Email Notifications

Email Notifications under Settings lets you take control of the emails sent from your organization. To configure your email preferences and customize email templates:

• Go to Settings in the top right corner of the page.
• Select Email Notifications under Customization.

Let’s take a look at the preferences you can configure from here.

Sender Email Preferences

You can configure the email addresses used in the From field of emails sent from Zoho Procurement. However, these emails may sometimes land in your recipient’s spam folder, causing them to go unnoticed. This usually happens when the email address in the From field belongs to a domain that does not have DKIM (DomainKeys Identified Mail) set up.

What is DKIM?

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

Domain Classification

Zoho Procurement classifies domains into two categories to help you identify which email addresses, if used in the From field of emails, could cause those emails to land in the recipient’s spam folder.

To find out which category your email addresses belong to:

• Go to Settings in the top right corner.
• Select Email Notifications under Customization.
• Click Sender Email Preferences in the left pane.

Unauthenticated Domains

Domains without DKIM records configured are considered unauthenticated. If you use an email address from such a domain as the sender in Zoho Procurement, the email may be flagged as spam. To prevent this, Zoho Procurement automatically replaces the sender’s email address to message-service@sender.zohoprocurement.com when sending emails on your behalf. This ensures your emails have a better chance of reaching the recipient’s inbox instead of being marked as spam.

The address message-service@sender.zohoprocurement.com is used only in the From address of emails sent by Zoho Procurement, not in the Reply address. This means your customers will still see your name in their inbox, and when they reply, the response will be delivered directly to your email address.

To use the email addresses under this category in the From field, you must authenticate their domains.

Authenticated Domains

Email addresses from domains with DKIM records are trusted by Zoho Procurement and can be safely used in the From field of emails. You don’t need to worry about these emails being flagged as spam when sent from Zoho Procurement.

Authenticate Domains

Emails listed under the Unauthenticated Domains section can be authenticated by adding DKIM records for their domains. To do this:

• Go to Settings in the top right corner of the page.
• Select Email Notifications under Customization.
• Click Sender Email Preferences in the Emails pane.
• Click Authenticate Now next to the domain that you want to authenticate. 
• 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 successfully added and validated, your domain will be listed under the Authenticated Domains category. Emails sent from this domain can now be used in the From address without being replaced, and you don’t have to worry about them landing in the spam folder.

Mark Primary Contacts

A primary contact is the email address used for communication between your Zoho Procurement organization and Zoho. You’ll receive important updates about your Zoho Procurement subscription and usage-related emails at this address.

Also, this email address will be used as default in the From address of emails sent from Zoho Procurement, unless you change it manually while sending an email.

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

Add New Sender Email Addresses

You will be able to add new sender email addresses and select them when you send emails from Zoho Procurement. To do this: 

• Go to Settings in the top right corner of the page.
• Select Email Notifications under Customization.
• Click Sender Email Preferences in the Emails pane.
• Click + New Sender in the top right corner.
• Add a Name and an Email.
• Click Save.

Now, a verification email will be sent to the email address that you added. Once the email address has been verified, you will be able to use it in the From field of emails sent from Zoho Procurement. 

Resend Verification Emails

When you add a new sender email address, a verification email will be sent to that email address. However, if the email was not received, you can resend the verification email. Here’s how:

• Go to Settings in the top right corner of the page.
• Select Email Notifications under Customization.
• Click Sender Email Preferences in the Emails pane.
• Click Resend Email next to an email address that has not been verified yet. The verification email will be sent again.

Edit Sender Email Addresses

You can edit your users’ emails in the Sender Email Preferenes page. Here’s how:

• Go to Settings in the top right corner of the page.
• Select Email Notifications under Customization.
• Click Sender Email Preferences in the Emails pane.
• Click the Edit icon next to the email address you want to edit.
• Make the necessary changes and click Save.

Delete Sender Email Addresses

If you dont want users to send emails on behalf of your organization, you can delete their email address from the Sender Email Preferenes page. Here’s how:

• Go to Settings in the top right corner of the page.
• Select Email Notifications under Customization.
• Click Sender Email Preferences in the Emails pane.
• Click the Delete icon next to the email address you want to delete.
• Click Delete to confirm your action.

Email Templates

Email templates in Zoho Procurement let you create unique notification emails that can be sent to your vendors. You can create email templates that reflect your branding and customize the email content accordingly. 

Create Email Templates

To create a new email template

• Go to Settings in the top right corner of the page.
• Select Email Notifications under Customization.
• In the Templates section of the Emails pane, select the entity for which you want to create the email template.
• Click + Newin the top right corner.
• Enter a Template Name and the Subject of the email.
• Add or select email addresses for the From, CC, and BCC fields.
• Customize the email content according to your needs.
• Check Set this to default if you want to use this template as the default one for this entity.
• Click Save.

Customize Email Content

You can personalize the content of email templates to reflect your business and branding better. Here’s how:

• Go to Settings in the top right corner of the page.
• Select Email Notifications under Customization.
• In the Templates section of the Emails pane, select the entity for which you want to customize the email content.
• Click + New in the top right corner if you’re creating a new template.
• If you want to customize the content of an existing email, hover over the required template, click the Dropdown icon, and select Edit.
• Enter the required message in the text box. You can use the options available in the editor toolbar to format the email content.
• To insert an image to the email template, click the Insert Image icon.
  • In the pop-up that appears, select if you want to Upload From Desktop or Add Image URL.
  • If you select Upload From Desktop, you can drag and drop the image or click Upload to add the required image.
  • If you select Add Image URL, add the URL in the text box below Image URL and click Fetch URL. If the URL is valid, the image will be displayed.
  • After you’ve added the image, select the Image Size and Image Position.
  • Provide the image’s Alt Text. This is the content that will be shown if the image does not load.
  • Click Save. The image will be added to the email template.
• To add hyperlinks, click the Create Link icon, enter the URL, and click Add.
• To make your email content dynamic, click Insert Placeholders and choose a placeholder from the list.
• Click Save to apply your changes.

Add Signature to Email Templates

You can add a common signature to the email templates of a entity. Here’s how:

• Go to Settings in the top right corner of the page.
• Select Email Notifications under Customization.
• In the Templates section of the Emails pane, select the entity for which you want to a common signature.
• Click Edit Signature.
• Enter the signature in the text box. You can use the options available in the editor toolbar to format the signature.
• To add hyperlinks, click the Create Link icon, enter the URL, and click OK.
• To add an image, click the Insert Image icon, enter the image source, and click OK.
• You can also add up to five files (each of 5MB) to each email template by clicking Attach File(s).
• To make your signature dynamic, click Insert Placeholders and choose a placeholder from the list.
• Click Save to apply your changes.

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Associate Email Templates With Vendors

Add a personal touch to the notification emails sent to different vendors. In Zoho Procurement, you can send vendor-specific notification emails by assigning email templates for your vendors. Once you have created email templates, here’s how you can associate them with vendors:

• Go to Vendors on the left sidebar.
• Select the vendor for whom you want to associate templates.
• Click the More dropdown in the top right corner and select Associate Templates.
• In the pop-up, select the templates that you want to associate with the vendor.
• Click Save.

Now, these templates will be set as default for this vendor, and will be used for all future emails sent to them. You can change these templates any time.

Clone PDF Templates

Cloning templates simplifies the process of creating a new template, making it quicker and ensuring that all the basic customizations are present in the new template.

To clone email templates:

• Go to Settings in the top right corner of the page.
• Select Email Notifications under Customization.
• In the Templates section of the Emails pane, select the entity for which you want to clone the email content.
• Hover over the email template you want to clone and click the Dropdown icon.
• Select Clone from the dropdown.
• On the following page, make the necessary changes and click Save.

Set an Email Template as Default

If you use an email template regularly for an entity, you can set it as the default template. This email template will be used when sending emails for the entity to your vendors. To set an email template as the default one for an entity:

• Go to Settings in the top right corner of the page.
• Select Email Notifications under Customization.
• In the Templates section of the Emails pane, select the entity for which you want to set a template as the default one.
• Click + New in the top right corner if you’re creating a new template.
• If you want to set an existing template as the default one, hover over the required template, click the Dropdown icon, and select Edit.
• Check Set this to default.
• Click Save. The email template will be set as the default one, and the Default table will be present next to it.

Delete PDF Templates

To delete PDF templates:

• Go to Settings in the top right corner of the page.
• Select Email Notifications under Customization.
• In the Templates section of the Emails pane, select the required entity.
• Hover over the email template you want to delete and click the Dropdown icon.
• Select Delete from the dropdown.
• Click OK to comfirm your action.