Zoho Projects Integration in Details

If you use Zoho Projects to manage your Projects, in Zoho Mail you can view all your tasks across portals under the respective portals. This integration further helps you to directly associate the emails you receive with Project Tasks or create them as Project Bugs for tracking. The Tasks App inside Zoho Mail, gives you a consolidated view of your personal Tasks and Project Tasks under the Unified view section, enabling you to prioritize and plan better.

You can also create, update or delete the Tasks from the Zoho Projects menu from the Tasks App in your mailbox itself.

Add Email as Zoho Projects Task/ Bug

You can directly add an email to a Project as Zoho Projects Task/ Bug. When you associate an email with Zoho Projects, the Zoho Projects integration is automatically enabled. It can also be enabled from the Integration settings directly.

Steps to add a Task to a Project portal

1. Open the email that you want to add as a project.
2. From the More Actions drop-down, select Add To and choose Projects as Task/Bug.
   
3. Opt either to Add Task or Issue from the drop-down.
   
4. Select a Project from the options listed, and edit the other preferences as required.
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5. The subject of the email gets added as the Task/ Bug title, and the email content gets added as the description.
6. By default, the attachments that were a part of the original email will also get added. You can remove the attachments which are not required.
7. Click Done. 

You can view the Tasks you have added from email or added directly in Projects, from the Tasks app, under Zoho Projects section of the Unified view.

Enable Zoho Projects Integration:

When you add email to Project tasks or enable Zoho Projects Integration, the default portal chosen in Zoho Projects will be associated with Zoho Mail. You can choose any default portal from the Project Integration settings. 

1. Login to Zoho Mail
2. Go to Settings ​
3. Navigate to Integrations.
4. Turn ‘ON’ the toggle button next to Zoho Projects.
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5. On enabling Projects Integration, you can select your default portal from the portal name drop-down in the Zoho Projects option.
6. Whenever you add emails to Zoho Projects Tasks, it gets added to the chosen portal.

View/ Access Zoho Project Tasks from the Tasks application

1. Login to Zoho Mail
2. Click the Tasks icon in the left apps bar or Click here to launch the Tasks app in a new tab.
3. In the Tasks App, locate the Unified View section from the left menu.
   
4. The Project Portals, which you are a part of will be listed there.
5. Click on Projects from the top bar to get an exploded view.
   
6. Select any Portal to view the Tasks associated under the Portal.
   
7. You can further filter the tasks based on individual Projects, from the Projects option.
   
8. Click the Projects option, to select the required Project. 
9. The tasks under that project get listed on the screen.
10. Select a particular task to view the details of the Task in the Preview.
    
11. If you make any changes to the Task or the Task Status, the changes will be updated in the Zoho Projects directly.

Add Tasks to Zoho Projects:

You can also directly create a Task, under any project already created in the Zoho Projects.

1. Login to Zoho Mail
2. Click the Tasks icon in the left apps bar or Click here to launch the Tasks app in a new tab.
3. In the Tasks App, locate the Unified View section from the left menu.
   
4. The Project Portals, which you are a part of will be listed there.
5. Click on Projects from the top bar to get an exploded view.
   
6. Select any Portal to view the Tasks associated under the Portal.
   
7. You can further filter the tasks based on individual Projects, from the Projects option. 
   
8. Click the Projects option, to select the required Project. 
9. Click Add Task button on the top menu bar.
   
10. Provide a Task title and choose the Task list from the options listed.
11. Provide the respective details for the Task to be added.
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12. Click Add to create the Task under the selected Project. 

Depending on the user preferences set for that portal, you may or may not be able to edit/ set the preferences for the respective tasks.

Troubleshooting

No Project portals

If you are a newly signed up user who is not a part of Zoho Projects, on trying to Add an Email as Task/ Bug, you will be notified that there are no Project portals associated with your account. 

Steps to be followed to add a portal

1. Click on the Zoho Projects link given in the pop-up error message.
2. On the Project portals page that follows, provide the desired portal name.
3. Click on Create Your Portal to add the portal.
4. Proceed to the Zoho Mail interface and Add Email as Project Task/Bug.

The relevant email will be added as a Task/Bug in the newly created portal.

Default portal

If you have already selected a default portal in Zoho Projects or if you are a part of only one Zoho Project portal, it will be set as your default portal in the Zoho Projects integration. The chosen email will be added as a Task/Bug in that portal.

In case you are a part of multiple Zoho Projects Portals, you will be asked to select one of the portals as your default portal.

Steps to be followed to set the default portal

1. Click on the Settings link given in the pop-up error message.
2. Turn ‘ON’ the toggle button next to Zoho Projects.
3. Click on the drop-down menu next to portal name option.
4. Choose any one of your Project portals as the default portal.
5. Proceed to the Zoho Mail interface and Add Email as Project Task/Bug.

The email will be added as Task/Bug to the selected portal.