People Resources

Mail Alerts

With the help of Mail Alerts, get instant alert notifications about the changes made to your organizational account. As Zoho People supports multiple Administrators , any Admin in the organization has the privilege to add/edit/delete/approve/reject a record. Since it is not possible to know who made changes to what, we have made it easier for you to get notified via email instantly.

When an Administrator make changes to a record, an email will be sent to all recipients (who are in the mail alert configuration list) notifying about the changes made. You can also control which and what type of notifications you would want to receive by simply setting up criteria in Workflow.

Configuration of Mail Alert

Mail Alert is a one time configuration process. You just need to configure mail alerts once, in order to get notified automatically every time when a record is created, edited, created/edited, deleted, approved and rejected.

Only Administrators (those who have the 'Admin' role) can configure mail alerts. You can create mail alerts only for the forms that are available in your organizational account.

Create New Mail Alert

Configuring mail alert is very simple! You can configure custom mail alerts and send email notifications to individuals, group of users, managers, role based user groups, and departments. For example, you can configure mail alerts for the 'Employee' form and notify your employees when you add a new record (i.e., when you add a new employee record) so that your employees will be notified that a new employee has joined the organization.

Please follow the steps below to configure a mail alert.

  1. Log in as Admin.
  2. Go to 'Setup' at the top of the page.
  3. Click 'Mail Alerts' under 'Automation'.
  4. Click 'Add Alert' button.
  5. Select the form from the drop down list for which the email alert is to be configured.
  6. Name the Mail Alert.
  7. Configure the email Message template.
  8. Click 'Save'.

You can control which and what type of notifications you would want to receive by simply setting up criteria in Workflow.

Please follow the steps below to configure a Workflow.

  1. Log in as Admin.
  2. Go to 'Setup' at the top of the page.
  3. Click 'Workflow' under 'Automation'.
  4. Click 'Add Workflow' button.
  5. Select the form from the drop down list for which the workflow is to be configured.
  6. Name the Rule.
  7. Select the Status
  8. Add a description.
  9. Select the Rule Trigger.
  10. Set the rule criteria
  11. Choose the mail alert template from 'Action'
  12. Click the 'Folder' icon to list all the mail alert templates that has been configured for the particular form.
  13. To create new template, click the + icon.
  14. Select one or more templates.
  15. Click 'Associate'.
  16. Click 'Save'.

Edit, Enable/Disable & Delete Mail Alert

Edit Mail Alert

  1. Log in as Admin.
  2. Go to 'Setup' at the top of the page.
  3. Click 'Mail Alerts' under 'Automation'.
  4. Click 'Edit'.
  5. Modify the template.
  6. Click 'Save'.

Enable/Disable Mail Alert

  1. Log in as Admin.
  2. Go to 'Setup' at the top of the page.
  3. Click 'Workflow' under 'Automation'.
  4. Select the workflow that you want to enable/disable.
  5. Enable/disable the 'Status' checkbox.
  6. Click 'Save'.

Note:

  • Since the status of the Checklist, Mail Alert and Webhooks are associated with the Workflow, disabling/enabling a workflow process will trigger/deactivate all the processes that are associated with the workflow. However, you have the option to remove only a particualr process, for eg: Mail Alert from the workflow by deleting the actions.

Delete Mail Alert

  1. Log in as Admin.
  2. Go to 'Setup' at the top of the page.
  3. Click 'Mail Alerts' under 'Automation'.
  4. Hover your mouse over the alert that you want to delete.
  5. Click 'Delete' .

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