Getting Started Guide

Collaborate with Projects via Email

Zoho Projects now supports email based project management and collaboration. With this you can add notes for your tasks, associate documents with task, post comments to forums, attach files in forums, file a bug, add bug comments attach files for a bug and so on, all through an email.

Privileges: Only users associated with the project will be able to add tasks, bugs, comments, and files via email into the projects. 

However, we have also provided an option to add activities via email even if the user is not associated within the project and this Email settings option is available only in the Enterprise edition of Zoho Projects. You must configure the email settings, to forward bugs from Zoho Projects to your configured mail ID. 

Add status for a project

  1. In Projects, select the required project. And in the project Dashboard, scroll to view the Project Mail Alias on the right side.
    toadd-status
  2. Copy the email address provided in To Add Status.
  3. Compose a mail and paste this email address in the To address.
    status-mail
  4. In Subject, specify your status message.
  5. Click Send to add the status message to the project.

Note:

  • Contents in the mail are added as comments for that status.
  • Attachments in the status mail are added as attachments for that particular status.
status-attachment

Add a task to a project

  1. In Projects, select the required project. And in the project Dashboard, scroll to view the Project Mail Alias on the right side.
    toadd-task
  2. Copy the email address provided in To Add Task.
  3. Compose a mail and paste this email address in the To address.
  4. In Cc, specify the email address of the task owners to assign the tasks.
    • The task is assigned only to the first five email address specified in the Cc. And they must be the users in the selected project. 
  5. In Subject, specify it's priority first, followed by the task message.
  6. Click Send to add the task to the project.
    task-mail
    • !- Low priority
    • !!- Medium priority
    • !!!- High priority

Note:

  • Contents in the mail are added as comments.
  • You can also add the start date and end date for tasks in the subject. The first square bracket contains the start date and the second square bracket contains the end date. [11-29-2013][8h]
task-dateformat

Supported Date Formats

Zoho Projects supports many date formats such as Today, Tomorrow, Yesterday, Monday, Tuesday, Next Thursday, Next Friday and so on. The supported Start Date and End Date formats are listed below:

Start Date formats:
Date must be in 'mm-dd-yyyy' format or in any one of the following strings:
Today, Tomorrow, Yesterday, Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, Sunday, Next day, Next week, Next month, Next year, Next Monday, Next Tuesday, Next Wednesday, Next Thursday, Next Friday, Next Saturday, Next Sunday.

task-startdate

End Date formats:
Date must be in 'mm-dd-yyyy' format or in any one of the following strings:
Today, Tomorrow, Yesterday, Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, Sunday, Next day, Next week, Next month, Next year, Next Monday, Next Tuesday, Next Wednesday, Next Thursday, Next Friday, Next Saturday, Next Sunday.

task-enddate

The suffix for the end date is 'd' for days and 'h' for hours.

Add a bug to a project

  1. In Projects, select the required project. And in the project Dashboard, scroll to view the Project Mail Alias on the right side.
    toadd-bug
  2. Copy the email address provided in To Add Bugs.
  3. Compose a mail and paste this email address in the To address.
    bug-mail
  4. In Cc, specify the email address of the bug owner to assign the bugs.
    • The bug is assigned only to the first email address specified in the Cc. And it must be only a user in the selected project.
  5. In Subject, specify your bug message.
  6. Click Send to add the bug to the project.

Note:

  • Contents in the mail are added as description.

Upload a document for a project

  1. In Projects, select the required project. And in the project Dashboard, scroll to view the Project Mail Alias on the right side.
  2. Copy the email address provided in To Upload Document.
    toupload-docs
  3. Compose a mail and paste this email address in the To address.
  4. Click Attach, and select the file (s) to upload.
    upload-mail
  5. Click Send to attach the document (s) to the project.

Add a forum post for a project

  1. In Projects, select the required project. And in the project Dashboard, scroll to view the Project Mail Alias on the right side.
  2. Copy the email address provided in To Add Forum.
    toadd-forum
  3. Compose a mail and paste this email address in the To address.
  4. In Subject, first specify if the forum post is an announcementor a sticky post followed by the forum message.
    • Syntax for announcement : Open square bracket announcement Close square bracket[announcement]
      • Example: [announcement] Release Note for build 4.0
    • Syntax for sticky post : Open square bracket sticky Close square bracket[sticky]
      • Example: [sticky] Release Note for build 4.0
    forum-mail
  5. Click Send to post the forum message to the project.

Note:

  • Contents in the mail are added as content.

Add comments for a task

  1. In Tasks, click the required task to edit.
    Task details
  2. Copy the Task mail address specific for this task .
    Example:b7087gd0Nb29M00I7mk0x670x67c1286700l@zohoprojects.com
  3. Compose a mail and paste this email address in the To address.
  4. Type your contents and click Send.
Add notes for a task

The contents in the email gets automatically added as comments for this task.

Note:

  • If you wish, you can reset the email address using Reset address option next to the email address in the task details page.
  • You can also attach files to the task along with it's comments.
Attach files for a task

The files attached in the email gets automatically associated for the respective task in the Documents tab.

associated-files

Upload files to a folder

  1. In Projects, select the required project and then click Documents.
    Documents Tab
  2. Select a folder to upload the file(s).
  3. Scroll on the right side to the bottom of the page, to copy the email address specific to this folder, for uploading the document.
    Example: Example:b9Qg1hK7787w0x80R0x67020x6712cd671c1@zohoprojects.com
    Upload files to a folder
  4. Compose a mail and paste this email address in the To address.
  5. Attach files and click Send to attach files to the selected folder.

Post a reply in forums

  1. In Projects, select the required project and then click Forums.
  2. Click open a forum topic to post a reply.
    Forum Topic
  3. Scroll to the bottom of the page on the right side of the forum topic, to copy the email address specific to this forum topic.
    Post comments via email
  4. Compose a mail and paste this email address in the To address.
  5. Type your contents, attach files (if needed) and click Send.

The contents in the email gets automatically posted as comments along with attached files for your forum post.


Post reply with files

Note:

  • If you wish to reset the email address you can do so using Reset address option present next to the email address of this forum topic.

Add comments / Attach files for an event

  1. In Projects, select the required project and then click Calendar.
  2. In Events, select an event to add notes and files.
  3. Hover the mouse over the event to enable the Add Comments link and then click.
  4. Copy the event email address specific for this event.
    Example:c87T67d80r8IEB004c700x6G0x6712cd671c1@zohoprojects.com
    Meeting notes via email
  5. Compose a mail and paste this email address in the Toaddress
  6. Add notes, attach files and then click Send.

The contents added in the email is automatically posted as comments along with the files for your event.

Add comments for bugs

  1. In Bugsview, click the required bug to edit.
    Task details
  2. Copy the Bug mail address specific for this bug .
    Example:b7087gd0Nb29M00I7mk0x670x67c1286700l@zohoprojects.com
  3. Compose a mail and paste this email address in the To address.
  4. Type your contents and click Send.
Add notes for a task

The contents in the email gets automatically added as comments for this bug.

Note:

  • If you wish, you can reset the email address using Reset address option next to the email address in the task details page.
  • You can also attach files to the task along with it's comments.
Attach files for a task

The files attached in the email gets automatically associated for the respective task in the Documents tab.

associated-files

 

Top