Getting Started Guide

Collaborate with Projects via Email

Zoho Projects now includes support for email based project management and collaboration. With this you will be able to add notes for your tasks, associate documents for your 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.

Table of Contents

Add status for a project

To add status for a project:

  1. In HOME section, click Projects.
  2. In Projects list view, select the desired project.
  3. Hover over Users to enable Project Settings and then click Project Settings.
    Project-Settings
  4. Click Project Email & RSS.
  5. Copy the email address provided in To Add Status.
    toadd-status
  6. Compose a mail and paste this email address in the To address.
    status-mail
  7. In Subject, specify your status message.
  8. 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 for a project

To add a task for a project:

  1. In HOME section, click Projects.
  2. In Projects list view, select the desired project.
  3. Hover over Users to enable Project Settings and then click Project Settings.
    Project-Settings
  4. Click Project Email & RSS.
  5. Copy the email address provided in To Add Task.
    toadd-task
  6. Compose a mail and paste this email address in the To address.
  7. 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 only the users in the selected project. 
  8. In Subject, specify it's priority first, followed by the task message.
    task-mail
      • !- Low priority
      • !!- Medium priority
      • !!!- High priority
  9. Click Send to add a task to the project.

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 for a project

To add a bug for a project:

  1. In HOME section, click Projects.
  2. In Projects list view, select the desired project.
  3. Hover over Users to enable Project Settings and then click Project Settings.
    Project-Settings
  4. Click Project Email & RSS.
  5. Copy the email address provided in To Add Bug.
    toadd-bug
  6. Compose a mail and paste this email address in the To address.
    bug-mail
  7. 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.
  8. In Subject, specify your bug message.
  9. Click Send to add a bug to the project.

Note:

  • Contents in the mail are added as description.

Upload a document for a project

To upload a document for a project:

  1. In HOME section, click Projects.
  2. In Projects list view, select the desired project.
  3. Hover over Users to enable Project Settings and then click Project Settings.
    Project-Settings
  4. Click Project Email & RSS.
  5. Copy the email address provided in To Upload Document.
    toupload-docs
  6. Compose a mail and paste this email address in the To address.
  7. Click Attach, and select the file to upload.
    upload-mail
  8. Click Send to attach the document to the project.

Add a forum post for a project

To add a forum post for a project:

  1. In HOME section, click Projects.
  2. In Projects list view, select the desired project.
  3. Hover over Users to enable Project Settings and then click Project Settings.
    Project-Settings
  4. Click Project Email & RSS.
  5. Copy the email address provided in To Add Forum.
    toadd-forum
  6. Compose a mail and paste this email address in the To address.
  7. In Subject, first specify if the forum post is an anouncement or a sticky post followed by the forum message.
    • Syntax for anouncement : 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
  8. Click Send to post the forum message to the project.

Note:

  • Contents in the mail are added as content.

Add comments for a task

To add comments for a task :

  1. Click task name and this displays the task details page.
    Task details
  2. Go to bottom panel of the task details page.
  3. Copy the email address specific for this task .
    Example:b7087gd0Nb29M00I7mk0x670x67c1286700l@zohoprojects.com
    Email Task details
  4. Open your email inbox. Click Compose and paste this email address in TO address.
  5. Type your contents and click Send button.
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.

To attach files for a task :

  • Click task name and this displays the task details page.
  • Go to bottom panel of the task details page.
  • Copy the email address specific for this task .
    Example: b7087gd0Nb29M00I7mk0x670x67c1286700l@zohoprojects.com.
  • Open your email inbox. Click Compose and paste this email address in TO address.
  • Attach your files and click Send button.
Attach files for a task

The files attached in the email gets automatically associated for your task.


Attach files for a task

Upload files to a folder

To upload a file to a folder :

  1. Go to Documents tab and you can find files uploaded to a project workspace.
    Documents Tab
  2. Select a folder to which you need to upload a file.
  3. Go to bottom panel of this folder.
  4. Copy the email address specific for this folder.
    Example:b9Qg1hK7787w0x80R0x67020x6712cd671c1@zohoprojects.com
    Upload files to a folder
  5. Open your email inbox. Click Compose and paste this email address in TO address.
  6. Attach files and click Send button to attach files automatically in the selected folder.

You can also send mail to the portal address of the selected project, available at the bottom of the Right Hand Panel and upload files. The attached files gets automatically uploaded in Documents.

upload-doc-viaemail

Note:

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

Post a reply in forums

To post a reply for a topic :

  1. Click Forums tab and you can find various posts.
  2. Select a topic for which you need to post a reply.
    Forum Topic
  3. Go to bottom panel of the forum topic.
  4. Copy the email address specific for this topic.
    Example:b98c67ecJT8Ix77071x6700kx67a4wd67c1@zohoprojects.com
    Post comments via email
  5. Open your email inbox. Click Compose and paste this email address in TO address.
  6. Type your contents, then attach files (if needed) and click Send button.

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

To add notes / attach files for an event :

  1. Click Events tab.
  2. Select an event for which you need to add notes and files.
  3. Click Add Comments link.
  4. Copy the email address specific for this event.
    Example:c87T67d80r8IEB004c700x6G0x6712cd671c1@zohoprojects.com
    Meeting notes via email
  5. Open your email inbox. Click Compose and paste this email address in TO address.
  6. Type your notes, attach files and click Send button.

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


Notes / files for a meeting

Add comments for bugs

Go to the email notification sent to you while posting a comment for a bug

Add comments for bugs
  1. Click Reply and you can find the following comment.
  2. --- To add comments to this bug comments Reply ABOVE THIS LINE ---
  3. Type in the required comment above this line and click Send.

Your comments in the email gets added for this bug. In addition, you can also attach files for a bug.

Post a bug comment

 

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