Zoho Projects Integration

​Zoho Projects Integration

In case you use Zoho Projects to manage your Projects, Zoho Mail lets you view all your tasks in one common place. This integration enables you to view the Project portals that you're a part of and the tasks under the respective portals. You can view this right from your Inbox, from the Tasks App.

You can also create, update or delete the Tasks from the Zoho Projects menu from your Mailbox itself. You can directly associate an email with a Project portal as a Task or raise a Bug in Zoho Projects.

Add Email as Zoho Projects Task/Bug:

You can directly add an email to a Project as Zoho Projects Task/ Bug. When you associate an email with Zoho Projects, the Zoho Projects integration is automatically enabled. It can also be enabled from the Integration settings directly.

Steps to add a Task to a Project portal:

  1. Open the email that you want to view.
  2. From the More Actions drop-down, select Add To, and choose Projects as Task/Bug.
  3. Opt for either Task or Bug in the top menu bar 
  4. The subject of the email gets added as the Task/Bug title, and the email content gets added as the description.
  5. Select a Project from the options listed, and edit the other preferences as required. 
  6. By default, the attachments that were a part of the original email will also get added. You can remove the attachments which are not required.
  7. Click Save 

The Zoho Projects menu is disabled by default in the Integration Settings. You will still be able to add emails as Tasks to Zoho Project portals and doing so will enable Zoho Projects automatically. On further disabling Zoho Projects manually, Add to Projects as Task/Bug option will not be available.

Emails which have been added as Project Tasks will be earmarked on the left side of the mail in the mail listing. You can click this marking to view the task details from the listing.

Apart from this, in the email reading pane, you can view the details of the associated Project Task/ Bug. In the right corner, the label will indicate whether the email was added as Task or a Bug.

You can view the Tasks you have added from email or added directly in Projects, from the Tasks app, under Zoho Projects section. 

Changing portal for Zoho Projects Integration:

When you add email to Project tasks or enable Zoho Projects Integration, the default portal chosen in Zoho Projects will be associated in Zoho Mail. You can choose any portal from the Project Integration settings. 

  1. Navigate to Settings.
  2. Select the Integration section.
  3. The Zoho Projects option,  should remain turned 'ON' for the Projects Integration to work.
  4. In the drop down below, you can choose the required portal from the portals associated with your Zoho Projects account.
  5. Whenever you add emails to Zoho Projects Tasks, it gets added in the chosen portal. 

Note:

In case you change the portal from the Integration settings, all the prior Tasks associated to the previous portal will not be visible in the emails or in the mail listing. Those tasks can be viewed only if that particular portal is selected as the default portal.

View/Access Zoho Project Tasks from Tasks application:

  1. Log in to www.zoho.com/mail
  2. Click the Tasks icon in the left apps bar.
  3. In the Tasks App, locate the Zoho Projects section under the Tags.
  4. The Project Portals, where you are a part of the Project will be listed there. 
  5. Select any Portal to view the Tasks associated under the Portal. 
  6. You can further filter the tasks based on individual Projects, from the Views option. 
  7. Click the Views option, to select the required Project. 
  8. The tasks under that project get listed on the screen.
  9. Select a particular task to view the details of the Task in the Preview. 
  10. If you make any changes to the Task or the Task Status, the changes will be updated in the Zoho Projects directly.

Add Tasks to Zoho Projects:

You can also directly create a Task, under any project already created in the Zoho Projects.

  1. Log in to www.zoho.com/mail
  2. Click the Tasks icon in the left apps bar.  (or Click here to launch Tasks app in a new tab.)
  3. In the Tasks App, locate the Zoho Projects section under the Tags.
  4. The Project Portals, where you are a part of the Project will be listed there. 
  5. Select any Portal to view the Tasks associated under the Portal. 
  6. You can further filter the tasks based on individual Projects, from the Views option. 
  7. Click the Views option, to select the required Project.
  8. Click 'Create' button on the top of the left menu bar.
  9. Provide a Task title and choose the Task list from the options listed.
  10. Provide the respective details for the  Task to be added. 
  11. Click 'Save' to create the Task under the selected Project. 

Depending on the user preferences set for that portal, you may or may not be able to edit/set the preferences for the respective tasks.

Note:

  • The tasks under Zoho Projects are exclusive only to this menu, and will not be listed under any of the other views.
  • If you are not a part of any Project portal, the Zoho Projects menu will not appear in the left menu pane. 

Troubleshooting

No Project portals

If you are a newly signed up user who is not a part of Zoho Projects, on trying to Add an Email as Task/Bug, you will be notified that there are no Project portals associated with your account. 

Steps to be followed:

  1. Click on the Zoho Projects link given in the pop up error message.
  2. On the Project portals page that follows, enter the desired portal name.
  3. Click on Create Your Portal to add the portal.
  4. Proceed to the Zoho Mail interface and Add Email as Project Task/Bug.

The relevant email will be added as a Task/Bug in the newly created portal.

Default portal

If you have already selected a default portal in Zoho Projects or if you are a part of only one Zoho Project portal, it will be set as your default portal in the Zoho Projects integration. The chosen email will be added as a Task/Bug in that portal.

In case you are a part of multiple Zoho Projects Portals, you will be asked to select one of the portals as your default portal.

Steps to be followed:

  1. Click on the Settings link given in the pop up error message.
  2. Click on the check box next to Enable Zoho Projects Integration option.
  3. Click on the drop down menu next to portal name option.
  4. Choose any one of your Project portals as the default portal.
  5. Proceed to the Zoho Mail interface and Add Email as Project Task/Bug.

The email will be added as Task/Bug to the selected portal.

 

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