Configurations and Notifications

You can configure parameters like email settings, notifications and client permissions to track issues and set access privileges.

Notifications

Notification pattern allows you to notify the respective project users about the details of the issue. You can notify the assignee, reporter or selected resources in the project. You can set the default notification pattern for issues.

You can enable notification emails when an issue is created, assigned, closed, reopened, etc.

  1. Navigate to Issue Settings and click Notification
    • You can enable or disable the notifications. Configured notifications are highlighted in green.
    • Also, click on the notifications to expand or collapse them. 
  2. Choose or create an email template for your emails.
  3. Select the required option under Notify to. You can notify an Assignee, Reporter, Project Owner, and Followers.
  4. Select email recipients.
  5. Click Save to send the notification mail.

With Email Template, you can customize the notification mails to be sent. Learn More about Email Templates.

Notification Helper

If you want to check whether you will get notifications when new changes are triggered in the issue event, then you definitely need a notification search tool to filter your needs. Notification helper will help check if the user will receive email notifications on issue events or not.

Available: Premium and Enterprise plans.

Access privileges: Portal Owner, Admin, Manager, and User.

This new feature can help the Portal Owner, Admin, and Manager to enable notifications for users in the portal, and check whether the particular user will be notified or not for the relevant issue event. Whereas, the Users in the portal can check whether they will receive an email notification for the issue event.

Notification Helper for Portal Owner, Admin, and Manager

If you want to know, whether a particular user or client in your portal will receive issue event notification just use the Notification Helper. To do this follow the steps mentioned below:

  1. Navigate toIssue Settings.
  2. Click .in the upper-right corner.
  3. Select Notification Helper to search for the particular user or client in your portal.
  4. Select the User, Issue, and Notification Event.
  5. Click Submit to check whether the user will get notifications when the specific issue event is triggered.

Note:

Portal users can access the Notification Helper from the Issues Edit page.

  • Select the issue and click in the upper-right corner and select Notification Helper.

Note:

  • Only Portal Owner, Admin, and Manager can assign users to receive event notifications
  • Notifications will not be sent for changes made by the user itself.

Configurations

You can set permissions, configure issue prefix and set up an email ID to receive issue related emails.

Issue prefix

You can add a common prefix for the issues reported from a project. You may be working on multiple projects and it's confusing when you do not know to which project an issue belongs to. Adding a prefix to the issues reported from every project makes categorizing much easier.

Client permissions

Configure your client permissions and privileges. You can set the default client permissions to view the issues for the selected project. And you can collaborate with your clients and work on the issues.

In Client Permissions, select the required permissions for the selected project.

Note:

  • Issues can be assigned to client users only when Assign external Issues to client users is selected.

Email settings for issues

Configure email settings, to forward issues to Zoho Projects from your configured mail ID. Email settings allow you to configure an email account as a POP account. In addition, add "@pop.zohoprojects.com" ID as a forwarding address in your email account.

Configure your preferred email to forward issues

  1. Enter your custom email ID in Issue Email ID to forward the issues.
  2. Click Update to save the email settings. And it will automatically generate your Zoho Projects POP ID to configure in your custom email account.

Sync Zoho Projects pop account and your custom email settings

  1. In your custom email, select the settings icon.
  2. In the field that is used to forward emails, specify the generated Zoho Projects pop account ID (@pop.zohoprojects.com).
  3. A verification code will be filed as an issue in your Zoho Projects account. 
  4. Copy this code and configure in your custom email account settings to verify and sync your custom email and Zoho Projects pop account.
  5. Click Save.

After this configuration, any mail addressed to your custom email account will be filed as an issue in Zoho Projects.

As a sample, we have configured Gmail and Zoho Projects.

  1. Navigate to Settings in your Gmail account..
  2. Choose the Forwarding and POP/IMAP tab.
  3. Specify the generated Zoho Projects pop account ID under Forwarding.
  4. A verification code will be filed as an issue in your Zoho Projects account.
  5. Copy this code and configure in your custom email account settings to verify and sync your custom email and Zoho Projects pop account.
  6. Click Save.