Email Alias
While running a business, it's common to have email discussions with your team. Some of them may be completed and require immediate attention. Imagine being able to add these discussions as items or sprints without needing to access your Zoho Sprints team. Wouldn't it save a lot of time? Using Email Alias you can simply carry out these actions in Zoho Sprints by emailing them to certain email addresses.
Available Plans
: Premier and Zoho One
Prerequisite
: Your business email address should be registered with
accounts.zoho.com
Use case
: Luke is running his business on Zoho Sprints. He has a discussion with his fellow colleagues and at the end of it, he wants to add the same as a work item to his Zoho Sprints account right away. So while mailing the crux of the discussion, he adds the same as a work item by including the email link in the 'To' tab of his email provider.
Using Email Alias
-
Go to
Settings
and click
Email Alias
under
Project Settings
.
-
Click the
Copy Link
button next to the action you want to carry out.
-
Open your email provider and paste this link in the
To
section.
-
In the
Subject
, Enter the syntax based on the preferred action to be carried out (refer below for more).
-
Click
Send
.
Note
:
The email address that is used to send these emails for certain actions in a project must be added as a user in that respective project.
Syntax for Email Alias functionalities:
Item Add:
Email Subject: Item name followed by below options
|
Format
|
Syntax
|
Purpose
|
|
#itemtype
|
#item type<type_of_item>
Example: #item type<Story>
|
To set type of item
|
|
#priority
|
#priority<priority_name>
Example: #priority<High>
|
To set priority of item
|
|
#status
|
#staus<status_name>
Example: #status<In Progress>
|
To set status of item
|
|
#defaultfieldname
|
#{defaultFieldName}<field_value>
Example: #estimation points<2>
#start date<11/11/2022>
#end date<25/11/2022>
#duration<2h 5m>
#release<roadmap,marketing>
#epic<design>
|
To set default field values of item. Field names are case-insensitive.
|
|
#customfieldname
|
#{customfieldname}<field_value>
Example:#email<
mailalias@zohocorp.com
>
|
To set custom field values of item. Field names are case-insensitive.
|
|
#sprintid
|
#sprintid<sprint_id>
Example:#sprintid<20000000123456>
|
If email copied from project settings 'add item', then we can refer in which sprint this item has to be added by mentioning sprint-id in subject.
|
|
#sprintnumber
|
#sprintno<sprint_number>
Example:#sprintno<SP17>
|
If email copied from project settings 'add item', then we can refer in which sprint this item has to be added by mentioning sprint number in subject
|
Note
:
-
Users mentioned in the CC of the email will be added as item owners.
-
Attachments in the mail will be added as Item attachments.
- Body of the mail will be added as Item's description
Sprint Add:
Email Subject : Sprint name followed by below options
|
Format
|
Syntax
|
Purpose
|
|
#defaultfieldname
|
#{defaultFieldName}<field_value>
Example: #end date<28/11/2022>
#start date<11/11/2022>
#duration<12d>
|
To set default field values of sprint. Field names are case-insensitive.
|
Note
:
-
Add Sprints users by including their email addresses in CC.
-
Add a description by entering text in the body of the email.
Item/Sprint Comment Add:
|
Format
|
Syntax
|
Purpose
|
|
#itemid
|
#itemid<item_id>
Example:#itemid<20000000123456>
|
If email is copied from the project settings 'add item notes', then we can refer to which item this comment has to be added by mentioning item-id in subject
|
|
#itemnumber
|
#itemno<item_number>
Example:#itemno<I17>
|
If email is copied from the project settings 'add item notes', then we can refer to which item this comment has to be added by mentioning the item number in subject
|
Note:
-
Body of the mail will be added as the respective item/sprint comment
- Attachments from the mail will be added as attachments of that item/sprint comment.
Add Comments via Email
You can add comments directly via email links.
-
Go to the respective item/sprint.
-
Scroll to the comment section and click
Add a comment to this item/sprint via email
.
-
Send the comment directly as an email to that link.
Note
: This action can be carried out only if you're associated to that item/ sprint.
Add Items via Email
You can also add items directly via email links.
Note: This action can be carried out only if you're associated with that sprint.
|
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