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

      • Kaizen #126 - Circuits in Zoho CRM - Part 1

        Hello everyone! Welcome back to another week of Kaizen! Today, we will discuss an exciting topic—Circuits in Zoho CRM. For starters, we will discuss what Circuits are, how beneficial they are for businesses, different views of a Circuit, and the different
      • Custom field doesn't fill when converting sales order to invoice

        Hi, When I convert a Sales Order to an Invoice one of the custom fields on a product line names "Subsidie" does not seem to fill in automatically. I manually have to select the product again by clicking on the product name in the order line en re-select
      • TeamInbox down?

        Hi everyone, we are getting message "Sorry, this action cannot be performed due to an internal error. Please try again later. We are on the Canadian data centers. Can someone please confirm if the service is down? Thank you! F
      • Purchase Requisition in Zoho Books

        I want to understand if Zoho Books is having the following workflow: PR ( Purchase Requisition ) >> PO ( Purchase order) >>  GRN/SRN ( Goods/Services receipt note) >> Bill
      • Stop adding Default ID column to xls exports

        When anything is exported to xls, Zoho adds a column with an ID.  WE DO NOT WANT THIS COLUMN.  We use an automated report to a team.  We have our own tracking number.  1. This makes the report messy, it just pushes OUR data off to the right.  2. We have
      • Confirmation prompt before a custom button action is triggered

        Have you ever created a custom button and just hoped that you/your users are prompted first to confirm the action? Well, Zoho knows this concept. For example, in blueprint, whenever we want to advance to the next state by clicking the transition, it is
      • Marketer's Space: Streamline marketing and sales by integrating ZMA's Planner with Zoho CRM

        In a competitive market, clear goal-setting and seamless campaign execution are crucial for marketing and sales alignment. When integrated with Zoho CRM, Zoho Marketing Automation's Planner enables marketers to create, manage, and measure campaigns effectively
      • Custom emails for Portals not working

        I changed the standard templates to custom email templates for all three options, but the invitation is still sending the original email layouts. Anyone know why this would be happening? I changed them 2 days ago.
      • Switching scheduled webinars from Live to On-demand

        Now that On-Demand webinars has been added as an option for webinar presenting, is there a way I can edit already scheduled webinars from Live to on-Demand? These scheduled webinars already have people registered. Thanks
      • Zoho CRM v2.1 deprecation or sunset plans ?

        Hi Team Wanted to know if there is any plan to deprecate v2.1 CRM apis https://www.zoho.com/crm/developer/docs/api/v2.1/ and if yes by when
      • Forex Bank Refund Entry

        Hello, please advise how to enter refunds from our bank forex department. The refund was because we were on preferential rates but at the time of USD purchase were not given the preferential rate, therefore the bank calculated the excess that we paid
      • Auto-Populating Custom Field

        This is to request a feature enhancement for our invoicing system. We're currently creating invoices with a single item per invoice and have a custom field called "Related Vehicle." We would like the "Related Vehicle" field to be automatically populated
      • How can i Customize Delivery Note?

        I need to customize delivery note like change the tittle for language purposes and also include only the balance due
      • Delivery note template

        We have some reasonable templates for sales docs but the delivery note one is very limited. It would be nice if we could have the same options as the sales form templates or even create our own by cloning an existing sales template, modifying (ie: removing
      • INTERCOMPANIES INVOICING

        Dears , I paid expenses on behalf of our sister company from my cash account , then month End i issued an invoice to the sister company , my question is how to put the expenses GL in the invoices
      • Zoho CRM Theme Color?

        I've read multiple articles stating it's possible to change Zoho CRM theme colour (top menu bar) from personal settings menu, however, my zoho has no options for this at all and I've looked everywhere........has this feature been removed? I'm currently
      • How can i force the user to select a project when creating an invoice ?

        Hello I tried all the ways that i know , but no way is able to stop creating an invoice without project.
      • Sales

        1/ How can I make a discount on invoice exmple : invoice 5,100 le , custmar pay 5000 and I need to make this 100 le as a discount , how can i make it ?! 2/ Is thare any report can make me match my company’s balance with the customer’s balance?
      • Include Project Hours when Creating Estimates from Projects

        Hi Currently, in Books, you can create estimates from Projects by inserting tasks that pull both the task and the hourly charge rate. But it doesn't pull the budgeted hours for the task, so you manually have to remember the number of hours for a given
      • acc

        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 pay//
      • South African Payment Gateways

        Since the "Demise" of Wave many South African users have moved over to Zoho and yet for years users have been requesting Integration with a South African Payment Gateway to no avail. Payfast was the most commonly requested gateway as it supports recurring
      • Calendly does not show scheduled Meetings

        I use Calendly as my standard booking tool, but no matter what I am doing, Calendly shows any appointment as free (when in fact there already is an appointment in CRM Calendar or Zoho Calendar). Drives me nuts - cannot go away from Calendly due to various
      • CRM Implementation

        I need to implement Zoho CRM. Is there a useful user manual available to guide me through the implementation?
      • Zoho Creator Upcoming Updates - December 2024

        Hi all, We're excited to be back with the latest updates and developments on the Creator platform. Here's what we're going over this month: Deluge AI assistance Rapid error messages in Deluge editor QR code & barcode generator Expandable RTF and multi
      • Zoho Social integration with Zoho Flow

        Is there any plans for Zoho Social integration with Zoho Flow?
      • Marketing 2.0 has been a catastrophe

        Anyone else having significant issues with their link between their CRM and Marketing automation since moving to version 2.0? We had an easy flow for triggering leads in the CRM to journeys in Marketing Automation but now nothing seems to work properly.
      • Cannot average "Duration (Time)" from Pick List History Tracking in Reports

        Okay, let's say I have a custom module. In this custom module I have a pick-list named "Status" with "New", "In-Progress", "Completed" values. I also have turned ON pick-list history tracking and chose "Time" to track the duration in (instead of "Calendar
      • Customer Statement Template

        Hi. how can i add order number "customer LPO number" in the customer statement. regards
      • Authorize.Net Update: Disable Transaction IP Velocity Filter to Avoid Payment Failures

        Update: The Authorize.Net integration was updated on November 20, 2024. To prevent recurring transaction failures, we recommend disabling the Transaction IP Velocity Filter at the earliest. We’re updating the Authorize.Net integration in Zoho Books on
      • Need to send a single email to up to 20 recipients

        I want to send a single email to ~16 or 20 recipients. It appears that I cannot do this in Zoho email as it gets flagged as unusual activity. I need to be able to communicate with this group on a regular basis. What am I missing that Zoho doesn't allow
      • Whatsapp Limitation Questions

        Good day, I would like to find out about the functionality or possibility of all the below points within the Zoho/WhatsApp integration. Will WhatsApp buttons ever be possible in the future? Will WhatsApp Re-directs to different users be possible based
      • Unable to Schedule One-to-One Emails in Zoho CRM

        Hi everyone, I’m using the Zoho CRM Professional Edition and facing an issue with scheduling one-to-one emails directly from CRM. While I can send immediate emails without any problem, I don’t see an option to schedule these emails for a later time. I’ve
      • Canvas Detail View Related List Sorting

        Hello, I am having an issue finding a way to sort a related list within a canvas detail view. I have sorted the related list on the page layout associated with the canvas view, but that does not transfer to the canvas view. What am I missing?
      • Repeatable Fields/Sections in Zoho CRM

        Hi Zoho Team, We have a module in CRM named "Clients". We would like to know whether it is possible to have a feature enables us to have repeatable sections in our clients' profiles? For example, if we customized a section in the clients' profiles named
      • Zoho Analytics: Requests for view access

        Hello, We have a user that might request access to a certain view, report etc. However this request for access is being sent to different admins within the workspace, is is possible to set who the "approver" is of these requests? If not what are the rules
      • Boolean Fields in Mail Merge Displaying as Checkmarks

        I'm really liking the new mail merge functionality. It's replaced the Zoho Sign extension for us. One problem I've seen is that boolean operators (i.e. Checkbox fields) in CRM merge as "True" or "False". This looks a little ugly in my final document — is there a way I can get those to display as checkboxes?
      • Formula in Sub Form

        Hello - I have created a sub-form and the data is going to be insurance policy information. However some of the policy amounts are based on a percentage of a main coverage. For example, Debris removal coverage is 5% of the main dwelling policy. Is there
      • Zoho cases and remote work api

        How to use zoho cases listing api? When i try to hit the endpoint specified in the docs , i get the error : the page you are looking for does not exist with a 401.
      • Email alias already exist

        Hello, I'm getting an error message the email alias already exist when attempting to add 2 email addresses. The emails are associated with an account I deleted. I started a new account and need to add them back to get 1 email at each. I have an open ticket
      • Migrate emails from a shared mail box to a private mail box

        How is possible migrate a shared mail box if the migration tool require a password, and the shared mail dosent have ?
      • Next Page