Important updates to Zoho CRM's email deliverability

Important updates to Zoho CRM's email deliverability

Last modified on: Jul 24, 2024
These enhancements are released for all users across all data centers.

Modified on: Oct 30, 2023
Organisations that are in the Enterprise and above editions of Zoho CRM, and have not authenticated their email-sending domains will have their newly created mass emails and other email notifications associated with newly created or edited automated processes (like workflows, blueprints, etc.) sent from email addresses connected to Zoho's own authenticated domains. This change has been rolled out to accounts across all data centres. Upon authenticating their domains, the emails tied to these processes will be sent from their own email addresses automatically.

Modified on: Oct 4, 2023
Organisations who are in the Free, Standard, and Professional editions of Zoho CRM, and have not authenticated their email-sending domains will have all their emails sent from email addresses connected to Zoho's own authenticated domains. This change has now been applied to accounts in all data centres. Once these accounts authenticate their domains, the emails will automatically be sent from their own email addresses.
Dear All,
 
We're thrilled to talk about the enhancements that are coming up to improve Zoho CRM's email deliverability, as well as the systems we have in place today to support our customers' email communications.
 
As you might know, our current systems help users send nearly 100 million emails every month via Zoho CRM, be it through features like workflow rules, mass emails, emails sent for meetings, 1-to-1 sales communication purposes and so on. We're looking to update these systems and make some in-product changes to ensure that customer emails have the best possible delivery rate without any bounces and that our email-sending IPs and domains have the best sender reputations.
 
We believe this is a crucial update to our email features, as improving sender reputation results in higher deliverability of our customers' emails, which in turn gives them high conversion rates in their business communications and sales pipelines. To help us achieve this, we're working to ensure that all emails that go out from Zoho CRM only do so from email addresses connected to authenticated domains.

What is domain authentication?

Our systems have to recognize that users actually own the domains connected to the email addresses from which they send emails. When users add the necessary SPF and DKIM files to their domain's DNS settings, their email-sending domains will be successfully authenticated.
 
Zoho CRM then provides this authentication information to recipients' inbox providers every time we send an email. By doing so, inbox providers like Gmail, and Outlook, can be confident that the emails they receive from Zoho CRM are really from whom the senders claim to be, and this improves our system's sender reputation. Conversely, by sending emails connected to non-authenticated domains, we fail to provide inbox providers with this confidence, which brings down our sender reputation.

How are these updates going to ensure domain authentication?

  1. Email addresses from public domains will automatically be re-formatted: Email addresses from public domains like Gmail, Yahoo, and Outlook will be automatically updated to Zoho CRM's own authenticated domains. For example, when a user sends emails using emailaddress@gmail.com via Zoho CRM, the email's recipients will see the emails in their inboxes as being sent from emailaddress.gmail.com@zohocrm-2380248-sdus09.com.

    We're making this change and disallowing the use of public email providers, as they are prone to the extreme scrutiny of inbox providers and have poor deliverability rates—thereby affecting our sender reputation. For instance, when rogue users sign up for Zoho CRM free trials using addresses from public email providers just to send spam emails through our systems, we will be able to act faster and stop these users, as the emails they send are routed from our authenticated domains and we can easily identify any bad actors damaging our sender reputation.

  2. Email addresses from non-authenticated domains will also be automatically re-formatted: We are mandating domain authentication for all email-sending domains. This means that even if users have been sending emails through non-authenticated email addresses so far, after this enhancement, their email addresses will automatically be re-formatted similarly to email addresses from public email providers—unless their domains are authenticated.

    For example, if users send emails from sales@zylker.com, recipients will see the emails in their inboxes as being sent from sales.zylker.com@zohocrm-2380248-sdus09.com, assuming zylker.com has not been authenticated.

    This mandate is to improve Zoho CRM's sender reputation and to meet the highest industry standards. As Zoho CRM uses a shared back-end infrastructure to send all of our user's emails, it's essential that customers with authenticated domains and healthy email-sending practices are protected from the damage to our infrastructure caused by accounts using non-authenticated domains to send emails.

    This is important to note unless all domains that are used to send emails from your Zoho CRM accounts are authenticated, this will affect your existing emails, workflows, and business communication that you may have currently set up.
Points to be noted:
  • The Email Authentication page (Setup > Channels > Email > Email Deliverability > Email Authentication) will display all the domains that are accessible within your account, determined by the email addresses found in both your active user's list and organizational email addresses under Available domains. Users should ensure that they have authenticated their email-sending domains from the list of available domains.
  • The mentioned email deliverability changes do not apply when users send emails through their configured mailbox or when an email relay server is set up for an account.

Release plan:

  • Recommended domain authentication and sender address change for non-authenticated domains have now been released for all new organizations who sign up for Zoho CRM.
  • For existing users who send or configure email notifications from inside Zoho CRM, we will soon have in-product reminders and alerts informing about these changes.
That's all about the enhancements. Let us know your thoughts and feedback in the comments below.


Thanks! 
Sohel

      • Recent Topics

      • No longer get Cliq notifications on phone if app not started

        On Android, I used to get notifications on my phone whether I was in the app, or it was started. Then about a month ago, I stopped seeing notifications on my phone UNLESS I had already started the app. So if I reboot my phone, and never start the app,

      • Error AS101 when adding new email alias

        Hi, I am trying to add apple@(mydomain).com The error AS101 is shown while I try to add the alias.

      • Deluge script to add Mail Task

        Has anyone out there created a custom function to create a Zoho Mail task? I'd be interested in hearing how you accomplished it. Sample code is appreciated!

      • Tags with Zapier

        Maybe I'm missing something....I hope so... Using tags for triggers is a key need.  This prevents us from having a ton of different lists. I am trying to find out how to add a tag using zapier when someone makes a purchase....but it doesn't seem to be

      • Send Supervisor Rule Emails Within Ticket Context in Zoho Desk

        Dear Zoho Desk Team, I hope this message finds you well. Currently, emails sent via Supervisor Rules in Zoho Desk are sent outside of the ticket context. As a result, if a client replies to such emails, their response creates a new ticket instead of appending

      • How to apply blueprint on tickets that created from IM module

        Hello, I have an issue applying blueprint on tickets that created from WhatsApp conversation, the tickets matches with the blueprint criteria but still we are not able to put these tickets into the blueprint. I've tried with deferent type of tickets and

      • Function #4: Schedule Customer Statements

        Regularly sending statements to customers is an imperative part of many business processes as it helps foster strong customer relationships and provides timely guidance on payments. While you can generate the statement of accounts and have it sent over

      • trying to access CRM Variables with JS SDK

        Hello i built a widget with Sigma, i create CRM VARIABLES in custom properties. I try to access them in function : ZOHO.embeddedApp.on("PageLoad",function(data) with : ZOHO.CRM.CONFIG.getVariable("mycrmvariable").then(function(data){ console.log("mycrmvariable

      • Zoho Mail POP & IMAP Server Details

        Hello all! We have been receiving a number of requests regarding the errors while configuring or using Zoho Mail account in POP/ IMAP clients. The server details vary based on your account type and the Datacenter in which your account is setup. Ensure

      • Remove 30-Day Client Reply Restriction on Supervisor Rules in Zoho Desk

        Dear Zoho Desk Team, I hope you're doing well. Currently, Supervisor Rules in Zoho Desk run once every hour but only apply to tickets that have received a customer response within the past 30 days. This restriction creates challenges for us, as we have

      • Paid Support Plans with Automated Billing

        We (like many others, I'm sure) are designing or have paid support plans. Our design involves a given number of support hours in each plan. Here are my questions: 1) Are there any plans to add time-based plans in the Zoho Desk Support Plans feature? The

      • Contacts Don't Always Populate

        I've noticed that some contacts can easily be added to an email when I type their name. Other times, a contact doesn't appear even though I KNOW it is in my contact list. It is possible the ones I loaded from a spreadsheet are not an issue and the ones

      • How to get NSE/BSE Stock Prices in Zoho sheets?

        I've been looking for a function that provides me with the NSE/BSE listed stocks price in Zoho Sheets like GOOGLEFINANCE in Google sheets, but I found none. Please help if there is any way to het stock prices?

      • Tip #5: Setting access rights at the subfolder level

        Hello everyone, We hope you're finding our WorkDrive Tips and Tricks series useful. For today's tip, we'll teach you how to assign higher subfolder permissions to Team Folder members. Team Folders helps you avoid the drawbacks of traditional file sharing.

      • Cannot edit email text in Zoho Form rules

        I have a number of rules set up on a form depending on a user's submission. For some reason, I am no longer able to edit the content of the emails sent out based on those rules. I am invited to "use the advanced editor", but the original text of the email

      • Re-emitir facturas con nueva dirección de facturación

        Hola, necesito saber si es posible que las facturas ya emitidas, pueden ser re-emitidas con el cambio de dirección de facturación, realizado el día de hoy 02-01-2025, para efectos contables. Espero su ayuda, Gracias

      • Add "Lead Image" in Bulk?

        Each of our Leads is accompanied with a URL containing a photo of the lead when they come in. We currently have to manually download then upload the photo to the lead. This is a HUGE waste of time. Is there any way to AUTOMATICALLY add the photos to the

      • Client script: Can not choose a date field for an onChange field event

        Hi Zoho Team Why can't I choose one of my date fields to trigger an onChange event? Is this a client script limitation, or something wrong with my instance? If it is a limitation, is this mentioned in the documentation anywhere? Thanks. Marcus

      • Can multiple agents be assigned to one ticket on purpose?

        Is it possible to assign one ticket to two or more agents at a time? I would like the option to have multiple people working on one ticket so that the same ticket is viewable for those agents on their list of pending tickets. Is something like this currently

      • For security reasons your account has been blocked as you have exceeded the maximum number of requests per minute that can originate from one account.

        Hello Zoho Even if we open 10-15 windows in still we are getting our accounts locked with error " For security reasons your account has been blocked as you have exceeded the maximum number of requests per minute that can originate from one account. "

      • how can I hide this Module?

        Hi everyone, newbie question. how can I hide the "Sales Order" column? when I try I get this message: https://imghostr.com/86395c_p7j

      • UI Arabic

        can i change the member portal UI to arabic in zoho community?

      • Domain verification is in progress... (How long do I need to wait?)

        Trying to setup my first email domain by connecting with GoDaddy. Have been here for quite some time and the screen is not changing. How long should this take?Send DataSend Data

      • Custom Module missing SDK function fetchRelatedRecords(...) in a Client Script

        Good day, We have added a new module with a Multi-Lookup relation to Contacts.  When we tried to use the fetchRelatedRecords(id, related_list_api_name) function to get Related Records it is missing for our new custom module. https://js.zohocdn.com/crm/5124797/documentation/DotSDK/Modules.html

      • How to display profile picture for distribution list?

        I am Admin of a Zoho Mail server and we have distribution lists along with user accounts. I am able to set Profile picture for the users and it shows when the email is sent to another companies. The members of the groups can also send email from those

      • Mail Search Not Working

        Hello, Mail search is not working at all. I've tried Chrome and Mozilla. I can try and search for an exact term, or even an email that is 1st in my email list. All search does is sit and spin, or it comes up with no results. I've also tried it on my android

      • Password should not contain sequential characters

        How can I avoid this? How do I even disable it. On my password policy page, it's all blank, so I don't know why I'm even getting this error now.

      • Same phone number for more than one account.

        Hi there, I am a webdeveloper specialising in providing websites, webhosting and email solutions for my customers. I have signed up a number of my customers to Zoho Mail in the past, and a couple of these have grown into a paid package for Zoho CRM. As

      • Is there a live chat for Zoho mail?

        I am having a problem in Zoho mail and would love to live chat with someone instead of email and wait for a response. Is there a function for this? I know there is in CRM but I can't seem to find it in mail... Thank you!

      • Integrating Zoho Desk Instances from two separate organizations

        Is it possible to integrate Zoho Desk with an instance from another organization? For example, creating a ticket in one organization can cause the creation of a ticket in the second organization? Or certain tickets from one organization be viewable by

      • Why does incoming mail inconsistently bounce back from Zoho mail

        On testing our user accounts, we are having problems where mail sent to zoho mail bounces back with errors message that 'relay access denied'. On testing from various accounts (including outlook, gmail and yahoo) mail seems to get through on some occasions

      • Zoho email setup in office365

        When i am trying to setup zoho mail setup using my domain in office365 and it is not working and it says that we couldn't log on to the incoming (IMAP) server and please check your email address and password and try again. I was able to login using my

      • JunkMail rejected

        Hello, we are facing problems sending mails. The IP has been blacklisted. Please, fix it as soon as possible. JunkMail rejected - sender4-op-o12.zoho.com [136.143.188.12]:17291 is in an RBL on rbl.websitewelcome.com, see Blocked - see http://www.spa

      • My emails going to spam folder for hotmail or outlook

        My emails (not spam mails) are going into the spam folder for my customers using hotmail. Gmail and Yahoo users are receiving the emails in their inbox. can you please solve this problem. I read few articles but coudnt find any solution to it. I am testing it by sending a simple text email no pictures nothing at all still it is filtering my emails as spam. Please help I am really loosing time and clients due to this. Thanks

      • Capture hotkeys inside the remote session and allow file exchange via clipboard

        Hi guys, assist is a really good app, and to become great it would be nice to have some features other vendors have in place and we take them for granted. For example, ScreenConnect, TeamViewer and others allow you to send hotkeys via the remote connection,

      • Mass pdfs into OCR field

        I am working on a Creator app that my org will use internally. Is there any way to mass upload pfs through a form with an OCR file upload field? Is Creator capable of this, or would I need to use Catalyst?

      • Cannot fetch url with custom extension (sigma - javascript)

        Hello i try to make my first extension with API request, i have two cases 1) this a deluge code attach to a button --> this one works very well response = invokeurl [ url :"my_api_fetch_url" type :GET headers:{"api_key":"myapikey","accept":"application/json","content-type":"application/json"}

      • how to upload the picture and document

        i want to upload the picture and document,would you please told how to upload them?could you told it for each step?

      • Forgot my email management account

        Hello, I am the administrator of ihomemix.com. I can’t remember which email address I used to register the account and then opened the email service for ihomemix. I can’t see the subscription period of my email function when I log in with this account.

      • Add customer to account based on domain name.

        I generate reports based on a the account field, i.e. companyX.  In GoToAssist, my last provider, there was an option to automatically assign new ticket creators to a company (or account) based on their domain name. So for example, if a new employee creates a ticket from @companyx.com, for them to be automatically added to the companyx account would be a huge advantage.  As it stands right now, I have to remember to add them to the account manually.  Often I forget and when generating a report for

      • Next Page