New Email Permission Enhancements in Zoho CRM!!!
📧 We're excited to share some big improvements in how you access and share emails in Zoho CRM. 📧
Previously, all emails sent directly from Zoho CRM's servers could be viewed by anyone with record viewing permissions, no matter their role. This wasn't the case for emails sent through IMAP or POP servers, where permissions were already in place. This meant, a regular user could view an admin’s emails if they had access to the shared record, and vice versa.
What's new?
1. Introducing permissions for emails:
Now, you can set permissions for emails sent from Zoho CRM at the organization level. These settings are found in Data Sharing Settings. By default, email sharing is set to Public Read/Write/Delete, but you can also choose from Private, Public Read Only and Public Read/Write.
Here’s what each access type allows:
- Read: View the email.
- Write: Reply, forward, or edit drafts/scheduled emails.
- Delete: Remove drafts or scheduled emails.
Here’s how the different access types work:
- Private: Only the person who sent the email (the owner) and users higher in the role hierarchy can view and reply to the email. This ensures privacy while still allowing higher-level users to access emails if necessary.
- Public Read Only: Everyone in the organization can view emails sent by others, but only the owner and those higher in the hierarchy can reply, forward, edit drafts, or delete emails. Users at the same level or lower can only view the emails but can't take any further actions.
- In the Public Read/Write setting, all users in the CRM can view emails and also reply, forward, and edit drafts or scheduled emails. However, they won’t have the ability to delete the emails.
- The Public Read/Write/Delete setting offers the highest level of access. Everyone in the organization can view, reply to, edit, and delete drafts or scheduled emails.\
2. Changes for draft emails
- For the draft owner: The draft will open within the compose window, so the owner can keep editing and send the email.
- For other users: The draft will open in view mode. If the user has permissions to edit, they'll see an "Edit" button. Clicking it will open the draft within the compose window for editing.
Also, when an admin or a user with higher permissions edits a draft created by someone else, a pop-up will appear. It will notify the user that the draft's ownership will be transferred to the person making the changes.
3. Changes for Scheduled Emails
Previously, only admins and the email's owner could delete scheduled emails, and only the owner could edit them. With the new update, users with the right permissions can now both edit and delete scheduled emails created by others.
4. Changes to Email Reports
Until now, anyone with access to email reports could view other users' email data. With the latest update, users can only see the email report data they have permission for, similar to other CRM reports.
However, this applies only when emails are the primary module of the report. If another module is set as primary, the permissions for that module will be followed instead.
Note: These enhancements are currently available for all users across all data centers, except in the IN DC. We’ll update you soon on their availability in the IN DC.