Email Alerts

Email Alerts in Zoho Procurement are automated email notifications that are sent when specific actions configured in an associated workflow rule are triggered. They ensure that the right stakeholders are informed at the right time.

Create Email Alerts

To associate email alerts with workflow rules, you must first create them. Here’s how you can create email alerts:

Go to Settings in the top right corner of the page.
Click Workflow Actions under Automation.
Click Email Alerts in the Workflow Actions pane.
Click + New Email Alert in the top right corner.
Enter a Name for the alert.
Select the required Module.
Select the required Email Template.
Check Attach {Transaction} PDF next to Attachments to add the transaction’s PDF to the email. For example, Attach Purchase Order PDF.
Select the Email Recipients. You can select users, roles, and associated entities.
Add additional recipients in the Cc and Bcc fields.
Click Save.

Associate Email Alerts to Workflow Rules

The email alerts you create should be associated with workflow rules so that they can triggered automatically when the required conditions are met.

To associate email alerts with workflow rules:

Go to Settings in the top right corner of the page.
Click Workflow Rules under Automation.
Click + New Workflow Rule in the top right corner.
Enter the necessary details.
Under Actions, choose Email Alerts as the Type and select the alert you want to associate with the workflow rule.
Click Save. Now, whenever the criteria is met, the workflow rule will be triggered, which in turn will trigger the email alert.

Edit Email Alerts

If you want to update the details of email alerts, you can edit them. Here’s how:

Go to Settings in the top right corner of the page.
Click Workflow Actions under Automation.
Click Email Alerts in the Workflow Actions pane.
Hover over the email alert you want to edit.
Click the Dropdown icon and select Edit.
Make the necessary changes and click Save.

Filter Email Alerts

You can find email alerts easily by filtering them by the module for which they were created. To filter email alerts:

Go to Settings in the top right corner of the page.
Click Workflow Actions under Automation.
Click Email Alerts in the Workflow Actions pane.
Click the filter next to Module and select the required option. The email alerts created for the selected module will be displayed.

Delete Email Alerts

Warning: Deleting an email alert is permanent and cannot be undone. If the email alert you’re deleting is associated with a workflow rule, the workflow rule will not be executed.

If you no longer require certain email alerts, you can delete them. Here’s how: