Organizations are often required to retrieve specific email communication data in response to legal investigations or compliance audits. The Data Subject Requests (DSR) feature in the Zoho Mail Admin Console allows administrators to search for all email interactions associated with a specific email address or all accounts in the organization. The results can later be exported for review.

What is a Data Subject Request in Zoho Mail? 

A Data Subject Request (DSR) is a case created by an administrator to retrieve all email interactions associated with a specific email address or all accounts in the organization. The data subject can be an organization user or an external email address.

Administrators can search across all organization accounts or limit the search to specific user accounts, depending on the scope of the request. The results can be exported as a PDF or HTML file, and can be password-protected for secure handling.

How can administrators use Data Subject Requests effectively? 

Retrieve email data for legal or compliance needs: Create a DSR case to fetch all email interactions associated with a specific address, whether it belongs to an organization user or an external contact.

Control the search scope: Choose to search across all organization user accounts or limit the search to specific accounts, depending on the nature of the request.

Identify duplicate emails: Enable the Add duplication identifiers option when the data subject email address is a group address. This exports the results as a CSV file with a Unique Message ID field, making it easier to identify repeated emails.

Notify relevant administrators: Add the names of administrators who need to be informed of the DSR. They will receive an email with a link to the exported file once the case is processed.

Re-run a closed case: If a DSR needs to be repeated, use the Recreate this case option to run the search again and notify the relevant admins with updated results.

Steps to create a Data Subject Request 

1. Log in to the Zoho Mail Admin Console.

2. Navigate to Security & Compliance and select Data Subject Requests.

3. Click Create a new DSR or the + Add button.

4. Enter a name for the DSR case.

5. In the Data Subject Email Address field, enter the email address to be searched.

6. Set the Search Scope to all organization user accounts or specific user accounts.

7. Add the administrators to be notified under Select users to notify.

8. Check Add duplication identifiers if the data subject email address is a group address.

9. Choose Export as HTML or Export as PDF, and enable password protection if needed.

10. The selected administrators will receive an email with a link to download the exported file.

Note:

• DSR cases are listed for 60 days from the date of creation.

• The Recreate this case option is available only for DSRs with a status of Closed.

• If Add duplication identifiers is enabled, the export will be in CSV format only.
  

• Once a DSR status is marked as Success, you can download the report or close the case.