Automation Series: Notify Admin When User Accepts an Invitation
In Zoho Projects, a portal is an organisational-level workspace where user can manage multiple projects. To join a portal, a user will have to accept the portal invitation. However, it is important for admins to be in the loop when a user accepts the invitation. This automation helps achieve this.
For instance, a construction company managing multiple projects invites subcontractors to the portal as contracts are signed. When a user accepts the invitation, the workflow rule triggers an email alert, notifying the relevant project manager without the need to check the status manually.
To configure this flow,
1. Navigate to the upper-right corner of the page and click 
→ Automation → Workflow Rules → Users Tab.
2. Click New Workflow Rule.
3. Set the rule to trigger when a user Accepts the Invite.
4. Click Add Criteria+ to limit the rule to specific conditions.
5. Click +Add Action and select Associate Email Alert.
6. Select an existing email alert or create a new one.
7. Click Save Rule.
8. Toggle the Workflow Rule Status on to enable it.
For portals created after November 13, 2025, you can find a predefined Workflow Rule named “Notify Portal Owner when a user accepts the invite” under the User Workflow Rules tab. You can use it as is or customise it as needed.
When a user accepts the portal invitation, the associated email alert is triggered and the admins are notified automatically.
If you have any questions, feel free to drop a comment below or reach out to us at support@zohoprojects.com.