New permissions for accessing emails sent via Zoho CRM

New permissions for accessing emails sent via Zoho CRM

AlertLast modified on Nov 4, 2024:
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

      • Recent Topics

      • 60 Days Into Zoho - Tiktok Branding Startup -7 Questions?!

        Wsp Everybody I co-own a TikTok Branding / Consulting Startup & have been using Zoho for the past 60 days - Am now looking to make our overall operations & processes more Efficient & Effective! Curious to know how others are using the platform & what's

      • Text Message

        When trying to sent a text message, it says its an error i should contact a zoho agent

      • Zoho POS is now available for Canadian retailers

        Hey everyone, We're excited to introduce the all-new Canadian edition of Zoho POS, which helps retail businesses simplify and manage their end-to-end business operations. Start by signing up and exploring the 15-day free trial. Sign up now How does Zoho

      • Zoho CRM - Option to create Follow-Up Task

        When completing a Zoho CRM Task, it would be very helpful if there was an option to "Complete and Create Follow-Up Task" in the pop-up which appears. It could clone the task you are closing and then show it on the screen in edit mode, all the user would

      • Payroll In Canada

        Hi, When can we expect to have payroll in Canada with books 

      • Mass update to change or shift all project dates and keep project structure + shift all sub-tasks dates with main tasks

        Most users would expect that if they change the start date of their project then that will be reflected inside the actual project and any project structure would be retained.  Additionally if a task list with associated sub-tasks is moved, most users would expect that those sub-tasks would also be moved along with their parent task.  This is not the case. For a total Project shift of dates: * the start and end date from > "Edit Project" page can have a radio button added to "shift all project tasks

      • Closing Accounting Periods - Invoice/Posting dates

        Hi, I have seen in another thread but I'm unsure on how the 'transaction locking' works with regards to new and old transactions. When producing monthly accounts if I close December 24 accounts on 8th Jan 25 will transaction locking prevent me from posting

      • In-person ZUG Meetups for Real Estate Professionals - US Q1 2026

        The Real Estate Zoho User Group is going on a multi-city, in-person meetup tour across the US, and we’d love to see you there! These meetups are a great opportunity to: Connect with fellow real estate professionals using Zoho Share challenges and discover

      • Introducing WhatsApp integration in Bigin

        Greetings! In today's business landscape, messaging apps play a significant role in customer operations. Customers can engage with businesses, seek support, ask questions, receive personalized recommendations, read reviews, and even make purchases—all

      • Zoho CRM custom fields not showing in zoho creator

        Hi Team, I have created a Products form with Zoho CRM integration and connected it to Products module of CRM. But when I see the reports of Products in Zoho creator then I am not able to see custom fields of Products module. Only standard fields of Products

      • Sending email notifications based on language

        Hello. I would like to know how we can bypass the default notifications (which are just in English) for when a ticket is created/replied to/closed, to be in other languages, based on the language field in the ticket? I can create other email templates,

      • 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.

      • Zoho Error: This Operation has been restricted. Please contact support-as@zohocorp.com for further details

        Hello There, l tried to verify my domain (florindagoreti.com.br) and its shows this error: This Operation has been restricted. Please contact support-as@zohocorp.com for further details. Screenshot Given Below -  please check what went wrong. Thanks

      • Send Zoho Forms Link using Zoho CRM Email Templates

        I have set up Zoho Forms and CRM integration to pre-populate data from Zoho CRM to Zoho Forms. The setup is working fine. I have also created an email template in the Zoho CRM deals module to send Zoho forms links. So when I send an email using that template

      • Introducing parent-child ticketing in Zoho Desk [Early access]

        Hello Zoho Desk users! We have introduced the parent-child ticketing system to help customer service teams ensure efficient resolution of issues involving multiple, related tickets. You can now combine repetitive and interconnected tickets into parent-child

      • Download a file from within a zoho creator widget

        I have a widget running in Zoho Creator , it displays uploaded documents in a table file, and I have added a download link in the view. ( The widget is created with html, css and javascript). I do not succeed in getting the download working. Do I have

      • Correlated subqueries not supported in Zoho Analytics. This creates huge limitations

        Running into a major limitation in Zoho Analytics: correlated subqueries simply don’t work, even in completely standard SQL patterns inside a JOIN. Example: LEFT JOIN "Bills" b ON d."Id" = b."Deal ID" AND EXISTS ( SELECT 1 FROM "Bill

      • Zoho / Outlook Calendar sync

        The current Marketplace -> Microsoft -> Meetings integration needs 2 changes. 1. The current language for the Two-Way sync option should be changed. It currently states, "Sync both your Zoho CRM Calendar and Office 365 Calendar meetings with each other."

      • Email content just contain 'OK' ,not what we expect

        create campaign API URL: https://campaigns.zoho.com/api/v1.1/createCampaign req params: {'campaignname': 'General_Outreach_d0cfc415-43aa-4b96-bb09-558e76a3dda3_50_20251117_214806_660', 'from_email': 'admin@allinmedia.ai', 'subject': 'ALL IN MEDIA', 'list_details':

      • Introducing the all-new email parser!

        Greetings, We are pleased to introduce to you, a brand-new, upgraded version of the Zoho CRM Email Parser, which is packed with fresh features and has been completely redesigned to meet latest customers needs and their business requirements. On that note,

      • Possible to connect Zoho CRM's Sandbox with Zoho Creator's Sandbox?

        We are making some big changes on our CRM so we are testing it out in CRM's Sandbox. We also have a Zoho Creator app that we need to test. Is it possible to connect Zoho CRM's Sandbox to Zoho Creator's Sandbox so that I can perform those tests?

      • Reopen ticket

        Hello! Can I reopen a ticket just using the API ticket/sendReply ? What's the rules to do it? I'm trying but it doesn't reopen the ticket, it just send the reply

      • Allow Admins to Transfer Ownership of Their Own Files & Folders

        Hi Zoho WorkDrive Team, Hope you are doing well. We would like to request an important enhancement to the ownership-transfer functionality in Zoho WorkDrive, specifically regarding administrator capabilities. As administrators, we have the ability to

      • Tip#46: Capture accurate log hours

        Hello everyone, Use the newly introduced timer settings that will streamline the usage of timers and help admins or workspace owners to manage the time entries of the workspace users better. Check out the below mentioned timer settings added to the Timesheet

      • Moving to app-specific authentication for Google integrations

        Hello everyone, We’re making an important change to how Google integrations work in our platform. Until now, we used a common Google project across Zoho to enable integrations like Google Drive, Calendar, and more. Going forward, we’ll be moving to an

      • Double opt-in notifications and customizable confirmation messages for your webforms

        Dear CRM Community, We are excited to announce a major upgrade to our Webforms feature. You can now customize the confirmation message shown to your users who double opt-in from your webform and also customize your confirmation emails when they submit

      • Lost the ability to sort by ticket owner

        Hi all, in the last week or so, we have lost the ability to sort tickets by Ticket Owner. Unlike the other columns which we can hover over and click on to sort, Ticket Owner is no longer clickable. Is it just us, or are other customers seeing this too?

      • Using a CRM Client Script Button to create a Books Invoice

        Hello, I need help handling error messages returned to my client script from a function. The scenario I have setup a client script button which is available from each Deal. This CS executes a crm function, which in turn creates an invoice based on the

      • Standalone custom function not generating logs

        Why dont't standalone custom functions generate logs when the're called from another function? I have some functions (workflow, buttons and blueprint) that have common parts, so I put that part in a standalone function which is called from the others.

      • How Can i put a form in Zobot

        Hi,how can i integrate a form which has a multiple options to choose from.the form should be opened or displayed by zobot after it meets a requirement in the conversation. Thanks in advance !

      • Has Anyone successfully integrated Zoho and Sage Intact?

        Hey all, We’re evaluating Zoho One + Sage Intacct and I’m trying to connect with anyone who has actually implemented the two together.Specifically, I’d love to know: -- Which functions you kept in Zoho vs. Intacct (e.g., Product Catalog, AR/AP, invoicing,

      • Admin asked me for Backend Details when I wanted to verify my ZeptoMail Account

        Please provide the backend details where you will be adding the SMTP/API information of ZeptoMail Who knows what this means?

      • Playback and Management Enhancements for Zoho Quartz Recordings

        Hello Zoho Team, We hope you're all doing well. We would like to submit a feature request related to Zoho Quartz, the tool used to record and share browser sessions with Zoho Support. 🎯 Current Functionality As of now, Zoho Quartz allows users to record

      • Zoho Analytics - Feature Request For Time Based Data Source Fetch

        Hi Analytics Team, I have a client using Zoho CRM and they want a weekly report at 4:30pm every Friday, emailed to the sales team showing a pie chart of Closed Won Deals for that week. This is easy to achieve in Analytics but not so easy to ensure the

      • Which user's capacity is used for Shared Mailbox storage?

        We use shared mailboxes at our company, and their size is increasing daily. Which user(s)'s total mailbox limit is being used up by this space?

      • Inserting the current date / time

        I'd like to use Zoho Notebook as a log - so it would be great to be able to insert the current date and time at the beginning (or end) of each my log/journal entries - or wherever I want. Something simple, like pressing a button/icon to insert it wherever my text cursor is. It could be formatted like "Mon Dec 11, 2017 - 11:43p". 

      • Migrate data from old to new account

        Hy, Have one Old Zoho Notebook Account with Data , want to migrate that whole Data to New Zoho Notebook Account which is in Zoho One . Is that possible ? If Yes then how?

      • Campaign editor overrides href value

        I've been trying to insert a deep link in an email campaign so recipients can directly open a native app on their device. My deep link looks something like "myapp://". The options to insert links in the campaign editor are limited to strict urls, emails,

      • Can't login IMAP suddenly

        Since this evening I'm getting the error: You are yet to enable IMAP for your account. Please contact your administrator... IMAP always been enabled in my account and was workign fine for the past 7 years. Already tried turning IMAP off and on again.

      • how to add subform over sigma in the CRM

        my new module don't have any subform available any way to add this from sigma or from the crm

      • Next Page