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

        • 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

        • Increase subscription prices for existing subscriptions

          Hi, Does anyone know how we could achieve the ability to increase the subscription fee for our existing customers based on a % increase. We are not yet using Zoho Billing (Subscriptions) and I'm not sure if it is a good fit for us. But we would need to

        • 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

        • Spell Check default language

          Hello All, Is it possible to set the Spell Check default language? I can't find it in the settings. Thanks a lot! Levente

        • Change Last Name to not required in Leads

          I would like to upload 500 target companies as leads but I don't yet have contact people for them. Can you enable the option for me to turn this requirement off to need a Second Name? Moderation update (10-Jun-23): As we explore potential solutions for

        • 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

        • How to Add Break line / Return on button click

          I need to return the text concate with difference field from lead with line break i try "\r" ,"\n" "<br>" return "ali \r\n <br> baba"; None of above work.  i expected result something like this  ali baba but got this  ali \r\n <br> baba so, how can i

        • 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?

        • Automate data upload process like reports

          I'll start with the end in mind.  I want to basically keep certain creator tables updated with data that are in a sql database/tables in our office (employees, active jobs, employee positions) so I can reference that data and not have to duplicate it by hand every time someone adds a new job or employee in the office desktop software.  Here are some thoughts I had about how to do this, but am unsure as to whether any of them are actually possible and how to go about it from there: Is there any way

        • 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?

        • Custom API - Need to create a string return value, not only MAP

          @Support: When creating a Custom API it only allows a return from a function of MAP type. The service I'm using requires a string return, how can this be achieved?

        • How can I insert and update field data of a sub-form without adding data into the main form’s mandatory fields.

          1. I have a main form that contains a sub-form. I need to update the data of the sub-form from a function, but I am unable to do so. How can I achieve this in Zoho Creator? 2. How can I insert data into a sub-form without inserting data into the mandatory

        • 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.

        • Pop Up

          Hello, I want to automatically display the information of the attached data in the product module in the related list section of my data in the lead module when the current time matches the "Call Time" field of my data in the leads module. How can I achieve

        • 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

        • Field Update: can't find a custom multi-line text field in the options list

          I want to update a custom text field (large size multi-line: 32000 characters) that I have added in the Accounts module using this functionality https://help.zoho.com/portal/en/kb/crm/automate-business-processes/actions/articles/field-updates , but I

        • 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

        • Note not being pulled for other modules in email template

          Hi there, Currently i am creating an email template that is able to pull the data from notes field in estimate module and email it to procurement team where they will be able to receive the email with the contents of the note, i am unable to replicate

        • 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

        • Next Page