Use Email Alias | Zoho Sprints Help

Use email alias

Email Alias provides you with the option to add data to Zoho Sprints via email. This serves a unique purpose of transforming essential email discussions into items, sprints, or comments. Conventionally, to achieve this, you might have to copy data from your email and go to Sprints to create a new item or sprint. This feature eliminates all this rework and helps you to push data from your email into Sprints quickly.
Info
Availability: Premier, Enterprise and Zoho One plan

Example

Let's assume your software development projects are managed on Sprints. Your team receives support queries via email and you have internal discussions about them. If there is a case where the query is a result of an issue, you can add the email to the relevant project in Zoho Sprints as a work item. All you need to do is use the respective email alias to send the data in the email to Spints and add it as a bug.

Notes
Note:
  1. Your business email address should be registered with accounts.zoho.com
  2. Use the predefined syntax to format your data for it to be compatible with Sprints.

Copy and use email alias

To copy and use email alias:
  1. Click the gear icon in the top-right corner to navigate to the Settings page.
  2. Go to Email Alias section under Project Settings.
  3. Select the project to which the data must be sent. The respective alias links are listed for adding sprint, items, and comment.
  4. Hover over the link.

  5. Click the icon to copy the link.
  6. Go to your email provider and paste this link in the To section.
  7. Enter the syntax based on the preferred action to be carried out (refer below for syntax).
  8. Click Send. The email will be sent to Zoho Sprints and the data will be added according to the syntax in the email.
Notes
The email address from which these emails are sent must be a user in the respective Sprints workspace.

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
Notes
  1. Users mentioned in the CC of the email will be added as item owners.
  2. Attachments in the mail will be added as Item attachments.
  3. 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.
 
Notes
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
 
Notes
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

  1. You can add comments directly via email links within Sprints.
  2. Go to the required sprint or item details page.
  3. Go to the Comment section.
  4. Click Add a comment to this item/sprint via email link.
  5. Send the comment in the proper syntax directly as an email to that link.
Notes
You can perform this action only if you're associated with that item/sprint.

Add items via email  

  1. You can also add items directly via email links within Sprints.
  2. Go to the required sprint details page.
  3. Click the Add an item to this sprint via email link.
  4. Send the item in the proper syntax directly as an email to that link.
Notes
You can perform this action only if you're associated with that item/sprint.

To update email alias link:
  1. Click the gear icon in the top-right corner to navigate to the Settings page.
  2. Go to Email Alias section under Project Settings.
  3. Select the project to which the data must be sent. The respective alias links are listed for adding sprint, items, and comment.
  4. Hover over the link.
  5. Click Edit. The update pop-up will appear.
  6. Edit the alias name. The preview of the link will be generated below.
  7. Click the Update button.
Notes
Note: You cannot use special characters in the alias link.