New permissions for accessing emails sent via Zoho CRM
Last modified on Nov 4, 2024:- Permissions for accessing emails sent via Zoho CRM have now been extended to the IN DC. With this rollout, the feature is now available to all users across all DCs.
- Resources: Data sharing for emails, Configuring email compose settings, Schedule emails
Dear all,
We're excited to announce significant enhancements to accessing and sharing emails within Zoho CRM.
One of the critical aspects of data management is ensuring that sensitive information is accessible only to the appropriate users.
Until now, user permissions weren't applied to emails sent directly from Zoho CRM's servers. However, this limitation did not apply to emails sent through configured IMAP or POP servers. As a result, all emails sent from Zoho CRM—including individual emails, emails sent using the organization's email address, mass emails, workflow, and others—were accessible to any user with record viewing permissions, regardless of their roles. For instance, a standard user could view the emails of an admin when the record was shared, and vice versa.
What've we enhanced?
Permissions for emails
With our latest enhancements, you can now set organization-level permissions that govern access to emails sent from within Zoho CRM. You can find these controls in Data Sharing Settings.
By default, the sharing type will be set to Public Read/Write/Delete.
You can also set Private, Public Read Only, or Public Read/Write as the default access type.
- Read: Enables users to view emails.
- Write: Enables users to send replies, forward emails, edit drafts, and schedule emails.
- Delete: Enables users to delete drafted or scheduled emails.
Here's how the different access types work:
- When the access type is set to Private, only the email record owner (the person who sends the email) can view and reply to emails—plus any user higher than them in the role hierarchy. This ensures that those at higher levels in the organization can still access emails when necessary, even if the access type is set to Private.
- In the Public Read Only access type, every user in the organization can view emails sent by others. Additional actions, such as replying, forwarding, editing drafts, or deleting emails, are available only to the email's owner and those above them in the role hierarchy. Users at the same level or below the owner are limited to viewing emails and cannot perform these actions.
- In the Public Read/Write setting, every user in the CRM can see all emails as well as reply, forward, and edit both drafts and scheduled emails. However, users aren't able to delete emails.
- The Public Read/Write/Delete setting provides the most extensive level of access for emails. All users in the organization can view and reply to all emails, as well as edit and delete drafts or scheduled emails.
Changes for draft emails
- For the draft owner: The draft email opens directly in the compose window, enabling the owner to continue editing and sending the email.
- For other users: The draft email opens in a view mode. If the user has the necessary permissions to edit the draft, an "Edit" button will be available. Clicking this button will open the draft in the compose window and enable the user to make changes.
Additionally, when an admin or another user with higher permissions edits a draft created by another user, a pop-up notification will appear. This notification informs the user that the ownership of the draft will be transferred to the person making the edits.
Changes for scheduled emails
In the current interface, both admins and email record owners can delete scheduled emails, but only the owner can edit them.
In the latest enhancement, users with the necessary permissions can now edit and delete scheduled emails created by other users.
Changes related to reports
Previously, anyone with access to email reports could view the email data of other users. With our latest enhancement, that's no longer the case. Now, users can only view the email report data they have permission to access, just like with reports in other CRM modules.
However, it's important to note that these permissions apply only when Emails is selected as the report's primary module. If another module is set as the primary, then only that module's permissions will be considered.
That's all for these enhancements. Please share your feedback and suggestions in the comments below.
Thanks,
Nizamuddin
Access your files securely from anywhere
Centralize Knowledge. Transform Learning.
All-in-one knowledge management and training platform for your employees and customers.
New to Zoho Recruit?
Zoho Developer Community
New to Zoho LandingPage?
Zoho LandingPage Resources
New to Zoho Survey?
New to Zoho CRM Plus?
Deliver unforgettable customer experiences
New to Zoho CRM Plus?
Deliver unforgettable customer experiences
New to Zoho Marketing Plus?
Everything you need to run your marketing
New to Zoho Marketing Plus?
Everything you need to run your marketing
New to Bigin?
Topic Participants
Nizamuddin Sohel SK
np.mendoza
Pheranda Nongpiur
Sticky Posts
Enhancement to ICR’s field prompting: Preferred data extraction using advanced field prompting
Dear Customers, We hope you’re well A quick background Intelligent Character Recognition (ICR) comes as part of Zia’s optical recognition capability called Zia Vision. When we introduced it last April, the data extraction was training-based and was applicableZoho CRM's sales trend and sales follow-up trend dashboards are now customizable
Dear Customers, We're here with good news! Sales trend and sales follow-up trend are two system-defined dashboards that help you understand trends and anomalies in your sales outreach and conversion efforts. They use Zia's intelligence to identify patternsIntroducing Multiple Sandbox Types and Support for Module's Data Population
Register here for the upcoming Focus Group webinar on Multiple Sandbox | Help documentation to learn more about the new enhancements Hello everyone, Sandbox in CRM is a testing environment for users to create and test new configurations like workflowGood news! Calendar in Zoho CRM gets a face lift
Dear Customers, We are delighted to unveil the revamped calendar UI in Zoho CRM. With a complete visual overhaul aligned with CRM for Everyone, the calendar now offers a more intuitive and flexible scheduling experience. What’s new? Distinguish activitiesVoC in Zoho CRM is now data savvy: Explore response drilldown, summary components and participation in CRM criteria
VoC has all the goods when it comes to customer intelligence—which is why we're constantly enhancing it. We recently added the following: A customer drilldown component that shows you the list of prospects and customers behind a chart's attribute Expanded
New to Zoho TeamInbox?
Zoho TeamInbox Resources
Zoho CRM Plus Resources
Zoho Books Resources
Zoho Subscriptions Resources
Zoho Projects Resources
Zoho Sprints Resources
Qntrl Resources
Zoho Creator Resources
Zoho CRM Resources
Design. Discuss. Deliver.
Zoho Show Resources
Get Started. Write Away!
Writer is a powerful online word processor, designed for collaborative work.
Zoho CRM コンテンツ
-
オンラインヘルプ
-
Webセミナー
-
機能活用動画
-
よくある質問
-
Ebook
-
-
Zoho Campaigns
- Zoho サービスのWebセミナー
その他のサービス コンテンツ
Nederlandse Hulpbronnen
ご検討中の方
Recent Topics
Create custom rollup summary fields in Zoho CRM
Hello everyone, In Zoho CRM, rollup summary fields have been essential tools for summarizing data across related records and enabling users to gain quick insights without having to jump across modules. Previously, only predefined summary functions wereMonthly Webinar - Getting Started with Zoho LandingPage
Are you building your first landing page and want a little guidance? Join our monthly Getting Started with Zoho LandingPage webinar and learn how landing pages fit into your marketing strategy, drive lead generation, and improve conversions. Here’s whatView all email threads directly from record's History and Interactions
Greetings all, We've introduced the ability to view complete email thread conversations directly from records' History and Interactions sections, along with email delivery status and sentiment insights on the Interactions page—which makes it easier forMarketing Tip #22: Check website and navigation for broken links
Do you inspect your online store frequently? If not, here's your reminder to do it now. Broken links frustrate customers and make your store feel unreliable. Whether it’s a missing product page, an outdated menu item, social media accounts, or a brokenIs there a way to show contact emails in the Account?
I know I can see the emails I have sent and received on a Contact detail view, but I want to be able to see all the emails that have been sent and received between all an Accounts Contacts on the Account Detail view. That way when I see the Account detailCustom function return type
Hi, How do I create a custom deluge function in Zoho CRM that returns a string? e.g. Setup->Workflow->Custom Functions->Configure->Write own During create or edit of the function I don't see a way to change the default 'void' to anything else. Addingpush notification to Cliq when user is @mentioned in CRM notes
push notification to Cliq when user is @mentioned in CRM notes. Currently users that is @mentioned gets an email to be notified. User/s that is @mentioned should get a Cliq notification.How to make entries for restaurant sales in Zoho Books?
Hello, I'm new to Zoho Books. I need to understand how to record our restaurant sales in Zoho Books. We can't raise invoices for each bill from the daily sales report generated by our POS (duplicated effort). We need a means of entering cumulative salesCreating Restaurant Inventory Management on Zoho
Hi, We run a small cloud kitchen and are interested to use Zoho for Inventory and Composite Item tracking for our food served and supplied procured to make food items. Our model is basically like subway where the customer can choose breads, veggies,Sending emails via Books
Anyone else getting similar problems recently ??..... Hi, Your message to the following recipient was not delivered. Please find the details below. Bounce Details: Bounced Address : someone@google.com Bounce Reason : other ; Status : 5.0.0 (undefined status) ; Daignostic-Code : smtp;542 someone@google.com Rejected ; Bounced Time : Sep 05, 2017 06:37 PM BST Regards, Zoho Team The email addresses were fine only a few days ago but are now being rejected ?Integrate with WooCommerce using Wordpress Plugin
We’re thrilled to announce a powerful update to the Zoho Marketing Automation WordPress plugin with WooCommerce integration! This enhancement enables new possibilities for businesses running online stores using WooCommerce, empowering them to merge seamlessHow do I sync multiple Google calendars?
I'm brand new to Zoho and I figured out how to sync my business Google calendar but I would also like to sync my personal Google calendar. How can I do this so that, at the very least, when I have personal engagements like doctor's appointments, I canZoho Subscriptions -- Zoho Commerce integration
Is there integration between Zoho Subscriptions and Zoho Commerce? I would like to create subscription plans in Zoho Subscritpions and list them for on my Zoho Commerce store.Domain already exists
Hi, I tried to add my domain creativecolumnist.com but its showing as Domain already exist. Please release if it has already been associated with Zoho, I am the real owner of that domain.Select forwarding
For Zoho mail online on PC in web browser: I had forwarding enabled in section "Mail accounts / Forwards", and I also have some filters that send emails from some unwanted senders to Archive. But it doesn't work as intended, it forwards everything (obviouslyCliq iOS can't see shared screen
Hello, I had this morning a video call with a colleague. She is using Cliq Desktop MacOS and wanted to share her screen with me. I'm on iPad. I noticed, while she shared her screen, I could only see her video, but not the shared screen... Does Cliq iOS is able to display shared screen, or is it somewhere else to be found ? Regardssystem not picking my default custom service report template
Can you tell me why when we create a service report always pick the (standard old) template? Even when I have a custom service report selected as Default.Restrict Appointment Booking to Approved Clients
Dear Zoho Bookings Support Team, We'd like to propose a feature enhancement for managing appointments within Zoho Bookings. This feature would ensure only pre-approved clients can schedule meetings. Desired Functionality: We propose the introduction ofAutomate Credit Card Surcharge
Is there a way to create an automation that will add a 3.0% credit card surcharge to a subscription whenever a customer pays via credit card?I have the item field and Quantity field in the sub form , on the submit of the form if the quantity is grater than inventory means show alert on submit validation only for item type goods ,
I have the item field and Quantity field in the sub form , on the submit of the form if the quantity is grater than inventory means show alert on submit validation . Stock Check Validation only for item type goods , not for item type service . For theDisappearance of all articles in the knowledge base
Hi there! It seems like all of our articles have disappeared from the knowledge base: However, the names still appear in the "sort articles" section:Logic for sending to a non-primary email address
Hi, I have a scenario where contacts are able to sign up for emails with 2 different email addresses (example: work, personal). I've mapped both to Campaigns from Zoho CRM, but when I go to target an email only the primary email addresses are pulling in. How can I update this to look at both of the email addresses - or specifically the secondary email address in Campaigns? Thanks, JennyAdd "Reset MFA" Option for Zoho Creator Client Portal Users
Hello Zoho Creator Team, We hope you are doing well. We would like to request an important enhancement related to Multi-Factor Authentication (MFA) for client portal users in Zoho Creator. Currently, Creator allows us to enforce MFA for portal users,Tables for Europe Datacenter customers?
It's been over a year now for the launch of Zoho Tables - and still not available für EU DC customers. When will it be available?NOTAS INVISIBLES
Siempre que abro mis notas salen invisibles, muchas no resaltan las *negritas* en la vista previa hasta que te metes en ellas y modificas algo. Pero omg con el equipo de Zoho. Les dije que las usaba mucho precisamente por la VISTA PREVIA y encontrar lasDoes Zoho has chatroom/chatbot url feature?
Hi Zoho community! I’m looking for a quick "Yes/No" answer for my dev team regarding Zoho’s capabilities. We currently use Zoho Desk for our Service Team and Zoho CRM for our Marketing Team to bring both functions under one platform. Our question: DoesOne Support Email Managed By Multiple Departments
Hello, We use one support email (support@company.com). Incoming emails come to the "Support Department" and based on what the customer is asking, we route that ticket to different departments (billing, technical support, etc.). When users in these differentWhat's New in Zoho Analytics - February 2026
Hello Users! We're back with another round of updates for Zoho Analytics. This month's release focuses on giving you greater flexibility in how you visualize, manage, and act on your data - with new features like custom visualizations, remote MCP server,Is it Possible to Modify Standard Report Urls
Is there a way to permanently modify standard report Urls? Use case: Suppose I have a Products report. Showing list as timeline, calendar, or kanban doesn't make sense. Want to hide that from users by adding #Report:Products?zc_ShowAs=false&zc_Print=falseUpdated font library: New font styles and custom font options in Zoho Sheet
Zoho Sheet's font library now supports 500+ font styles in 60+ languages! The updated font library is stacked with new font styles, and some of the previously available font styles have been replaced with equivalent options. There are two ways you canscope for phonebridge in CRM and phonebridge API documentation
Hi I cannot find the scope to be used for phonebridge in CRM API V2 calls. I am getting OAUTH_SCOPE_MISMATCH for scope group ZohoCRM.modules.ALL,ZohoCRM.setttings.ALL Also I am not able to locate the documentation for the same, All I have is phonebridgeThis domain is not allowed to add in Zoho. Please contact support-as@zohocorp.com for further details
Job Alerts for Candidates
hi All, I have 2 questions relating to sharing job details with candidates. 1. is there a way to notify candidates that meet certain criteria of current jobs available? eg. I run a candidate search, and identify 50 candidates that might be suitable. CanZoho Wiki or new Zoho Learn
We are currently evaluating if we should move off confluence. At present in Confluence we have multiple levels within our documentation but with learn it looks like you can only have Space - Manual - Chapter Is it possible to have levels below Chapter? Also the same question for the existing wiki, can I have more sub-levels?Fix image at bottom of a page fot automatic proposal creation
I'm working on a proposal document to automate our proposal creation process. So far it works fine, but I experience some problems with an image I want to have fixed at the bottom of the page AND above the footer. This section of the document consistsCan't scroll the page down unless I refresh the page
Hello, This issue has been going on with me and a lot of other users in my organization, we can't scroll down! the scrolling side bar doesn't appear and scrolling down through mouse or keyboard keys doesn't work, it seems that the page just ends in thePrice List
II want to restrict the items to display in sales, quote, etc for which custom rates are added in price list. How I can do the same in Zoho booksLet’s Talk Recruit: Still switching tabs to source?
Welcome back to the Let’s Talk Recruit series. Let’s talk about how you actually source talent. Do you open multiple job boards every single time a role opens? Run the same keyword searches you ran yesterday? Download, upload, rename, and then do it againKaizen #231 - Embedding Zoho Desk Tickets in Zoho CRM
Hello, CRM Wizards! This week, let us enhance cross-team visibility between Zoho CRM and Zoho Desk. We will use the Zoho Request Client inside a Related List widget to display open Zoho Desk tickets directly within the Contact record in Zoho CRM. ThisIntroducing a smarter, faster, and more flexible charting experience
Hello Zoho Sheet users, We're delighted to share the latest news about a major update to charts in Zoho Sheet! The new version supports dynamic data ranges, granular styling options, faster loading, and other interesting enhancements that allow you toNext Page