Zoho Projects: Send Auto Email Alerts When Issues Are Closed

Zoho Projects: Send Auto Email Alerts When Issues Are Closed

Hello Everyone,

​

In Zoho Projects, you can automatically send an email to external users when an issue is marked as Closed. This removes the need for manual follow-ups and keeps the reporter informed instantly.

 

In this guide, we’ll explain how to set this up using a Web to Issue Form and a Custom Function (Deluge script) that triggers an email when the issue is closed.

​

Use Case  

Imagine an external auditor reports a compliance issue during a project review.

Using the Web to Issue Form, you can collect details like:

  • Auditor’s Email ID

  • Issue Type

  • Project Phase

Once the form is submitted, an issue is automatically created in the Issues section of Zoho Projects.

Your team works on resolving the issue. When the issue status is changed to Closed, an email is automatically sent to the auditor through a custom function.

This ensures the auditor is informed immediately after the issue is resolved.

​
How to Set It Up  
​

1. Create a Web to Issue Form  

Go to the top-right corner → Issue Tracker → Web to Issue Form → Click Add Web to Issue Form.


2. Configure the Form  

  • Enter the form name and details.

  • Choose the fields you want to collect.

  • Generate the form code.

  • Copy and paste the code into your website.

​

3. Issue Gets Created Automatically  

When someone submits the form, a new issue will be created automatically in Zoho Projects.

​

​4. Create a Business Rule  

  • Create a custom status trigger called On Status Update.

Set the rule to run when the issue status changes to closed
This rule will automatically trigger the next step.


5. Create a Custom Function

​
Go to → Developer Space → Custom Functions.

Under the Issues tab, create a new function and add a Deluge script to send the email notification.



Important:
Make sure your portal URL matches your data center. Otherwise, the issue link in the email may not work correctly.

Example logic:

  • Generate the issue URL

  • Use the sendmail task

  • Send the email to the reporter

  • Include the issue title and link in the message


  1. issueURL = "https://projects.zoho.com/portal/" + portalName + "#buginfo/" + projectId + "/" +issueId;
  2. sendmail
  3. [
  4. from : zoho.loginuserid
  5. to : email
  6. subject : "Issue resolved"
  7. message : "Hi "+name+", The issue <b><a href="+issueURL+">"+title+"</a></b> raised by you has been closed."
  8. ]

​

6. Customize the Email  

You can edit:

  • Subject line

  • Email message content




After that:

  • Add and map the required arguments

  • Save the function

  • Enter the Issue ID when prompted

Now, whenever an issue is marked as Closed, the system will automatically send an email to the external reporter.



Final Result  

With this setup, external users receive updates automatically when their reported issue is resolved.

This improves communication, saves time, and keeps everyone informed without manual effort.

For more information, please visit www.pfc-group.com.

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