Administrator driven Email Sharing Permissions

Zoho CRM allows you to configure your email account and have all your customer emails inside your CRM. When those business email conversations are shared among the members of your team, it helps in more insightful communication.

Earlier, the decision of sharing emails was always at the discretion of individual users. As an administrator, you can't control over their sharing to make meaningful collaborations.

Now, with the enhancements made to "Email sharing permissions," we bring flexibility and control to the administrators. They can define what permissions are to be given, with whom the individual emails can be shared, which domains are to be excluded while sharing and so on.

As an administrator, you will see this feature under

Setup>General>Email Settings>Email Sharing

Through Email sharing, you can

(i) Set Email sharing permission:

You can control how each user shares the email conversations with the team (Private, Public, Custom sharing). If the user had already set the sharing permissions you got the ability to view and change the permission. You can also let the users decide their email sharing permissions by opting to choose "User's choice".

This will give the team the history of conversations with the client, so that there is no repetition and help new hires speed up.

(ii) Decide with whom the emails are shared.

Earlier, email conversations were either not shared at all or shared with the entire team. With the new enhancements, you can now share the emails based on specific users/roles, thus avoid sharing them with everyone in the team.

As there is a possibility of superiors being left out during sharing, the emails of users are made accessible to all their superiors by default.

You can also,

Exclude domains

Though the individual users decide upon the domains that are to be excluded, the admin of the organization can still see if the users have excluded any domains, and also view the domains excluded by each individual users. When the admin excludes a domain, then that particular domain gets excluded for all users of the organization by default.

Ease the configuration for subordinates

With the enhancements made, once the server details for custom domains are filled by the admins, they get inherited and auto-populated for all the individual users of the organization. With this, all users of the organization needn't be aware of the server details. All that the users will have to do to set up their integration is fill in their email address and password.