Email Project Management in Zoho Projects | Online Help | Zoho Projects

Email Project Management in Zoho Projects

Email Project Management

Zoho Projects supports email based project management. Users can easily manage their projects with emails. Using the email aliases supported in Zoho Projects, users can add status, tasks, issues, create a forum, upload documents, add tasks to specific task lists, add comments to tasks / issues etc. Users can also upload whole folders or individual files to Zoho Projects.

  1. Click Projects in the left navigation panel and navigate to your project.

  2. Hover over your project and click the Access Project option.

  3. Click  in the top panel beside Open Details.

  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. 
  6. To add tasks to a task list - Copy the email address given in the To add Task via email to this Task list from the task list detail page.

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.

Modify Email Alias

From the dashboard, you can also edit the project information and get the email Alias to add work items from your registered Email address to your Zoho Projects portal.

  1. Click Projects in the left navigation panel and navigate to your project.
  2. Hover over your project and click the Access Project option.

  3. Click Open Details in the top panel beside the Project Title.

  4. Click  in the right panel.
  5. Click   to change the email alias.
  6. Update the email alias and click Save.

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