Email project management

Email project management

Zoho Projects now supports email based project management. Now, you can easily manage your projects with emails. It saves time and gets your work done in just a click. You can add notes for your tasks, associate documents with a task, post comments to forums, attach files in forums, file an issue, add issue comments, attach files for an issue, and so on, all through an email. You can use any of your mail accounts and collaborate with Zoho Projects.

Know your requirements

  1. You need to register your personal or business email address with accounts.zoho.com.
  2. You have to be associated with that project to add tasks, issues, comments, and files via email into the projects.
  3. If you are not associated with the project, still you can manage your project. But, this is possible only if you own the Enterprise edition of Zoho Projects. You must configure the email settings, to forward issues from Zoho Projects to your configured mail address.

Add your project activities via Email

  1. Choose in the upper-right corner.
  2. Select Email Alias in Project Settings section.
  3. Select Project to ensure which project you are going to edit.
  4. Copy the email address provided for different project activities - To Add Status, To Add Issue, To Add Task, To Add Forum and To Upload Document.
  5. Paste the email address in the To address.
  6. Type the content and click Send.
Now, open your email and start adding your project activities in one click.
  1. To add a status - Copy the email address given in the To Add Status section to your To address.
  2. To add a task - Copy the email address given in the To Add Task section to your To address.
  3. To add an Issue - Copy the email address given in the To Add Issue section to your To address.
  4. To add a forum post - Copy the email address given in the To Add Forum section to your To address.
  5. To upload a document - Copy the email address given in the To Upload Document section to your To address.

Add comments for project activities

If you want to add comments to your status, task, issue, and forums, you can do it via your email.

Add comments to task

You can add comments to a task via email.
  1. Click the required task.
  2. Copy the email address mentioned in the 'To add comment(s) to this task mail to'  section in the bottom of the task.
  3. Select Reset address right next to the current email address to change the email address.
  4. Compose a mail and paste this email address in the To address.
  5. Type your content and click Send.
The contents mentioned in the email gets automatically added as comments for this task. 
While adding a task via email: 
  1. In Subject, enter its priority first, followed by the task message. (Note: !- Low priority, !!- Medium priority, !!!- High priority). Your subject should look like this: SYNTAX - Subject: !!Redesign Template for credit cards
  2. 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. [11-29-2019][11-30-2019].
  3. The task will be assigned to users mentioned in the CC.
  4. The files that you attach to the task from your email alias, will be added to the documents section in your task details page. Also, the file size that you attach in the email should not exceed 20 MB.
  5. You can also attach files to the task along with its comments.

Post reply in forums

You can post replies in forums via email.
  1. Select the required project and then click Forums.
  2. Click open a forum topic to post a reply.
  3. Scroll down to the bottom of the page and copy the email address specific to this forum topic.
  4. Select Reset address right next to the email address of the forum to change the email address.
  5. Compose a mail and paste this email address in the To address.
  6. Type your contents, attach files (if needed), and click Send.
The contents mentioned in the email gets automatically posted as comments along with attached files for your forum post. 
While adding a form via email:
  1. In Subject, first select if the forum post is an announcement or a sticky post followed by the forum message.
  2. Syntax for announcement: [announcement] Example: [announcement] Release Note for build 4.0
  3. Syntax for sticky post: [sticky].

Add comments for Issues

  1. Click the required issue in the Issue list view.
  2. Click the Comments tab and copy the issue mail address specific to this issue in the bottom of the issue details page.
  3. Compose a mail and paste this email address in the To address.
  4. Type your contents and click Send.
You can also attach files to the issue along with its comment.

Add comments / Attach files for an event

  1. Select the required project in the Projects and click Calendar.
  2. Click Events, and then click an event to add comments or share documents.
  3. Copy the event email address specific for this event provided in 'To add comment(s) to this Event mail to:'
  4. From your mail account, compose a mail and paste the copied email address in the To address.
  5. Add comments, attach files and then click Send.
The contents added in the email is automatically posted as comments along with the files for your event.

Upload files to a folder

  1. Select the required projects in Projects and click Documents. 
  2. Select a folder to upload the file(s).
  3. Scroll down to the right bottom of the page and click Show Info. Copy the email address to this folder in Send Document via email, for uploading the document.
  4. Compose a mail and paste this email address in the To address.
  5. Attach files and click Send to attach files to the selected folder.
The file size that you upload should not exceed 10MB.

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.

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.

The suffix for the end date is 'd' for days and 'h' for hours. E.g. Redesign template for credit cards [17-12-2019][8d] - This will set the start date as 17-12-2019 with a duration of 8 days. The end date will be calculated based on the start date and duration. Alternatively, you can enter the start and end date in the subject. E.g. Redesign template for credit cards [17-12-2019][27-12-2019].

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