Setting Email Preferences | Zoho CRM - Help

Setting Email Preferences

CRM users perform a variety of activities depending on their position in the organization and as a part of individual's job responsibility. To accomplish these activities the administrators provide users with appropriate access levels to various modules, records or fields.

When it comes to email sharing it can be tedious to decide and set individual user's access levels each time a new user joins the org or shifts departments or is promoted to a higher role. As a solution, Zoho CRM has Email preferences, which makes it easier to set up email sharing permissions as it is set at the role-level.

Setting up Email Preferences

Email preference allows users with administrator profile to set email sharing permissions based on roles. For example, if the organization requires all Assistant Manager's to share emails with their colleagues as and when needed, then it is much easier to set the email sharing permission for this role as User's preference. This way any user who is in the Assistant Manager's role will have the same privilege.

Thus, as soon as a user is assigned a role the pre-defined email sharing permission is automatically applied. In addition, the excluded domains and the list of users or roles with whom emails can be shared will also be applicable.
  1. Emails of users in a role will be shared with the members in the immediate superior role by default. This cannot be edited.
  2. If the sharing permission is modified for existing users then their previous permissions will be overwritten.
  3. If an existing user's sharing permission is updated, such that there is a mismatch between the permissions given to the user and his role, then the role based permission will take precedence.
To set email sharing preferences
  1. Go to Setup > Channels > Emails > Email Configuration > Email Sharing.
  2. Click Preferences.
  3. Go to a particular role and under Sharing, select a permission from the drop-down list.
  4. Enter the Excluded Domains and click Done.
    This option will appear only if you choose sharing permission as Public.
  5. Under Emails Shared with Click to update hierarchy.
    You will not get Click to update hierarchy if the sharing permission is set as Private.
  6. In the Email Sharing Setting page, select Roles, Peers or Subordinate roles.
  7. Click Show Users and select the desired users, if you want to share with few users.
  8. Click Done.
  9. Click Apply now and select New & existing users or New user's only.
  10. If you choose New & existing users, click Proceed in the alert popup.
  11. Click Revert to reset the sharing permissions.

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