Unification of email communication across all Zoho Applications

Unification of email communication across all Zoho Applications

Hello Users.

After reading these community posts for days, I would like to propose an enhancement to make all of our lives easier. It is about the outbound emails sent by any of the Zoho applications.

@All readers: if you find this a valid requirement, please don't forget to upvote this IDEA (top left of the message), as this will give Zoho a feeling of urgency.

Currently, we have to configure the email transport in almost any of the applications. Some Applications even do not allow modification of the transport, and most have different email dialogs. Still, to me, it looks like dealing with several companies or at least teams that only have casual cooperation about their email strategies.
Additionally, a lot of emails sent from Zoho directly (without introducing our own mail system) are going to SPAM or Junk folders as the recipient's mail provider (e.g. Microsoft, Google, or even CRM competitors) has no interest in removing Zoho's sender addresses from the SPAM lists. 
Recipients are fearing phishing attacks, as several emails sent by the same person over the day are all looking different, as they are sent by different Zoho applications.

In order for Zoho to present itself as ONE company to the outside world, and to allow us as users to communicate consistently from all Zoho tools, I suggest the following enhancement (which has been in place in most competitor products for a long time):

  1. provide a single email transport configuration per account. The Account administrator can configure the email domain, DKIM, DNS whatsoever at one central place.
  2. provide a state-of-the-art WYSIWYG editor for all the email message dialogs. 30% of the applications only provide plain text.
  3. give us the option to define the account-wide base template for an outgoing email
    - logo and position of the logo
    - make the emails look similar. Recipients should not fear phishing anymore. 
    - signature to use if not provided by the application (there are reasons to use team addresses; therefore the signature may have to be different)
    - default senders' email address, e.g. 'Users personal address'
  4. default every application, to use this central transport setting
  5. Each application must take care of
    - sender's email address (there may be reasons to let DESK use another email than CRM, as users need to use the right channel to reply.)
    - templates for the content of the emails (again, specific Applications provide different information, so the templates need to be different per application) 
    - allow similar apps to use similar email dialogs (e.g., Writer, Sheets, and Show are using different dialogs today), and their emails look differently to the recipients.
    - if set up centrally at the transport, put the signature parts into the mail. In Europe, we have obligations to send information about company registration, GDPR information, and 'unsubscribe' links in emails. Some applications don't require them, so users will omit them, which will be a business risk for us.

If you like this idea, please upvote it.
If you have additional requests, feel free to extend this idea.

Thanks Stefan


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