Smart Alerts: Protect users with configurable email alerts

Smart Alerts: Protect users with configurable email alerts

Email-based threats are becoming harder to identify and manage. Administrators need proactive ways to protect users from phishing, fraud, and policy violations. Standard filters can block emails, but blocking alone isn't always the most effective response. Sometimes, alerting users directly is a better approach. This keeps them informed without disrupting email flow.

Smart Alerts let administrators configure warning messages and disclaimers for incoming and outgoing emails based on conditions set.

What are Smart Alerts?

Smart Alerts are condition-based alerts that are triggered when an email matches the criteria set by the administrator. When a match is found, the configured action is applied.

Alerts can be set up for a specific user, a group of users, or the entire organization.

Why does this matter for admins?

  • Flag suspicious emails: Show a warning banner when emails arrive from outside the organization or from flagged senders.

  • Guard against phishing and fraud: Alert users when an email matches conditions linked to deceptive or fraudulent content.

  • Add outgoing disclaimers: Automatically include legal or policy disclaimers on emails sent by specific users, groups, or the whole organization.

  • Target the right users: Apply alerts to selected users or groups, and exclude specific users where needed.

  • Set alert priority: Control the order in which alerts are processed so the most important ones are evaluated first.

 Steps to configure Smart Alerts 

  1. Log in to Zoho Mail Admin Console and select Mail Settings on the left pane.

  2. Navigate to Smart Alerts and select Incoming/Outgoing Alerts.

  3. Click Create Now or select the Create button from the top menu, if there are any existing alerts.

  4. Provide an Alert Name and an optional Alert Description.

  5. Specify an Expiry date if needed.

  6. Select the Condition Type as Apply for matching conditions/ No Conditions. Apply to all emails. 

  7. Select one or more Conditions, the Operating parameter and the corresponding Action.

  8. Select the users, to whom you want to apply the alert from the Apply To section.

  9. Select the users you want to add to the list and click Submit. You can also remove a user from the list by clicking the Delete icon next to the user.

  10. Review your alert and select either Create alert or Create and enable alert.



    Nederlandse Hulpbronnen


      • Recent Topics

      • Desk Contact Name > split to First and Last name

        I am new to Zoho and while setting up the Desk and Help Center, I saw that new tickets created or submitted from the Help Center used the Contact Name field. This would create a new Contact but put the person's name in the Last Name field only. The First
      • Cliq iOS can't see shared screen

        Hello, I had this morning a video call with a colleague. She is using Cliq Desktop MacOS and wanted to share her screen with me. I'm on iPad. I noticed, while she shared her screen, I could only see her video, but not the shared screen... Does Cliq iOS is able to display shared screen, or is it somewhere else to be found ? Regards
      • How use .PK12 certifcate for sign

        Hello! Is it possible to use my personal digital certificate (as a COMMODO .pk12) to sign documents? Thank you
      • Restrict Zoho Cliq Webinars and Announcements to Admins Only

        Hi Zoho Team, We hope you're doing well. We would like to raise a feature request regarding in-app announcements in Zoho Cliq, such as the recent webinar popup about the Cliq Developer Platform: While these announcements are useful, they are not always
      • Blueprint - Mandatory file upload field

        Hi, File upload (as we as image upload) field cannot be set as mandatory during a blueprint transition. Is there a workaround? Setting attachments as mandatory doesn't solve this need as we have no control over which attachments are added, nor can we
      • Completed Calls don't associate with Scheduled Calls

        I schedule calls at specific times so that they are easily viewable on my phone. I open a given call on my phone and use the call icon at the bottom of the screen. I complete the call and select "yes" when asked if I want to log the call. I enter the
      • Number of decimal places

        Hi Latha, I have added the following three fields to the Company module. Currently, these fields only allow a maximum of 2 decimal places. However, for some of our requirements, we need to enter values with up to 10 decimal places. Could you please help
      • Integrations of freelancing websites

        It is a customized effort which we require to be implemented on our Zoho recruit. We want that Upwork and Freelancer and other such freelancing websites get integrated into our Zoho Recruit, so that, any communication which we do with the candidates from those websites gets directly recorded on our Zoho recruit and we don't have to move back and forth by opening any other application other than Zoho. If this can be done, we think of managing the entire communication through Zoho recruit and use it
      • Workflow Preventing others from editing

        Using workflows in WorkDrive to implement a document review process has been extremely helpful in my organization. The only problem is that other users who have access to the document via standard document sharing rules are unable to edit the document.
      • Zoho CRM Layout Rules: Nine New Actions, Profile-Based Execution, and Interactive Preview

        Hello everyone, Availability: This feature is now available for customers in the JP and SA DCs. It is planned to be released for other customers in soon. We’re excited to announce powerful new enhancements to Layout Rules in Zoho CRM - a feature built
      • Zia AI capabilities now available in all paid editions

        Hello everyone, We are expanding the availability of AI-powered features in Desk to the other paid subscriptions from 7th July 2026. Right now, the following AI-based features are available for Enterprise edition users: Intelligence: Sentiment analysis,
      • MCP > Creator connection failing with Claude

        I'm trying to get claude to access any of my Zoho Creator apps and it keeps failing. I have enabled all tools for creator and ensured in claude settings that everything is authorised. Here is what claude says : Unfortunately, the error messages I'm receiving
      • Zoho Analytics UI Bug

        Hello, all, The Aggregate Formulas in Zoho Analytics' list of fields have a 3-dot menu: If the formula has a long name, the name is not fully visible in the list, and a 3-dot menu is not accessible from it: This is not convenient, especially when the
      • Poor Zoho Support

        Been trying to reach support via telephone and email. The support has always been slow to respond but now its been two weeks without a return call. I have even sent them screen shots of the problem I've having with no results. Is anyone had the same problem.
      • Help me recover my account

        business@heymods.mobi is an account I registered two years ago. My domain is no longer valid, and I cannot access the admin page. I also subscribed to a $12 service, but I cannot configure the domain. Please help me set xunmeng.app@gmail.com as the admin,
      • I cannot receive emails

        I cannot receive email sent to my personal email account. I can send them but not receive them. I don't have a domain. Zoho direct email. Please help
      • What's New in Zoho Inventory | June 2026

        Hello users, June 2026 introduces a range of exciting enhancements to Zoho Inventory. With the full rollout of the Zoho Inventory Windows application, the launch of Terminal Payments, and new tracking combinations in Advanced Inventory Tracking, you can
      • I don't have access to my signup email.

        Hi, I don't have access to my signup email. I signed up while using the Loveabe app. I don't have access to the app that I built with the email ramonsepulveda@dreamgiftsfinder.com. Please help me cancel my account with you through that email.
      • Update on default settings for AI features in Cliq

        Hello all, We'd like to provide clarity on a recent change to AI feature defaults in Cliq. As part of our regular review of AI features conducted in April 2026, we re-evaluated how these features are enabled by default. We've decided that the AI features
      • Zoho CRM custom button function, how to add line breaks/ new lines in the return message

        When creating button function in CRM it requires a `return "";` Then when the button is client by the user a message pops up with what ever is returned from the function. But I want to have a message with multiple lines, meaning I need to add a line break
      • Email not Received

        No email has been recieved except welcome email and one more email in 2025.
      • i cant renew my domain bfftube.cloudns.cc

        i cant renew my domain bfftube.cloudns.cc because its a free subdomain from cloudns and you cant renew it its always active can some fix this becasue again there is no way to renew it becasue its free subdomain and again its always active
      • Custom Button Creation from Layout Editor in Zoho CRM

        Hello All, Buttons in Zoho CRM act as triggers that perform a specific action when clicked. Zoho CRM includes a set of system buttons that help you carry out common actions with a single click. Beyond these, your organization can create custom buttons
      • Mise à jour de Zoho Books – France

        Chers clients, Merci pour votre patience et votre soutien continu. Avec les évolutions réglementaires à venir en France nous introduisons de nouvelles fonctionnalités dans Zoho Books pour les clients français. Ces mises à jour ont été conçues pour répondre
      • How to Switch from Outlook for Mac to Outlook for Windows

        The most often used file formats for users to manage crucial data are OLM and PST files. PST files keep a copy of data on the configured system from Outlook, while the OLM file contains the Mac Outlook data items, which are only accessible with Outlook
      • Different languages for users

        Hello, Do you plan to enable individual users to select their languages for interface? Currently language can be changed for everyone - it looks like a settings for a whole portal, which is not good when you are working internationally. Best regards,
      • Issues migrating Google email

        I am considering Zoho because Google will start charging for G Suite legacy free edition.    So, a key element in my decision is the ability to migrate as much from Google as possible.  I am giving email a try first, but after hours of trying, I can't
      • "Print" option of GET Expense Report API not working

        Hello! I have been trying to use the "print" option of the GET Expense Report API but it seems the option does not alter the output. Is there an issue with the API or am I using it wrong? Here's my request code, in Deluge: response = invokeurl [ url :"https://www.zohoapis.com/expense/v1/expensereports/"
      • Related List Expanded View in Zoho CRM: see more related records at a glance, filter and take bulk actions

        Hello everyone! Related lists show you the records connected to what you're working on: contacts under an account, activities tied to a deal, products linked to a quote. But until now, you could only see 10 records at a time. If you needed to filter results
      • Add Comprehensive Accessibility Features to Zoho Writer

        Hello Zoho Writer Team, We hope you are doing well. We would like to submit a feature request to enhance Zoho Writer with a full set of accessibility tools, similar to the accessibility options already available in the Zoho Desk agent interface. 🚧 Current
      • How to automatically update a % field according to a dropdown field in the Quote table

        Hello there, I have following couples: Success % Status 0% NP 30% No Feedback 50% PR 80% Opp. Concreta 100% A I would like the Success % field (percent) to automatically update based on the item of the Status field (dropdown). The fields are within the
      • CRM iOS App Missing Tags support

        Hi, I remember reading either a tread on iOS (Maybe Later) & Android (i believe Now Supported) regarding “Tags” in the mobile apps unfortunately I can’t seem to find either. Could we clarify are “Tags” support coming to CRM iOS app as searching the forums
      • Marketing Tip #41: Add a clear value proposition to your homepage

        When someone lands on your homepage, they should understand what you sell and why it is worth exploring within 5 seconds. If your homepage is too vague, cluttered, or focused only on design, visitors may leave before they even start browsing. A strong
      • Zoho Writer adds conditional logic and AI assistance to formulas: A step toward dynamic document automation

        Hi users, We are excited to announce new formula enhancements in Zoho Writer. This includes: New string formulas: Use 12 new string functions to dynamically transform and manipulate text in documents and automation templates. Conditional formulas: Configure
      • What's New in Zoho Billing | June 2026

        Hello users! June brings a new set of updates to Zoho Billing designed to strengthen how you manage subscriptions, customise your records, and handle expense documentation. This month's highlights include a new one-time addon quoting workflow for subscriptions,
      • [Zoho Writer webinar] Driving productivity through document automation

        Live webinar on July 9, 2026 | Time: 2 PM IST | 2 PM EST Hi Zoho Writer users, Creating, reviewing, approving, and distributing business documents manually can slow teams down and introduce errors. Join our live webinar to learn how Zoho Writer helps
      • Free Webinar Alert! Zoho Workplace + Zoho Billing: Align Rev-ops and collaboration for greater efficiency

        Hello Zoho Community! Want to make your billing process more connected and efficient? Join our upcoming webinar to see how Zoho Workplace and Zoho Billing work together to streamline your day-to-day operations. In this session, we'll show you how to manage
      • Canvas View: Add font family selection (incl. Google Fonts / Hebrew & RTL fonts)

        Hi Zoho CRM team, The Canvas design suite (List View, Tile View, Table View and Record Detail) currently allows customizing font weight, size, color, alignment and case - but there is no option to choose the font family. All text is rendered in the built-in
      • Introducing Spotlight Forms

        Hey form builders! If someone opens your form, sees the wall of fields ahead, and quietly closes the tab. It may not be because the questions were hard. It could be because the experience felt like too much. Which is why we have now introduced a new form
      • 【無料/オンライン】7/22開催|Zoho ワークアウト|ユーザー同士で学び合うオンラインもくもく会

        ユーザーの皆さま、こんにちは。 コミュニティグループの中野です。 7月開催の「Zoho ワークアウト」のご案内です。 本イベントは、Zohoユーザー同士で交流しながら、 設定・検証・運用改善を進めるオンラインの「もくもく会」です。 「設定を進めたいけれど、一人だと手が止まってしまう」 「他社がどう活用しているのか知りたい」 「同じ課題を抱える仲間と話したい」 そんな方にぴったりのイベントです。 ▶︎ 参加登録はこちら(無料 ) URL:https://us02web.zoom.us/meeting/register/t7lA28wlQceRW6sZpeFEhQ
      • Next Page