These features are beneficial in a situation when a user, utilizing Zoho Mail Add-on, is deactivated in Zoho Workerly. When a user is deactivated, all the email conversations the user had with the customers, are lost. To avoid such a problem, you have the option to take a backup of the deactivated user's email account. By doing so, the emails associated to the records in Workerly will be restored and available for the other users to take over.
Note
Profile Permission Required: Users with the Administrator profile can access this feature.
You can take a back-up of the deactivated user's email account only if the Account Type is Record-Level Sharing or Complete Sharing. Once you take the backup, all the user's emails associated to the records in Zoho Workerly will be available.
To take a data backup
The configurations for Zoho Mail Add-on can be changed only by the users themselves. You cannot change the configurations of other user's mail accounts, however, you can lock the configurations as an Administrator. On locking it, the user will not be able to change the mail add-on settings, which includes changing the Account Type or the mailbox.
This feature is helpful when you plan to take a backup of the deactivated user's mail account. You can take a backup for Account Types with only Record-Level Sharing and Complete Sharing options. So, in order to restrict the user from changing the account type to Private mode, you can lock the mail add-on configuration.
Note
To lock mail add-on configurations
As an Administrator, you can always lock the Mail Add -on configurations for the users, to restrict them from changing the settings and also unlock the configurations.
Note
To unlock mail add-on configurations
When a user is deactivated, a backup of the user's mail account can be taken. There can also be a case when the user rejoins the company and uses the Workerly account to send emails. If the user is deactivated again, you can take a backup of the latest emails associated to the Workerly account.
Two cases when the Latest Backup option will not be available:
To take latest backup
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