Project Management via Emails in Zoho Projects

Project Management via Emails in Zoho Projects

We write mails to communicate. In Zoho Projects, we can write mails to collaborate. Yes, Zoho Projects supports Email based project management. The mails that you send turn into tasks, bugs, project comments, forum replies, etc. The following are some of the frequently asked questions that might be of some help to you.

What are the pre-requisites to manage my projects through Emails?

  • You need to have a personal / business mail ID that is registered and confirmed with accounts.zoho.com
    • To learn more on how to link your primary Email address with your Zoho account, click here
  • You have to be a user in that specific project
I am not a user of the project ERP Phase IV. But I would like to add a task to the project from my personal mail ID. Is it possible?
No, it is not possible. You have to be a project user in order to add activities in the project.  

I am not a user of the project ERP Phase IV. But unlike the above case, I am able to add bugs to the project from my Email account. How is it possible?
Yes, though you aren't a user in a particular project, you will be able to add bugs if you have subscribed for the Enterprise edition including the BugTracker add-on in Zoho Projects.
The Bug configuration screen will have an Email Settings section if you are in the Enterprise edition. In this section you can set your Bug Email ID through which the bugs can be added through Emails.


What is a Project Email Alias? 
Each project has a unique email alias for the task, document, forums and bugs of the project.

  • The general format of the email alias is   _ @zohoprojects.com 
  • The  Portal Owner Admin,  and   Project Manager  only can change the unique string to suit the project. Say, if the mail address is  myfinance_erp@zohoprojects.com ,  myfinance  is the portal URL and  erp  is the unique project string. 

Where do I find the email alias to which I should send a mail to add activities for a project ?
You can find the recipient mail address for various activities at the project level by following these steps.

What are the other activities that could be triggered through Emails?
You can make changes in tasks, folders, forums, events, and bugs via Emails.

I get the following error mail when I try to add a status for a project. How do I troubleshoot?


Solution:

The possible error cases will be suggested to you in the error mail that you receive when you add a status to the project. Contact your Portal Admin or your Project manager if it is an access issue. Else, register your email account with Zoho as suggested in the error mail and get it verified accordingly.

Hope these questions will help you manage your projects on the go efficiently. You can also ask your queries in this thread by commenting below.

Regards,
Kiruthika

    • Sticky Posts

    • Tip: How to print the Gantt View

      Though we move from the traditional project management system (using papers) to an online project management system, we still prefer to have a printed copy of the activities/tasks that are to be done in the project. This way, we can carry the to-do lists with us for the meetings and refer when we are offline. The print option, available at the right side of the page, allows the users to print the project information across all the modules. However, this option failed to print all the tasks & milestones
    • Project Management via Emails in Zoho Projects

      We write mails to communicate. In Zoho Projects, we can write mails to collaborate. Yes, Zoho Projects supports Email based project management. The mails that you send turn into tasks, bugs, project comments, forum replies, etc. The following are some of the frequently asked questions that might be of some help to you. What are the pre-requisites to manage my projects through Emails? You need to have a personal / business mail ID that is registered and confirmed with accounts.zoho.com To learn more
    • Four types of task dependencies

      "Nothing is particularly hard if you divide it into small jobs."                                                                                                                  - Henry Ford Projects, small or large, are driven by simple work units called tasks. Monitoring standalone tasks might look simple but as the workflow becomes elaborate, tasks may start relying on one another. In project management, this relationship between tasks is termed as "Task Dependencies". Dependency between tasks arise
    • Task and Project numbering

      Zoho Projects now generates a unique number for each project, task, and issue added. The auto-generated ID is a combination of a prefix and a number which is assigned by Zoho Projects. The unique IDs for projects, tasks, and issues will be useful to track, identify, and search easily. You can modify the settings to enable or disable the Project and Task IDs.  Learn more on how to modify Prefix & ID settings for projects and tasks. Issue IDs cannot be disabled, only its prefix can be changed (tasks
    • Task Inline Editing Enhancement

      Hi All, Today, we have made an enhancement in task inline editing. In 4.0, task edit is moved in a single screen in a pop-up. We designed this in-order to make the task edit across the product to be the same. Let it be in Feeds, Tasks & My Tasks tab, Calendar & My Calendar tab, a click on the task title will open the popup and user can edit the values. Customers pointed us the inline editing was very useful to them & how much they miss that in 4.0. Based on the feedback, we have rolled out this enhancement.
    • Recent Topics

    • Trigger Zoho Cliq Channel Workflows for API Messages

      Dear Zoho Cliq Team, I hope this message finds you well. We have noticed that reminders or messages posted to Zoho Cliq channels via the API do not trigger channel-based workflows. This limitation means that any bot configured with a participation handler
    • Webhook Trigger for New Messages in Cliq Channels

      Hello, I would like to request a feature to enable webhook triggers when a new message is added to a Cliq channel. This functionality would allow us to seamlessly send important information from Cliq to other relevant systems. This webhook trigger can
    • Ability to Edit the "Current Job Title" dropdown field

      Current experience/Issue: When a user (candidate) uploads resume to Zoho Recruit candidate portal, some fields are prefilled with the info from the resume/cv correctly. However, we've observed that; 1. the "Current Job Title" dropdown field is usually
    • I'm getting an "Invalid_scope" error, even though I used an access token generated with the correct scope.

      I'm getting an "Invalid_scope" error, even though I used an access token generated with the correct scope. Here’s what I did in Postman: Generated the code to create an access token using the following URL: https://accounts.zoho.eu/oauth/v2/auth?scope=ZohoCampaigns.contact.UPDATE&client_id=<client_id>&response_type=code&access_type=offline&redirect_uri=https://1882-2-26-193-161.ngrok-free.app
    • Problem viewing document imported from google drive.

      Hello, When I add a document via my google drive, it is impossible to preview it. I get the error “Files without extensions cannot be previewed. Download to view this file”. Could you please help me? Also, and this is more of a question: is there a way
    • Linkedin - Recruiter System Connect

      Hi there! Does anyone here know how to connect Zoho Recruit to Linkedin Recruiter via Recruiter System Connect?
    • Adding Bluesky channel

      Hello, Is Bluesky (AT protocol) soon added on Social ? Bluesky is being developped and is now open to anyone (no more invitation) Thank you
    • Problem configuring/customizing sales pipeline steps

      Hello, I have created several sales pipelines with different stages in them. Unfortunately I forgot to properly configure these steps (conversion probability, forecast category). How can I modify and customize all these steps? Thnak you by advance M
    • Clear String field based on the value of other field

      Hello everyone, We would like to be able to clear a string field (delete whatever has been written and make it empty) when another field (picklist) is changed to a specific value. While I can empty other types of fields, I noticed that I can't do this
    • How Can i put a form in Zobot

      Hi,how can i integrate a form which has a multiple options to choose from.the form should be opened or displayed by zobot after it meets a requirement in the conversation. Thanks in advance !
    • workflow for bounced email gets triggered, but email is status = opened

      Hello, I have a workflow that sends me an email if outgoing email are bounced. Now I got some kind of this emails, but the corrosponding contacts have status = open at the email. Why this bounce-workflow is triggered? Reports > Email Reports > Bounce
    • Power of Automation :: Automatically start / pause / stop timer on task status update.

      Hello Everyone, A Custom function is a user-written set of code to achieve a specific requirement. Set the required conditions needed as when to trigger using the Workflow rules (be it Tasks / Project) and associate the custom function to it. Requirement:-
    • Website Access Blocked (from one pc only) when attempting unattended access to any device

      Hello From one of my laptops I cannot access any remote device using unattended access. A Zoho Assist error page didplays 'Website Access Blocked. See attached.
    • Zoho Analytics to Zoho Sheets - automatic update?

      Hi all, If I create a zoho sheet from an Analytics Report or Analytics Data, is there a way for the zoho sheet to automatically update as the Report / Data in analytics updates?
    • Update Zoho Flow on Sprint Work Item Status Change

      Hello, I've contacted Zoho One support but have been unable to help in a timely manner, so I'm asking the community. I want to start using sprints, but I'm having an issue. I need to post updates to Slack when a Work Item has a status change. My understanding
    • Fixed Assets Register

      Thank you Zoho Books for adding fixed assets register. BUT there are certian tweeks that needs to be implemented. I found the following issues and seek improvements. 1) Fixed Asset Register Report in the Report Section has columns which are so much confusing.
    • Link to Desk tickets

      Hello, We are using Analytics to analyze data in Desk. Is there a way to embed a link to a ticket in reports? We'd love to be able to see the drill down data, and click a value in a result row that would launch the Desk Ticket in another window/tab. Thanks
    • Announcing new features in Trident for macOS (v.1.11.0)

      Hello everyone! Trident for macOS (v.1.11.0) is here with interesting features and enhancements to elevate your workplace communication and productivity. Let's take a quick look at them. Export emails. You can now export emails in the .eml file format
    • Simplify your day-to-day sales operations with new List View actions

      Greetings everyone, Here are a few enhancements for quick actions in modular List Views that will make your day-to-day CRM operations much easier. List Views in modules display records in rows and columns based on set criteria, and are useful for presenting
    • Zoho Sign Product updates - H2 2024

      Hello! We have almost come to the end of 2024! Here's a list of features and enhancements that went live in the later half of the year. NOM 151 certification Witness signing Formula, conditional, and custom fields Zoho Sign's extension for Bigin by Zoho
    • Pulling Specific Products from Sales Orders in Books to a CRM Record

      We currently process orders directly through our website (woocommerce) as well as through manual sales orders in zoho books. When an order comes through the website, all of the individual products from that order show up in the CRM record of that customer.
    • Constant Sync Errors 🙄

      I'm constantly getting sync error notifications with no actual resolution. Also... I have folders and files with a (!) on the cloud icon, indicating it's not accessible. This has also led to the complete loss of certain folders. Like... the go missing!
    • Build custom AI solutions with Catalyst’s QuickML capabilities in CRM

      Hello everyone, We’re thrilled to announce an improvement for our Zoho CRM Enterprise users: the ability to create custom AI solutions using Catalyst’s QuickML directly from Zoho CRM. As you may already know, Zia, Zoho CRM’s AI-powered assistant, offers
    • 【Zoho CRM】Webフォームに関するアップデート

      ユーザーの皆さま、こんにちは。コミュニティチームの中野です。 「Zoho CRM アップデート情報」の中からフィルター機能に関するアップデートについて紹介します。 今回、「Webフォーム」機能に以下2点のアップデートがありました。 ダブルオプトイン(2段階の同意確認)後の確認メッセージのカスタマイズ 登録から確認まで一貫したユーザーエクスペリエンスを顧客に提供するために、カスタマイズされた確認メッセージを作成できるようになりました。 ダブルオプトイン認証メールのカスタマイズ 顧客に最初から興味を持ってもらえるよう、パーソナライズされたメールを作成できるようになりました。ユーザーのブランドに合った本文を作成し、パーソナライズすることで、様々な顧客に対応することができます。
    • Converting Time and Time Zones

      Hi Everyone I am trying to convert a time Zone to the local time of the user. I am fetching some data from an API, and it is coming back in this format: 2024-12-09T16:49:23Z This is in UTC/GMTZulu time. I am looking to convert it to the user time. In
    • Tip of the week 34 - 5 ways to maintain your email list

      A proper email list often reflects the reach of an institution. This reach is coveted by all but achieved by some. We often forget about drawbacks and incline towards numbers. Success is often reflected by quality and not quantity. This simple message reverberates in maintaining a hygienic email list. Here are five tips which will help you maintain a proper email list.    Organic email lists   Non-stop competition can make us susceptible to shortcuts like buying and renting lists from third party
    • Whatsapp Limitation Questions

      Good day, I would like to find out about the functionality or possibility of all the below points within the Zoho/WhatsApp integration. Will WhatsApp buttons ever be possible in the future? Will WhatsApp Re-directs to different users be possible based
    • Can not send campaign

      Hi, I'm trying to send a newsletter to my subscribers, but seems is not working - or maybe I did some wrong steps re. upgrades. I'm the admin for this account, no other person is using Zoho for my campaigns and I did not access the platform during last
    • Does Zoho campaign de-duplicate based on mobile for SMS campaigns?

      Hi - We recently sent our first SMS campaign using Zoho Campaign integrated into Burst SMS and got feedback that some of our customers received multiple messages. Upon inspection, this was due to multiple contacts in our list containing the same mobile
    • Multilingual Newsletter

      Hi, Can Zoho campaign give the possibility to create and send a campaign in English and French, giving the possibility to the person receiving it to switch from default language chosen for a campaign? thnaks
    • Top Menu Disappeared from Blog Page

      Hi, Our top menu disappeared at Blog Posts page. However, it's still visible any other page on the website. I attached two screenshots, so it can be understood clearly. How can we bring back top menu? Thanks, K.
    • Add Comment/Notes to Each Action in Zoho Flow for Internal Documentation

      It would be great if Zoho Flow could introduce a field to every action where we can make an internal note about why we are doing something with a specific action. This is especially helpful if more than one person from the organization handles automation
    • Questions about To Do

      1. I created a To Do note on Android and there is a line sorting option in the options drop down menu. But I didn’t find such an option in the PC client. I really need this option. 2. Why is there no search in To Do on the PC client? 3. Why is there no
    • Tip of the week 03 - Sending emails in batches

      Today's marketers not only want their email marketing to be efficient, but also smart. For an email campaign, you may think you have all the essential elements for lead conversion—a big mailing list, an attractive template design, and the most-engaging message content, but after hitting the ‘send’ button, you may not get the expected conversions. Wondering why? Here’s one of the major reasons. Many marketers miss out on sending the email campaign the right way. Did you know that you should not be
    • Sites Speed and Performance Grades

      I noticed that there are no recent inquiries or complaints about load speed or performance issues with Zoho Sites websites. However, I wanted to understand what Zoho has done to ensure that speed remains optimized, images are compressed and lazy loaded,
    • Feature Request - Configurable Payment Icons + Pay Now link in email.

      The PAY NOW buttons (icons) on invoices are really small. It would be great if we could make that a big, colored icon. Better would be to add a button to emails as well. 
    • Survey end date extension

      Hi, Is there any way to extend the end date of my survey? I needed more time in finding respondents that is why I need to extend the end date of my survey. Help. Thanks
    • AI read notes or explanation

      It would be such a great feature to have AI voices be able to read our Notes or Explanation If not having the AI speak the notes at run time, how about a feature where inside of Zoho Show you can have it look at all the notes of all the slides and have
    • Managing Prepaid Hours for Consulting

      We are a consulting firm that bills clients a flat upfront annual fee plus an hourly rate and offer a discount for pre-paying a block of hours. Hours that surpass the pre-paid block are billed monthly at the normal rate. If there are any pre-paid hours remaining at the end of the project they are banked for future use. I'm not seeing a method of doing this in Projects/Books/CRM... thoughts?
    • Email Verification Tool

      Hi there, just came across this tool for Google Sheets https://www.producthunt.com/posts/email-verification-tool-for-google-sheets-2 How would one do to automatically verify/validate email addresses entered on the CRM in a similar way?
    • Next Page