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

        • 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
        • 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 ?
        • Support poor service

          I just wanted Zoho support to give me some more concrete answers. I’m facing SMTP error issues, and they told me that the South American IP was experiencing problems, but they didn’t provide an estimate for when it would be resolved. Now my company is
        • Zoho say my domain seems to be already associated with another account

          I created a zoho account for try my domain mail configuration. When I want to add my domain in this page https://mailadmin.zoho.com/hosting?plan=free then this shows an error that is "This domain is already associated with this account a*****n@f*****."
        • Incorrect Device Time

          Hi On my windows laptop I can't sign into Zoho mail due to "incorrect device time". I'm in Toronto, Canada. How can this be resolved?
        • Get user images by API

          Hi For our internal management software, I want to retrieve user photos via REST API: curl --location --request GET 'https://profile.zoho.com/file?fs=thumb&ID=<zoid>' \ --header 'Authorization: Zoho-oauthtoken <token>' The token has `profile.userphoto.ALL`,
        • Depois de 1 ano não consigo receber e-mail

          Consigo enviar e-mails mas não estou recebendo nenhum e-mail isso aconteceu pontualmente após eu completar 1 ano de uso. Me ajudem por favor
        • Submitted form URL

          I am using the feature "Include a link to allow respondents to edit their responses" for the first time. This URL is included in the email sent to the user after they press Submit. If a form is Saved, there is a section called Partially Saved Entries
        • Function for Emails tranfer from Lead to Deal

          Hi Due to the fact that my Deals conversion needs to be done in 2 ways - depending on the fact if those records already exists or not - resources in fields are different. I am making function control conversation for Leads but I have problem with transferring
        • Create a new immigration service- Similar to immigration law software

          It will be good if you can build a new service. Data will be pulled from the employee form. Then automatically users should be able to complete immigration forms like I 129, ETA 9089, ETA 9035 E, G- 28, W4, I 9 PDF forms and then be able to send for signature with Zoho sign. Immigration Softwares like docketwise can be used for ideas. The advantage with this it sits within Zoho people and employees don't have to feed data in another system
        • Accessibility in Zoho CRM: Not just a feature—a way to empower

          For instructions on setting up these controls, please check this help document: Configuring accessibility controls. Hello everyone, Today (December 3, 2024), on the International Day of Persons with Disabilities, we begin our journey towards a CRM that
        • Zoho Meeting very bad video quality

          Hello, I need 1080p HD on my Zoho Meeting as explained here: Low Resolution/Quality Video (zoho.com) Currently, video quality is lagging with 400mb internet which is not acceptable for my business. My 1080p 60FPS webcam performs well on platforms like
        • Contacts with Deals not appearing.

          What: I simply want to see all of the contacts that are tied to an open deal Problem: In Contacts Module > When filtering on Contacts with an open deal, Zoho only shows some Contacts instead of all. Details: More specifically, I should have ~200 contacts
        • Auto-sync field of lookup value

          This feature has been requested many times in the discussion Field of Lookup Announcement and this post aims to track it separately. At the moment the value of a 'field of lookup' is a snapshot but once the parent lookup field is updated the values diverge.
        • CRM limit reached: only 2 subforms can be created

          we recently stumbled upon a limit of 2 subforms per module. while we found a workaround on this occasion, only 2 subforms can be quite limiting in an enterprise setting. @Ishwarya SG I've read about imminent increase of other components (e.
        • Version of Cliq included with Zoho One and Limitations

          I'm confused by the information presented in the application detail page of Zoho One. I'm a solopreneur with a single-seat Zoho One Enterprise license and I need to communicate externally .. extensively. The plan details page suggests channels are limited to 100 members. Whereas the pricing plan comparison page on the Cliq marketing site says 2500 for enterprise level.  If it's 100... that's going to kill my use case as it is my understanding that external customers can only be communicated with
        • Resubmit for Approval for Zoho Books Module in CRM

          The integration between CRM and Books is great, but it is incomplete in many areas. One of them is if an estimate/invoice/sales order is rejected, the users in CRM cannot resubmit it for approval. Let's face it, sales people will mostly be in CRM and
        • How to get a list of selected records into a button-function? Here is how!

          So, you might know already how to get a button on a page somewhere and perform actions with a function when pressed, but how about a button that only works with the records you selected in the list view? The button selected is a custom button in the modules
        • Upload edited meeting recording for attendees to download

          Hi Would it be possible to let meeting organisers upload an edited version of the meeting recording? Usage case: most of us probably start a meeting 15 minutes before the official start time. It would be nice to trim that dead time off the recording.
        • Why does the embed feature within the article editor seem to be not functional?

          I would like to embed media into an article, but that feature seems to be non-functioning. Am I doing something wrong? to clarify, I do not want to create an article by embedding. I want to embed media into an article I have created in a manual.
        • Get all fields using COQL

          Hi Is it possible to get all the fields of a record using COQL?. Something similar to select * from Accounts in SQL.
        • Mapping a new Ticket in Zoho Desk to an Account or Deal in Zoho CRM manually

          Is there any way for me to map an existing ticket in Zoho desk to an account or Deal within Zoho CRM? Sometimes people use different email to put in a ticket than the one that we have in the CRM, but it's still the same person. We would like to be able
        • Inquiry Regarding Image Display Issue in Campaign Duplication

          We are currently using Zoho Campaigns for email distribution to our clients. I would like to inquire about an issue we encountered. When duplicating a previously created and sent campaign from the "All Campaigns" section, the images used in the header
        • Can it change the language ?

          Hello ! The question is in the title ;) 
        • Notes and Notebook integration

          Maybe I missed it, but is there a way to synch notes in the desktop with the notes in the Notebook app? I've been combing through the help topics and other forum entries and not finding anything. When I downloaded the android app I assumed there was integration with the desktop notes. Is that not the case? thanks.
        • Tags on notes aren't syncing correctly on Android

          I've created notes on the desktop version that have several tags assigned, but on both my Android devices those notes only have ONE of those tags instead of all of them, despite the actual content of the note being correctly synced, and I'm also starting
        • Text formatting does not work (Notebook Mac)

          The text formatting does not work at all. It seems, that the program loses the selection and therefore hitting bold, italic, etc. does not do anything.
        • For Each Loop only returns 1st result of List, not the whole list?

          I have a custom function that collects event data from Google calendar using invokeURL. I want to create meetings in CRM from this URL response. The invokeURL response contains over 100 records and works perfectly (code line 2). Then I'm using a For Each
        • Zoho Sheet-Pulling in Data

          I have a module where we track POs, Bills etc (its easier for us this way). In this PO Module, we have a task related to a Job/Deal and various fields for costs. A Supplier on a Job might have several POs in this module for the job. I want to generate
        • Subform Data in v2 REST API

          What is the mechanism for adding subform data in the Creator v2 REST APIs?  There is nothing documented in the Data APIs documentation (https://www.zoho.com/creator/help/api/v2/).   I was able to determine how to GET the subform data by adding it to the
        • Next Page