Email Storage for Zoho CRM | Public Early Access 2023

Hello All,

Looking back at our journey, we've consistently focused on enhancing email features, and email storage has always been a crucial aspect. However, its consumption is not uniform, leading to challenges for admins and managers in effectively managing it, given the absence of clear rules on utilizing and procuring additional email storage in Zoho CRM.

To enhance the experience for everyone, we are introducing a new approach to storage management. This change is designed to ensure equitable distribution, provide admins with the necessary tools, and simplify the process of purchasing additional storage when required.

Our goal is to support organizations and streamline the management of email storage in Zoho CRM. We believe this fresh approach will bring greater clarity and simplicity to how organizations address their email storage needs.

Previously, all emails sent by users from their configured inboxes, as well as those sent from within their Zoho CRM accounts, were stored in our systems without an email storage policy. This meant organizations had an undefined amount of emails they could potentially store. Unfortunately, this was not a scalable system and could potentially lead to performance issues.

To handle storage distribution without compromising on performance and scalability, we've come up with a more well-defined email storage solution that enables admins to track their users' storage consumption as well as their own.

Let's take a look at the feature.

How is email storage calculated?

The maximum amount of email storage Zoho CRM offers is 500 GB per organization or 5 GB per user, whichever is lesser. Administrators can manage emails according to the importance of the emails users send. An administrator may evaluate a user's emails as not particularly important and may request them to be deleted. This frees up more storage space for customers with more dependable emails by deleting less reliable emails. Even if the organization has 5 GB per user, all users' email storage is pooled.

Email storage is calculated based on the amount of email data stored inside Zoho CRM. Since businesses frequently rely upon information contained within emails, Zoho CRM stores both the email content and any attachments within. Given the setup mailbox, we have POP and IMAP mails. POP email content and attachments are saved using local storage, whereas attachments in IMAP emails are not stored locally by default, since IMAP uses an API to fetch files every time they are accessed.

Admin view

Admins can view their own storage capacities via a dashboard and all the list of users in their organization. Apart from that, they can view all users' storage details and thus ensure that the organization's storage is being distributed fairly among users.

Admins can take certain actions to distribute email storage fairly, such as:

Delete user emails sent from Zoho CRM.
Request that users delete emails in their configured mailboxes.
Note: If an admin wishes to delete a user's emails from their mailbox, they can use the Request email deletion button to trigger an email that is sent to that particular user, which asks them to delete emails from their mailbox.
Admins can access the storage details of all the deactivated users. The storage details about the backup emails and deletion of them can be done by the admins.

User view

Users can only view their own storage details and not the details of other users. This view helps them stay within their allocated storage limits.

Users have limited access to email storage details when compared to admins, some of the actions that a user can perform are mentioned below.

Users can view their own email storage details, but they cannot view others/peers storage details.
Users can delete their own emails sent from Zoho CRM or a configured mailbox, but cannot delete their peers' emails.

Components

The admin and user views both have two components: the Storage details component, which displays a consolidated chart view of the storage consumption, and the User usage details component, which contains a list of emails sent from Zoho CRM and mailbox.

Emails sent from Zoho CRM are filtered based on the modules and other parameters, such as sent by, sent from, and so on.

Click on any of the modules to get a view of all the emails sent from that particular module. Here, user can filter emails based on the fields and email factors.

Emails sent from a configured mailbox are filtered based on the folder they belong to, such as Mine, Inbox, Drafts, and so on.

Future plans : Purchasing additional storage

You can purchase additional storage if needed. Please view the pricing details below:

Storage purchases made through Zoho Mail are separate from storage purchases made through Zoho CRM. The user will need to acquire more storage if Zoho Mail runs out of space. Similarly, if Zoho CRM's storage is insufficient, the user must purchase more as well. Email storage is available for all editions, though each edition differs according to the amount of storage offered.

Release details:

The email storage management feature is currently undergoing a phased release, with the intention of a complete rollout to all users worldwide by the end of 2024.

At present, we have activated this feature for users who have recently registered in specific regions, namely CN (China), IN (India), CA (Canada), JP (Japan), and AU (Australia).

For existing organizations, the new feature has been enabled according to the following specifications:

1. CN (China):

Professional Edition
Standard Edition

2. IN (India):

Standard Edition

Additionally, the feature has been made available for all users across all editions in CA (Canada).

Currently, it is exclusively available to users with early access. Please submit your request for early access by filling this form.

Note: Purchase storage will be released in the upcoming phases.

To know more about Email Storage, please access the help document.

That's all for these enhancements. We sincerely hope you find these improvements useful. Watch this space for future announcements.

Thanks!

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