Email Notifications

The email notifications allows you to control how your organisation sends emails to customers and vendors. You can manage email templates, sender details, and notification preferences to ensure all communication is clear, and is aligned with your business requirements.

To configure your email preferences and customise your email templates:

• Go to Settings.
• Under Organization Settings, select Email Notifications under Customization.

You can now proceed to configure the email preferences.

Sender Email Preferences

You can configure the email addresses used in the From field of emails sent from Zoho ERP. However, these emails may sometimes land in your recipient’s spam folder, causing them to go unnoticed. This usually happens when the email addresses belongs to a domain that doesn’t have DKIM set up.

DKIM

Domain Keys Identified Mail (DKIM) is used to prevent spam and allows recipient’s email server to verify whether an email was sent and authorised by the owner of that domain.

Domain Classification

Zoho ERP classifies domains into two categories to help you identify which email addresses, if used, could cause those emails land in the recipient’s spam folder. To find which category your email belongs to:

• Go to Settings.
• Under Organization Settings, select Email Notifications under Customization.
• Select Sender Email Preferences in the left pane.

Unauthenticated Domains

Domains without DKIM are considered unauthenticated. If you use an email address from such a domain as the sender in Zoho ERP, email providers might mark those emails as spam.

To avoid this, Zoho ERP automatically replaces the sender’s email address with message-service@sender.zohoerp.com when sending emails on your behalf. This helps improve email delivery and increases the chances that your email reaches the recipient’s inbox instead of the spam folder.

Zoho ERP uses this email only as the From address, and not Reply To address. Customers will still see your organisation’s name, and replies will directly go to your email address. To use your own email address, you must authenticate your domain.

Authenticated Domains

Email addresses from domains with DKIM records are trusted by Zoho ERP and can be safely used in the From field of emails. You need not worry about those emails being flagged as spam when sent from Zoho ERP.

Authenticate Your Domain

Emails listed under Unauthenticated Domains can be authenticated by adding DKIM records. To do this:

• Go to Settings.
• Under Organization Settings, select Email Notifications under Customization.
• Select Sender Email Preferences in the left pane.
• Click Authenticate Now next to the required domain.
• Copy the Host Name and Value for the DKIM record and add it to the DNS settings of your domain name provider.
• Click Validate.

Once your DKIM record is validated, your email domain will be listed under Authenticated Domains.

Sender Email Preferences - Operations

Mark Primary Contacts

The primary contact is the email address Zoho uses to communicate with your Zoho ERP organization. Zoho sends important updates about your subscription and usage to this email address.

Zoho ERP also uses this email address as the default From address when you send emails, unless you change it manually.

To mark an email address as the primary contact, hover over the email address and click Mark as Primary Contact.

Add New Sender Email Addresses

You can add new sender email addresses and select them when you send emails from Zoho ERP. Here’s how:

• Go to Settings.
• Under Organization Settings, select Email Notifications under Customization.
• Select Sender Email Preferences in the left pane.
• Click + New Sender in the top right corner.
• In the pop-up that appears, enter the sender’s Name and Email.
• Click Save.

A verification email will be sent to the added email address. Once verified, it can be used to send emails from Zoho ERP.

Resend Verification Emails

If the verification email is not received, you can resend the email. Here’s how:

• Go to Settings.
• Under Organization Settings, select Email Notifications under Customization.
• Select Sender Email Preferences in the left pane.
• Click Resend Email next to the email address you want to verify.

The verification email will be sent again.

Edit or Delete Email Addresses

Click the Edit or Delete icon next to the verified email address to perform the respective actions.

Email Relay

Email relay forward your emails to their destination while reducing the chance of them being marked as spam. When you use a custom SMTP server, you can send emails from your own domain or other public domains. This helps email providers recognize your messages as legitimate and improves delivery reliability. Custom SMTP also authenticates the sender and performs spam checks.

Zoho ERP lets you set up email relay using custom SMTP to send emails. To configure one:

• Go to Settings.
• Under Organization Settings, select Email Notifications under Customization.
• Select Email Relay in the left pane.
• Click + New Server.
• Enter a Server Name.
• Select the Port number.
• Enter the Daily Mail Limit.
• Choose an option under Use Secure Connection.
• Select a preferred Mail Delivery Preference:
  • Choose Domain-based to apply the settings to the entire domain.
  • Choose Email-based to apply the settings to a specific email address.
  • Select your domain from the Domain in this Server field.
  • If authentication is required, select Yes and enter the Username and Password. If not, select No.
  • Click Save.

Email Insights

 Email is a common way to communicate with customers, but it can be difficult to know whether they have opened your messages. Email Insights in Zoho ERP helps you track notification emails sent to customers. It shows you when a customer opens an email, along with the date and time.

Enable Email Insights

To enable email insights in Zoho ERP:

• Go to Settings.
• Under Organization Settings, select Email Notifications under Customization.
• Select Email Insights in the left pane.
• Enable the toggle next to Track the emails sent to your customers.

Email Insights will be enabled. Whenever you send an email from Zoho ERP, it will be tracked when your customers view them.

Track Status of Transaction Emails

Once you enable email insights, you can track it in two places:

• Transaction List View Page: The icons will be displayed near the transactions that denotes whether you customer has opened and viewed the email.
• Transaction’s Details Page: You can view the status of the email in the Comments & History tab.

How Zoho ERP tracks email activity?

Zoho ERP uses web beacons, an industry-standard method used by email service providers, to track emails sent to customers.

Zoho ERP adds a tiny, one-pixel image to the bottom of HTML emails. When a customer opens the email and allows images to load, this image downloads from Zoho’s server. This download lets Zoho ERP record that the email was opened.

Email Templates

Email templates in Zoho ERP help you create branded, customer-focused notification emails. You can customize the content, apply your branding, and reuse templates when sending emails to customers and vendors.

Create Email Templates

To create an email template:

• Go to Settings.
• Under Organization Settings, select Email Notifications under Customization.
• Select the template you want to create from the Emails pane.
• Click the + New dropdown in the top right corner, and select New Email Template.
• In the pop-up that appears, fill in the required details.
• To insert any placeholders in the email, click the Insert Placeholders dropdown in the top right corner of the text box, and select the required one.
• Click the Image icon at the top of the text box to upload images. In the pop-up that appears, select the required image, or add the image URL.
• If you want to make this template the default one, enable Set this to default.
• Click Save.

The email template will be created.