Zoho Workerly | PII and Encryption

PII & Encryption

Zoho Workerly allows you to protect sensitive and confidential user data through encryption. Encryption is the process of encoding information and making it accessible only by authorized parties. The encryption process converts plain (or readable) text into cipher (or non-readable) text, which can only be read when decrypted by an authorized user.

At Zoho Workerly, we use an encryption method called AES (Advanced Encryption Standard), which uses keys to encrypt and decrypt data. Data can be encrypted automatically with AES in Zoho Workerly by enabling encryption on custom fields in the Temps and Clients modules. 

Encrypting data in Zoho Workerly prevents unauthorized parties—such as blocked users and potential hackers —from gaining access to sensitive or valuable data.

In Zoho Workerly, a custom field can be encrypted after it's defined as Personally Identifiable Information (PII). PII is any data that could potentially identify a specific individual.

Setting up data encryption  

Data encryption is a way to safeguard the information you store in Workerly. Only the data from custom fields can be encrypted. 

Say, for instance, you need to store confidential information like backup phone numbers or secondary emails, you can include those fields in the user layout as custom fields. Data encryption is done when a custom field is created or edited.

Note: In the Temps and Clients modules, all custom fields support PII. Unique field types, like phone number, email, single line, or multi line, support encryption as well.

To encrypt/decrypt custom fields:

  1. Go to Setup > Customization > Modules.

  2. Select Temps or Clients.

  3. Click on Layout, and you will be taken to the layout editor.

  4. Click on the Settings icon next to the custom field created for the selected module, and select Edit Properties.

  1. In the Field Properties popup, select the Mark as PII field checkbox.

  2. Select the Encrypt Field checkbox.

  3. Click Done.

  4. Save the layout.

Feature specifications:

Field and Module-based specifications:  

  • Only the Custom fields of the Temps and Clients modules can be encrypted. Unique fields can also be encrypted, as long as they are custom/user-generated.

  • The field types that support encryption are Single Line, Email, Phone, and Number.

  • Encryption can be disabled for a field at any time.

  • Encrypted fields can be used as inputs in Formula fields.

Handling encrypted data:  

  • Find & Merge and Deduplication are supported for encrypted fields.

  • Any data imported to encrypted fields will be encrypted by default. Exported data will be decrypted.

  • Encrypted fields can be included in Web forms.

  • Encrypted fields can be displayed in Reports as a column, but they cannot be used in Criteria and Columns to Total.

  • Encrypted fields can be used as merge fields in templates.

  • Encrypted fields can be used in integrations as well. Using the information in an integration is entirely at the user's risk. 

Limitations and Trade-offs:

  • In the global search, you can search only by using the exact words. For instance, if the encrypted data is "Joseph Wells," you will have to search using the exact words "Joseph Wells" and not "Joseph" or "Wells." 

  • Encrypted fields cannot be used in Advanced Filters.

  • Encrypted fields cannot be found using Search by Criteria.

  • Encrypted fields are not visible in the Sort option.

  • Encrypted information is only stored in the workerly.zoho.com domain. Use encrypted information in other domains or third-party services at your own discretion.

    Zoho CRM Training Programs

    Learn how to use the best tools for sales force automation and better customer engagement from Zoho's implementation specialists.

    Zoho CRM Training
      Redefine the way you work
      with Zoho Workplace

        Zoho DataPrep Personalized Demo

        If you'd like a personalized walk-through of our data preparation tool, please request a demo and we'll be happy to show you how to get the best out of Zoho DataPrep.

        Zoho CRM Training

          Create, share, and deliver

          beautiful slides from anywhere.

          Get Started Now

            Zoho Sign now offers specialized one-on-one training for both administrators and developers.

            BOOK A SESSION

                                    You are currently viewing the help pages of Qntrl’s earlier version. Click here to view our latest version—Qntrl 3.0's help articles.

                                        Manage your brands on social media

                                          Zoho Desk Resources

                                          • Desk Community Learning Series

                                          • Digest

                                          • Functions

                                          • Meetups

                                          • Kbase

                                          • Resources

                                          • Glossary

                                          • Desk Marketplace

                                          • MVP Corner

                                          • Word of the Day

                                            Zoho Marketing Automation

                                              Zoho Sheet Resources


                                                  Zoho Forms Resources

                                                    Secure your business
                                                    communication with Zoho Mail

                                                    Mail on the move with
                                                    Zoho Mail mobile application

                                                      Stay on top of your schedule
                                                      at all times

                                                      Carry your calendar with you
                                                      Anytime, anywhere

                                                            Zoho Sign Resources

                                                              Sign, Paperless!

                                                              Sign and send business documents on the go!

                                                              Get Started Now

                                                                      Zoho TeamInbox Resources

                                                                              Zoho DataPrep Resources

                                                                                Zoho DataPrep Demo

                                                                                Get a personalized demo or POC

                                                                                REGISTER NOW

                                                                                  Design. Discuss. Deliver.

                                                                                  Create visually engaging stories with Zoho Show.

                                                                                  Get Started Now

                                                                                                      • Related Articles

                                                                                                      • Email Authentication

                                                                                                        In this digital era email forms a major part of communication in every business or organization. Companies often use different servers or domains other than their server to deliver the message to its recipients. In such cases it is crucial to ...
                                                                                                        Wherever you are is as good as
                                                                                                        your workplace



                                                                                                          Watch comprehensive videos on features and other important topics that will help you master Zoho CRM.


                                                                                                          Download free eBooks and access a range of topics to get deeper insight on successfully using Zoho CRM.


                                                                                                          Sign up for our webinars and learn the Zoho CRM basics, from customization to sales force automation and more.

                                                                                                          CRM Tips

                                                                                                          Make the most of Zoho CRM with these useful tips.

                                                                                                            Zoho Show Resources