Viewing and Actioning on Zoho Projects Smart Mails

Viewing and Actioning on Zoho Projects Smart Mails

In this article, we'll see how the Smart Mail functionality in Trident enables you to access live data from Zoho Projects in order to take data-centric actions through email notifications triggered from Projects.

Viewing Zoho Projects Smart Mail

To view a Projects email notification in the Live Data view:

  1. Click open the email notification.
  2. Switch to the Project Live Data view in the top-right corner of the email detail view.

Understanding Projects Smart Mail Components

The Projects Smart Mail comprises the following seven components: 

  • Task Information: To display key project details. 
  • Description: To add, view, and update the project description. 
  • Conversations: To add, view, edit, and delete comments.
  • Subtasks: To add, view, and edit subtasks.
  • Log Hours: To display the time spent on the project. 
  • Attachments: To add, preview, download, and print attachments.
  • Activity Stream: To display the timeline of the project's activities in chronological order. 

Note: Updating any of these details in Trident will sync the changes in Zoho Projects and also send notifications (including emails, which can be accessed in the Live Data view) concerning the changes to everyone involved in the project. 

Viewing Task Information 

The Task Information section displays key project details such as the project title, owner, assignees, status, and end date. Additionally, it shows the number of comments and attachments associated with the project. 

By clicking open the Task Information drop-down, you'll find additional details that contribute to understanding the project's progress.

Adding or Editing Task Description 

To add a description:

  1. Navigate to the Description section.
  2. Double-click the Add description field to open the rich text editor.
  3. Type the description. 
  4. Click Save.

To edit the description:

  1. Double-click the current description. 
  2. In the rich text editor, make the required changes.
  3. Click Save.

Formatting Options

The following formatting options are available in the rich text editor:

Maximize Text Editor

Bold

Italics

Underline

Strikethrough

Font Family

Font Size

Font Color

Text Highlight

Alignment

List

Remove Formatting

Additionally, the rich text editor also allows you to insert:

Image

Hyperlink

Quote


Table


Horizontal Line


Smiley


Adding a Comment

To comment on a task:

  1. Scroll down to the Conversations section.
  2. Type the comment in the rich text editor.
  3. Click Add Comment.

Editing a Comment

To edit a comment:

  1. Go to the comment you want to edit.
  2. Click the Edit button under the comment.
  3. Make the required changes in the rich text editor. 
  4. Click Update Comment.

Deleting a Comment

To delete a comment:

  1. Go to the comment you want to delete.
  2. Click the Delete button under the comment.
  3. In the Delete Comment alert dialog, click Delete. 

Adding Attachments 

To add an attachment to the project:

  1. Scroll down to the Attachments section.
  2. Click +Add.
  3. Browse for the file you want to attach. 
  4. Hit return or click Open.

Alternatively, you can also drag and drop files to add them as attachments. 

Notes: 

You can preview the attached files (even before downloading) by clicking on them. 

For specific file types like PDF or PNG, you'll have the option to download and print them from the preview window.  

Hiding and Showing Details

According to your convenience, you can choose to hide or show the following sections' details by clicking on the respective titles.

  • Conversations
  • Subtasks
  • Log Hours
  • Attachments
  • Activity Stream