Features in the Spaces UI

1. Action Panel

1. Centralize actionable items from multiple Zoho apps.
   
2. Show a unified list of reviews and prioritization.
   
3. Manage your daily workload without app switching.
   

1. Quickly review, prioritize, and act on tasks without switching apps.
   
2. Save time by ensuring nothing important slips through the cracks.
   
3. Enhance efficiency by centralizing workload management.
   

2. Dashboard 2.0

1. Create up to 15 public and 20 private dashboards.
   
2. Pin up to 15 dashboards.
   
3. Use three new widgets: Metrics, Lists, and Link.
   
4. Link options for single URLs or multiple quick links.
   
5. Get flexible customization for layouts and widget arrangements.
   

1. See a centralized view of key business data.
   
2. Use fully customizable and shareable dashboards.
   
3. Get faster insights and better decisions.
   

3. Quick Nav navigation assistant

You can open Quick Nav anytime using Z + Space or by clicking in the top-right corner. Simply type what you're looking for—such as an app, a module, a contact, or even a Cliq command—and jump directly into it.

1. Universal search: Instantly locate apps, modules, and sub-modules across all Zoho applications using a single search bar.
   
2. Quick contact lookup: Type @ followed by a person’s name to find and connect with contacts across your organization.
   
3. Command execution: Use the / slash command to trigger Cliq's built-in or custom commands directly from Quick Nav.
   
4. Pinned actions: Pin your most frequently used apps, modules, or workflows for one-click access.
   
5. Easy access: Launch Quick Nav anytime by pressing Z + Space or by clicking in the top-right corner.
   

1. Accelerate navigation across Zoho apps, saving valuable time.
   
2. Boost productivity by reducing app-switching fatigue and helping users find what they need faster.
   
3. Provide consistency with a single, familiar interface for search and navigation.
   

4. Unified Availability Status (UAS)

1. Centralized status management: Update your availability once, and it reflects everywhere without switching between multiple apps.
   
2. Quick access: Navigate to the UAS panel from your Profile Pane in Zoho One.
   
3. At-a-glance view: Instantly view your current status through a color-coded icon on your profile picture.
   
4. Integrated actions: Set a new status, check in, or apply for leave (if your organization uses Zoho People) in just a few clicks.
   

1. Streamline communication and collaboration by keeping your team informed of your real-time availability.
   
2. Enhance productivity by eliminating repetitive updates across multiple applications.
   
3. Promote transparency and coordination, especially for distributed teams.
   

Features in the Application module

1. Multi-User App Assignment

1. Bulk assignment: Assign apps to multiple users simultaneously with role-specific controls.
   
2. Conflict detection: Identify and resolve assignment conflicts proactively for complete transparency.
   
3. Streamlined onboarding: Simplify app assignment for large teams, reducing administrative effort and errors.
   

1. Speed up user onboarding by handling multiple assignments at once.
   
2. Ensure accurate app assignment with conflict management.
   
3. Enhance productivity and administrative efficiency across the organization.
   

2. Unassign User from Application

1. Use a simple unassignment option within each app.
   
2. Get data-transfer prompts for apps that require ownership updates.
   
3. Support temporary or permanent access removal.
   
4. Fix incorrect or outdated app access.
   

1. Prevent unauthorized access during role or staffing transitions.
   
2. Ensure application data is reassigned smoothly.
   
3. Maintain organized and controlled access across the system.
   

3. User Unification

1. Automatically sync user profiles.
   
2. Map fields between Zoho One and connected apps.
   
3. Maintain a single source of truth for user data.
   

1. Reduce administrative overhead by eliminating duplicate data entry.
   
2. Ensure data consistency and accuracy across all Zoho applications.
   
3. Speed up onboarding and role changes by automatically propagating updates.
   

4. Web Tabs

Key features and capabilities

1. Unified interface:  Access both Zoho and external third-party applications within one platform. No more constant tab switching; stay focused with all your apps in one place.
   
2. Admin control: Choose how integrated apps should open, either within Zoho One as a Web Tab or in a new browser tab. This gives the admins flexibility and control over the user experience.
   
3. Centralized productivity: Keep your entire workflow unified, boosting efficiency and collaboration across tools.
   

1. Simplify daily operations by bringing all tools under one unified dashboard.
   
2. Reduce context switching, improving focus and overall productivity.
   
3. Provide flexible control to tailor how apps are accessed within Zoho One.
   

Features in the Users module

1. Delete User

1. Structured deletion workflow: Before fully removing a user, Zoho One walks you through essential steps to prevent data loss or disruption to services.
   
2. Safe and controlled: Deleting users synced from Directory Stores or AD Sync tools must be done manually from the source, or the deletion may be reverted.
   
3. Group and department cleanup: The user is automatically removed from all groups and departments. However, if these are actively used in Zoho services, some functionalities may be affected.
   
4. License retention: The user’s license remains occupied until they are completely removed from the system.
   

1. Transfer application ownership: Ensure ownership of Zoho applications is reassigned.
   
2. Check directory application status: Review user involvement in directory-level apps.
   
3. Manage directory store integrations: Reassign or update ownership as needed.
   
4. Transfer department ownership: Shift control of departments the user manages.
   
5. Handle application data: Securely transfer and store critical data.
   
6. Update reporting hierarchy: Assign reportees to a new manager.
   
7. Manage employee devices: Handle any business data on user’s devices.
   
8. Update employee profiles: Manage the profile in Zoho People.
   
9. Account management: Oversee the user’s account across Zoho applications.
   

1. Prevent accidental data loss with a guided workflow.
   
2. Automatically remove users from groups and departments.
   
3. Get support for directory-integrated accounts (with manual deletion required at the source).
   
4. Retain the user’s license until they’re fully removed.
   
5. Get prompts for key tasks such as:
   
6. Transferring app ownership
   
7. Updating reporting hierarchy
   
8. Managing employee devices
   
9. Handling directory store integrations
   
10. Securing or relocating application data
    

1. Ensure secure, controlled user removal.
   
2. Protect important business data.
   
3. Reduce disruption to teams and workflows.
   
4. Maintain a clean and accurate user directory.
   

2. Lite users in Zoho One

1. Use two license types:
   
1. Zoho One full license
   
2. Lite User license
   
2. Assign one or more Lite add-ons based on requirements.
   
3. Available add-ons include:
   
1. Mail-only
   
2. Books: Lite Accountant
   
4. Tailor access for external contributors or role-specific users.
   

1. Reduce unnecessary licensing costs.
   
2. Provide access only to the apps users actually need.
   
3. Make onboarding external and temporary staff easier.
   
4. Support a wide range of user profiles without overwhelming permissions.
   

Features in the Groups module

1. Smart Groups

1. Set rule-based grouping using attributes like:
   

1. Department
   
2. Location
   
3. User creation date
   
4. Language
   

1. Get dynamic updates as user information changes.
   
2. Scale easily for growing organizations.
   
3. Reduce manual oversight for access management.
   

1. Save admin time by automating group assignments.
   
2. Keep access and permissions up to date.
   
3. Ensure consistency and reduce user-management errors.
   
4. Make onboarding and role transitions smoother.
   

1. Reduce administrative effort: Automate the grouping process, saving time and reducing the risk of errors.
   
2. Ensure consistent access control: Maintain up-to-date group memberships, ensuring users always have the appropriate access.
   
3. Scale with organizational growth: Easily accommodate changes in the organization, such as new hires or departmental restructuring.
   

1. Regional teams: Automatically assign users from specific time zones or countries to regional teams.
   
2. Departmental access: Group users by department to streamline access to department-specific applications.
   
3. Language preferences: Create groups based on language preferences to tailor communication and resources.
   Example: Automatically assign all users in Indian Standard Time (IST) to the India Sales Team group using a rule like "location = India."

Features in the Domains module

1. Domain Unification

1. Centralized domain management: Manage all your domains across Zoho apps with Zoho Directory serving as a unified console. View domain details, authentication status, hosting records, and associated applications.
   
2. Email authentication and hosting: Configure SPF, DKIM, and mail hosting settings from a single interface to strengthen your organization’s email security and deliverability.
   
3. Easy enrollment: Add and verify domains once to automatically confirm employee accounts with domain-based email addresses.
   
4. Custom sender addresses: Set up branded, domain-based email addresses for marketing, sales, or communication to enhance brand visibility.
   
5. Data synchronization: Domain data is automatically synced across all connected Zoho services, ensuring consistency.
   
6. Mail aliases and LDAP sync: Assign group mail aliases or automate user enrollment by syncing LDAP-based domain users.
   
7. Password reset control: Enforce password resets for users with verified primary domains for added security.
   

1. Bring unification to domain management by eliminating repetitive setup across apps.
   
2. Make user onboarding faster and more efficient through automated verification.
   
3. Enhance branding with custom, domain-based communication addresses. Learn more
4. Improve security and compliance through centralized authentication and control.
   

Features in the Security module

1. Bring Your Own Key (BYOK)

1. Custom key management: Organizations can use their preferred key management service (KMS) to manage encryption keys.
   
2. Enhanced security: By using their own encryption keys, organizations maintain full ownership and control over their data encryption processes, ensuring that sensitive information is protected according to internal security policies.
   
3. Compliance alignment: BYOK supports organizations in meeting strict compliance and data protection regulations by allowing them to manage encryption keys in accordance with industry standards.
   

1. Integrate your existing EKM: Organizations can integrate their existing EKM with Zoho One:
   
1. Configure the key in Zoho Directory.
   
2. Zoho sends a request to the EKM to encrypt the DEKs provided by Zoho.
   
3. The encrypted DEKs are stored in Zoho's in-house KMS.
   
4. To decrypt the DEKs, Zoho sends a request to the EKM, receives the plain DEKs, and caches them temporarily for use.
   
2. Manual key upload: Organizations can manually upload an encrypted KEK to Zoho Directory. The process involves:
   
1. Extracting the public key from a certificate provided by Zoho
   
2. Using this public key to encrypt and hash the KEK
   
3. Uploading the encrypted KEK and its hash to Zoho Directory
   

1. Retain complete control over your encryption keys, reducing reliance on third-party providers.
   
2. Ensure that data is encrypted and decrypted only by authorized entities, enhancing overall data security.
   
3. Facilitate adherence to data protection regulations by managing encryption keys according to specific requirements.
   

BYOK is available upon request and is restricted to paid plans. Only super admins and admins can add and manage keys in the Encryption (BYOK) tab.

2. Conditional access and Routing policies

Conditional access:

1. Admins can set sign-in conditions for groups or users based on factors like IP address, location, device, time, and more.
   
2. When the conditions are met, actions gets triggered. There are three actions: allow access, allow with MFA, or deny access.
   
3. Multiple conditions can be combined, requiring either all or any conditions to match for access.
   

Routing policies:

1. Admins create groups based on the login method required.
   
2. Each group is assigned a routing policy to enforce one authentication method:
   
1. Password: Standard login with user password
   
2. Passwordless: OneAuth, Google Authenticator, Passkeys, SMS OTP, and more
   
3. Social login: Log in via Google, Facebook, LinkedIn, etc.
   
4. Identity providers: SSO via any IdP supporting SAML or JWT
   
3. Session management options like Session Lifetime and Idle Session Timeout automatically sign users out after a specified period.
   

1. Get flexible sign-in conditions.
   
2. Set rules based on IP, device, location, or time.
   
3. Allow, deny, or require MFA.
   
4. Add multiple login methods (password, OTP, passkeys, SSO, and social logins).
   
5. Use Session Lifetime and Idle Timeout options.
   

1. Ensure users meet contextual requirements before gaining access.
   
2. Allow flexible login methods tailored to groups.
   
3. Reduce risk from idle or long sessions.
   
4. Enforce security standards and governance across the organization.
   

New module: LDAP

1. Cloud LDAP 

1. Centralized user management: Integrate Zoho One with LDAP-compatible applications such as Linux systems, Atlassian Jira, OpenVPN, and printers, ensuring a unified approach to user authentication across various platforms.
   
2. Secure authentication: Utilize LDAPS (LDAP over SSL) to ensure encrypted communication between Zoho One and LDAP clients, safeguarding sensitive user credentials during transmission.
   
3. Simplified administration: Manage user identities and access permissions efficiently, reducing administrative overhead and enhancing Anomaly Detection.
   

1. Remove the need for on-prem LDAP servers.
   
2. Strengthen security for legacy systems.
   
3. Simplify identity and access management across your environment.
   

Features in the Directory Stores module

1. Google Workspace in Directory Stores

1. Configure your setup by defining field mapping, settings (including password notifications), status sync, criteria, and schedule sync, and then import users.
   
2. Automatically import new users into Zoho Directory.
   
3. Eliminate manual updates with real-time synchronization.
   

1. Centralize user management.
   
2. Ensure consistent user profiles.
   
3. Cut down on repetitive admin work.
   

2. Group Sync

1. Import your groups from external directories.
   
2. Keep Zoho groups always up to date by syncing any changes, additions, deletions, or member updates automatically at scheduled intervals.
   
3. No manual intervention is required once the sync is configured.
   

1. Schedule group synchronization.
   
2. Automatically apply updates to membership.
   
3. Reduce manual oversight.
   

1. Streamlined group management: Automatically reflect changes from your external directory in Zoho, eliminating manual updates.
   
2. Consistent user access: Ensure users are always in the correct groups, maintaining accurate access control and permissions.
3. Time-saving: Automate group maintenance, freeing up admin time for other tasks.
   

1. Use it with both Zoho One and Zoho Directory.
   
2. Centralize and simplify group administration
   

New module: RADIUS

1. RADIUS

1. In a home setting: Authentication is simple. A device (called a supplicant, like a laptop or phone) requests access to the network. The router acts as a network access server (NAS) and authenticates the device using a pre-shared key (PSK). Since there are only a few users, managing access is straightforward.
   
2. In an enterprise setting: Managing Wi-Fi access for many employees becomes complex. RADIUS simplifies this by storing all employee credentials in a centralized database. Advanced protocols like EAP-TTLS (Extensible Authentication Protocol Tunneled Transport Layer Security) create secure TLS tunnels for encrypted data transfer. Within these tunnels, credentials are sent securely using PAP (Password Authentication Protocol), ensuring both security and resistance to attacks.
   

Zoho Directory integrates RADIUS authentication into your Wi-Fi setup, allowing employees to use their Zoho Directory credentials to connect. When a user attempts to access the network:

1. The credentials are sent to Zoho Directory servers.
   
2. The server verifies the credentials and sends back either an acceptance or rejection message.
   

1. Centralize user authentication for Wi-Fi networks.
   
2. Get secure tunnels via EAP-TTLS.
   
3. Set individual user credentials for better access control.
   
4. Integrate with Zoho Directory for identity management.
   

1. Store all credentials securely in one centralized place.
   
2. Reduce the risk of unauthorized access with individual credentials.
   
3. Easily manage access for large teams or multiple locations.
   
4. Ensure encrypted, secure transmission of credentials with EAP-TTLS and TLS.
   

Features in the Reports module

1. Audit logs

1. Capture who performed an action, what was changed, and when it occurred.
   
2. Include detailed records of activities such as adding applications, importing bulk users, updating, configuring, and more.
   
3. Use it as a vital tool for troubleshooting, compliance, and security monitoring.
   

1. See detailed chronological logs.
   
2. Get records of user actions, configurations, imports, and more
   
3. Diagnose issues and track system behavior.
   

1. Enable administrators to investigate access issues or permission changes.
   
2. Support regulatory compliance with detailed, traceable records.
   
3. Offer visibility into system usage, ensuring that all organizational changes are accountable and transparent.
   

New module: Portals

1. Unified Client Portal

1. Get secure access for clients.
   
2. Support multiple apps in one portal.
   
3. Customize your home view.
   
4. Streamline management for client accounts.
   

1. Let admins manage all of their client interactions and resources from one platform that’s accessible only to their clients.
   
2. Get a secure, personalized, and easy-to-navigate interface.
   
3. Let admins assign applications to clients and manage their access easily.
   

New module: Anomaly Detection

1. Anomaly Detection

1. Get a timeline-based anomaly dashboard.
   
2. See detailed anomaly reporting with context.
   
3. Use admin actions for blocking, resetting, or marking safe.
   
4. Detect suspicious behavior early.
   

1. Identify and respond to unusual activities before they become threats.
   
2. Get insights into anomaly patterns by type, actor, and impact in the dashboard.
   
3. Take quick actions such as deactivating accounts or resetting passwords to protect organizational data.