the contact when a new request is created.

Create workflow rule  

  1. Go to Setup > Automation > Workflow Rules and click Create Workflow.
  2. Enter the following details, then click Next:
    1. Module: Requests
    2. Rule Name: Notify Contact About New Request
    3. Description: Notify the customer when a new request is created for them.



  3. Select the rule trigger as Created and click Next.



  4. Select the rule criteria as Only to the Request matching certain conditions and add the condition Source is Webform. Click Next.



  5. Click +Action and select Email Notification.



  6. Select Existing email notification and click Next.



  7. Select the email notification created earlier.



  8. Click Save.



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