## Zoho Payroll Documentation Index

Access the complete documentation index at:
https://www.zoho.com/in/payroll/llms.txt

Use this file to discover all available documentation pages before proceeding.

# Email Alerts

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Email Alerts in Zoho Payroll are automated email notifications sent when specific actions configured in an associated workflow rule are triggered. They ensure that the right stakeholders are informed at the right time.

**Scenario:** At Zylker Inc, the HR team wants to be notified as soon as a pay run is created so they can review it promptly. By setting up an email alert for pay run creation and associating it with a workflow rule, the HR team receives an automatic email the moment a new pay run is created, eliminating the need for manual follow-ups.

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## Create an Email Alert

To associate email alerts with workflow rules, you must first create them. To create an email alert:

*   Click **Settings** in the left sidebar.
*   Click **Actions** under _Automations_.
*   In the _Workflow Actions_ pane, select **Email Alerts**.
*   Click **\+ New Email Alert** in the top right corner.

![New Email Alert in Zoho Payroll Workflow Actions](/payroll/help/in/settings/automation/workflow-actions/email-alerts/new-email-alert-in-zoho-payroll.png)

*   In the _New Email Alert_ form, fill in the following fields:

Field

Description

**Name**

Enter a name for the email alert.

**Module**

Select the module for which you want to create the email alert.

**From**

Select the sender displayed in the recipient’s mailbox.

**Email Template**

Select an existing email template from the dropdown.

**Email Recipients**

Select the users and roles to be notified.

**Cc**

Enter the email addresses of additional recipients who should receive a copy of the email for visibility.

**Bcc**

Enter the email addresses of recipients who should receive a copy of the email without their addresses being visible to other recipients.

![New Email Alert Popup Actions](/payroll/help/in/settings/automation/workflow-actions/email-alerts/new-email-alert-popup.png)

*   Click **Save**.

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## Associate Email Alerts with Workflow Rules

Associate the email alerts you create with workflow rules to trigger them automatically when the required conditions are met.

To associate email alerts with workflow rules:

*   Click **Settings** in the left sidebar.
*   Click **Workflow Rules** under _Automations_.
*   Click **\+ New Workflow Rule** in the top right corner and enter the necessary details. See [Workflow Rules](/in/payroll/help/employer/settings/automation/workflow-rules.html).
*   Under [Actions](/in/payroll/help/employer/settings/automation/workflow-rules.html#add-actions), choose **Email Alerts** as the _Action Type_ and select the email alert you want to associate with the workflow rule.
*   Click **Save**.

Now, whenever the criteria are met, the workflow rule will be triggered, which in turn will trigger the email alert.

**Note:** You can create a maximum of 5 email alerts for each workflow rule.

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## Edit an Email Alert

If you want to update the details of an email alert, you can edit it. To edit:

*   Click **Settings** in the left sidebar.
*   Click **Actions** under _Automations_.
*   In the _Workflow Actions_ pane, select **Email Alerts**.
*   Hover over the email alert you want to edit, click the dropdown to the right, and select **Edit**.

![Edit Email Alert](/payroll/help/in/settings/automation/workflow-actions/email-alerts/edit-email-alert-in-zoho-payroll.png)

*   Make the necessary changes and click **Save**.

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## Filter Email Alerts

To filter the email alerts list:

*   Click **Settings** in the left sidebar.
*   Click **Actions** under _Automations_.
*   In the _Workflow Actions_ pane, select **Email Alerts**.
*   Under **Module**, select a module from the dropdown for which the email alert has been created.

![Filter Email Alerts](/payroll/help/in/settings/automation/workflow-actions/email-alerts/filter-email-alerts-in-zoho-payroll.png)

Based on your selection, the corresponding email alerts will be displayed as a list.

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## Delete an Email Alert

**Warning:** Deleting an email alert is permanent and cannot be undone. If the email alert is associated with a workflow rule, the workflow rule will not be executed.

To delete an email alert:

*   Click **Settings** in the left sidebar.
*   Click **Actions** under _Automations_.
*   In the _Workflow Actions_ pane, select **Email Alerts**.
*   Hover over the email alert you want to delete and click the **Delete** icon.

![Delete Email Alert](/payroll/help/in/settings/automation/workflow-actions/email-alerts/delete-email-alert-in-zoho-payroll.png)

*   In the pop-up that appears, click **Yes** to confirm.

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## How to Handle Failed Email Alerts

You can configure how Zoho Payroll notifies you when email alerts fail. To set this up:

*   Click **Settings** in the left sidebar.
*   Click **Actions** under _Automations_.
*   In the _Workflow Actions_ pane, select **Email Alerts**.
*   Click **Configure Failure Preferences** in the top right corner.

![Configure Failure Preferences for Email Alers in Zoho Payroll](/payroll/help/in/settings/automation/workflow-actions/email-alerts/configure-failure-preferences-for-email-alerts.png)

Under **Failure Notification**, set the following fields:

*   **Frequency:** How often the digest email is sent. Choose **Hourly**, **Daily**, **Weekly**, or **Monthly**.
    
*   **Time:** The time of day at which the digest email is sent.
    
*   **Email Recipients:** The users who receive the digest email.
    
*   Click **Save**.
    

![Configure Failure Preferences for Email Alers in Zoho Payroll](/payroll/help/in/settings/automation/workflow-actions/email-alerts/configure-failure-preferences-popup.png)

For the full configuration steps covering all action types, see [How to Handle Failed Workflow Actions](/in/payroll/help/employer/settings/automation/workflow-logs.html#how-to-handle-failed-workflow-actions).

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## Related Topics

*   [Workflow Rules](/in/payroll/help/employer/settings/automation/workflow-rules.html)
*   [In-app Notifications](/in/payroll/help/employer/settings/automation/workflow-actions/in-app-notifications.html)
*   [Field Updates](/in/payroll/help/employer/settings/automation/workflow-actions/field-updates.html)
*   [Functions](/in/payroll/help/employer/settings/automation/workflow-actions/functions.html)
*   [Webhooks](/in/payroll/help/employer/settings/automation/workflow-actions/webhooks.html)
*   [Schedules](/in/payroll/help/employer/settings/automation/schedules.html)
*   [Workflow Logs](/in/payroll/help/employer/settings/automation/workflow-logs.html)