Email Notifications

The email notifications allows you to control how your organisation sends emails to customers and vendors. You can manage email templates, sender details, and notification preferences to ensure all communication is clear, and is aligned with your business requirements.

To configure your email preferences and customise your email templates:

Go to Settings.
Under Organization Settings, select Email Notifications under Customization.

You can now proceed to configure the email preferences.

Sender Email Preferences

You can configure the email addresses used in the From field of emails sent from Zoho ERP. However, these emails may sometimes land in your recipient’s spam folder, causing them to go unnoticed. This usually happens when the email addresses belongs to a domain that doesn’t have DKIM set up.

DKIM

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

Domain Classification

Zoho ERP classifies domains into two categories to help you identify which email addresses, if used, could cause those emails land in the recipient’s spam folder. To find which category your email belongs to:

Go to Settings.
Under Organization Settings, select Email Notifications under Customization.
Select Sender Email Preferences in the left pane.

Unauthenticated Domains

Domains without DKIM are considered unauthenticated. If you use an email address from such a domain as the sender in Zoho ERP, email providers might mark those emails as spam.

To avoid this, Zoho ERP automatically replaces the sender’s email address with message-service@sender.zohoerp.com when sending emails on your behalf. This helps improve email delivery and increases the chances that your email reaches the recipient’s inbox instead of the spam folder.

Zoho ERP uses this email only as the From address, and not Reply To address. Customers will still see your organisation’s name, and replies will directly go to your email address. To use your own email address, you must authenticate your domain.

Authenticated Domains

Email addresses from domains with DKIM records are trusted by Zoho ERP and can be safely used in the From field of emails. You need not worry about those emails being flagged as spam when sent from Zoho ERP.

Authenticate Your Domain

Emails listed under Unauthenticated Domains can be authenticated by adding DKIM records. To do this:

Go to Settings.
Under Organization Settings, select Email Notifications under Customization.
Select Sender Email Preferences in the left pane.
Click Authenticate Now next to the required domain.
Copy the Host Name and Value for the DKIM record and add it to the DNS settings of your domain name provider.
Click Validate.

Insight: It might take a while for the newly added records to reflect in the DNS server. If your validation fails, wait for a while and try again. Also, continue to use Zoho ERP while these records are being validated.

Note: If you use GoDaddy as your domain provider, the Host Name for the DKIM record will have to be slightly modified. You must remove your domain name from the record before adding it. For example, if the Host Name is 1522406527365._domainkey.patricia.com, you must remove your domain name from it and add 1522406527365._domainkey alone.

Once your DKIM record is validated, your email domain will be listed under Authenticated Domains.

Note: If you’ve enabled Locations, each transaction will be associated with a specific location. Emails of such transactions will be sent to your contacts from the primary contact’s email address of the respective location.

Sender Email Preferences - Operations

Mark Primary Contacts

The primary contact is the email address Zoho uses to communicate with your Zoho ERP organization. Zoho sends important updates about your subscription and usage to this email address.

Zoho ERP also uses this email address as the default From address when you send emails, unless you change it manually.

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

Add New Sender Email Addresses

You can add new sender email addresses and select them when you send emails from Zoho ERP. Here’s how:

Go to Settings.
Under Organization Settings, select Email Notifications under Customization.
Select Sender Email Preferences in the left pane.
Click + New Sender in the top right corner.
In the pop-up that appears, enter the sender’s Name and Email.
Click Save.

A verification email will be sent to the added email address. Once verified, it can be used to send emails from Zoho ERP.

Resend Verification Emails

If the verification email is not received, you can resend the email. Here’s how:

Go to Settings.
Under Organization Settings, select Email Notifications under Customization.
Select Sender Email Preferences in the left pane.
Click Resend Email next to the email address you want to verify.

The verification email will be sent again.

Edit or Delete Email Addresses

Click the Edit or Delete icon next to the verified email address to perform the respective actions.

Email Relay

Email relay forward your emails to their destination while reducing the chance of them being marked as spam. When you use a custom SMTP server, you can send emails from your own domain or other public domains. This helps email providers recognize your messages as legitimate and improves delivery reliability. Custom SMTP also authenticates the sender and performs spam checks.

Zoho ERP lets you set up email relay using custom SMTP to send emails. To configure one:

Go to Settings.
Under Organization Settings, select Email Notifications under Customization.
Select Email Relay in the left pane.
Click + New Server.
Enter a Server Name.
Select the Port number.
Enter the Daily Mail Limit.
Choose an option under Use Secure Connection.
Select a preferred Mail Delivery Preference:
- Choose Domain-based to apply the settings to the entire domain.
- Choose Email-based to apply the settings to a specific email address.
- Select your domain from the Domain in this Server field.
- If authentication is required, select Yes and enter the Username and Password. If not, select No.
- Click Save.

Email Insights

Email is a common way to communicate with customers, but it can be difficult to know whether they have opened your messages. Email Insights in Zoho ERP helps you track notification emails sent to customers. It shows you when a customer opens an email, along with the date and time.

Scenario: Patricia emails an invoice to her customer, John, and asks him to pay it immediately. John later says he did not receive the invoice. Because Patricia has enabled Email Insights, she can see whether John opened the email and check the exact date and time he viewed it. This information helps her decide what to do next.

Enable Email Insights

To enable email insights in Zoho ERP:

Go to Settings.
Under Organization Settings, select Email Notifications under Customization.
Select Email Insights in the left pane.
Enable the toggle next to Track the emails sent to your customers.

Email Insights will be enabled. Whenever you send an email from Zoho ERP, it will be tracked when your customers view them.

Track Status of Transaction Emails

Once you enable email insights, you can track it in two places:

Transaction List View Page: The icons will be displayed near the transactions that denotes whether you customer has opened and viewed the email.
Transaction’s Details Page: You can view the status of the email in the Comments & History tab.

How Zoho ERP tracks email activity?

Zoho ERP uses web beacons, an industry-standard method used by email service providers, to track emails sent to customers.

Zoho ERP adds a tiny, one-pixel image to the bottom of HTML emails. When a customer opens the email and allows images to load, this image downloads from Zoho’s server. This download lets Zoho ERP record that the email was opened.

Warning: If a customer does not allow images to load, Zoho ERP cannot track the email. In such cases, Zoho ERP may show the email as unopened, even if the customer actually opened it.

Email Templates

Email templates in Zoho ERP help you create branded, customer-focused notification emails. You can customize the content, apply your branding, and reuse templates when sending emails to customers and vendors.

Create Email Templates

To create an email template:

Go to Settings.
Under Organization Settings, select Email Notifications under Customization.
Select the template you want to create from the Emails pane.
Click the + New dropdown in the top right corner, and select New Email Template.
In the pop-up that appears, fill in the required details.
To insert any placeholders in the email, click the Insert Placeholders dropdown in the top right corner of the text box, and select the required one.
Click the Image icon at the top of the text box to upload images. In the pop-up that appears, select the required image, or add the image URL.
If you want to make this template the default one, enable Set this to default.
Click Save.

The email template will be created.

Insight: You can also associate the email template with a specific customer or vendor, if required.

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.

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 Email 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.

Prerequisite: You can only clone the default email template on an entity.

To clone an 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 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 Email Templates

To delete an email template:

Note: You cannot delete default 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 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.