Email templates for issue notifications | Online help | Zoho Projects

Email Templates For Issue Notifications

Communication plays a significant role in project management. Emails have become handy in the business world to communicate effectively. Zoho Projects very well understands this fact and it provides Email Templates to customize the automated emails according to your need. With Email Templates, you can customize the notification mail structure for various events i.e. when an issue is created, updated, deleted etc.,. You can associate the Email templates to any notification event or an SLA.

Feature Availability: Enterprise plan

  Create a New Email Template

  1. Click  in the upper right corner and click Issue Tracker
  2. Select Email Template.
  3. Select a project from the drop-down and click Add Email Template.
  4. In Add Email Template page, specify all the fields.
  5. Name and Subject are mandatory fields. The subject is used as the notification email's subject and the message typed in the editor is used as the mail content respectively.

  6. Click Insert Placeholder to insert placeholders for the issue related key information like Issue Key, Issue Title, Assignee, Escalation Level, etc., 
  7. You can insert placeholders along with your content, whenever necessary, in the Subject field and the mail content text area.
  8. You can either use default fields or custom fields accordingly when you insert placeholders.
  9. Click Save to proceed.

  Associate an Email Template to an Issue Notification

  1. Navigate to  > Issue Tracker > Notifications.
  2. Select a project from the drop-down.
  3. Select a notification criteria and choose one of the existing email templates from the drop-down. Else, click the Create New Email template link to create a new email template for the event. 
  4. Specify the Notify to field with the required values.
    • You can select more than one person to notify. i.e.You can choose Assignee, Reporter, Project Owner, or any of the project users from the Users section, or any of the users from the User Picklists section accordingly.
  5. Click Save to proceed. Learn more about issue notifications.

You can also associate an Email template to an SLA. Learn More

  Edit / Delete an Email template

  1. Navigate to  > Issue Tracker > Email Templates.
  2. Select a project from the drop-down
  3. Hover the mouse over the required Email Template. and click .
  4. Select Edit or Delete.
  5. Update the necessary fields and click Save or confirm to delete. 

  • The mail content of the email template allows 32000 characters.
  • Inline images can be uploaded in the mail content whereas videos cannot be embedded in the Email template. However, you can link your video in the email template.
  • If an associated Email template is deleted, then the default email template will be used for Issue Notifications and SLAs.
  • If a deleted Custom Field's placeholder exists in an email template, it will not be replaced by any default field.
  • Action Performer placeholder represents the user who performs the action. i.e. the person who reports the issue, updates the status of the issue etc.,
  • In SLA's escalation mails, the Action Performer placeholder is replaced by the project owner's name.

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