5 ways to secure your Zoho One organization

5 ways to secure your Zoho One organization

In observance of National Cyber Security Awareness Month, we'll discuss all the ways you can protect your Zoho One organization in this article.

1. Monitoring incidents

The first step in securing your organization is monitoring and identifying your weaknesses and vulnerabilities. Zoho One's new Dashboard is a handy tool that identifies threats faced by your organization. The Sign-in Details graph lets you assess the sign-in attempts of all users, the location and time of the attempt, and even the device used for signing in.

The Dashboard has already helped our users understand the threat to their organization's security and the tools they have to combat it. Here is some of their feedback:
  • I really love these new reports! I have browsed the reports, and I am seeing 1,585 failed login attempts in the past 7 days, most of them from outside the country. This is bringing a lot of insight and helping to educate users about security. - Christophe Mendéz, Operations Director - MZ Consultants
  • Great update! One of the most interesting things I have seen is the number of failed logins from around the world. Thankful for MFA [multi-factor authentication]. - Gordon Mankelow, Business Technology & Zoho Specialist - Relativity Limited
  • SPOT ON! Many customers don't bother [turning on MFA], but I believe it is essential. That said, in my list of failed logins are numerous IMAP logins from abroad. - Matt Koopmans, Founder & Director - Aurelian Group
Once you know where your problems lie, you can start fixing them. Learn more about dashboard and reports.

2. Access management

According to the 2019 Verizon Data Breach Investigations Report (DBIR), 34% of breaches occur due to internal actors, and most of these internally-caused incidents are not intentional. They are merely user errors. This highlights a need for stricter access management—the tighter the user access control, the fewer vulnerabilities for malicious parties to exploit.

A common pitfall for most of our users is enabling all the apps in their Zoho One bundle right away and granting everyone access to them. Use the Applications tab in Zoho One to ensure that only the right people have access to the right tools. For example, your support agents wouldn't need access to Zoho Books or Zoho Campaigns. Invest some time into auditing and managing your users' access.

Continuous access management with Zoho One

Regularly auditing your users' access and making changes manually might be infeasible in the long run. This is why we suggest you use Conditional Assignments in Zoho One. Conditional Assignment can automatically assign apps to existing and future users based on rule-based conditions. You can configure a condition to assign specific application roles to specific users, further fortifying access-based security. Learn more about Conditional Assignment.

Secure, trusted access points

Speaking of access management, securing physical access is just as important as securing digital access. We strongly suggest you make use of Zoho One's Allowed IPs feature to prevent malicious parties from gaining access to your organization. This feature follows the positive security model and allows your users to access their Zoho One accounts only from secure and trusted IP addresses. Learn more about Allowed IPs.

3. Secure delegation

The Verizon DBIR goes on to explain that the leading reason for security incidents is Privilege Misuse, which includes Unauthorized Access. Although "unauthorized access" sounds like complicated technical jargon, it is a simple concept—people signing in to accounts they shouldn't be signing into, often using credentials they obtain by unofficial (although not illegal) methods. A good example is a Zoho One Organization Owner sharing their credentials with an HR Manager, enabling them to add new employees to the organization. Even if the reasons behind the action are innocent, it leads to serious long-term problems.

If you find yourself in a situation where you need additional people operating your Zoho One organization, we strongly suggest that you use Zoho One Admins and App Admins to securely delegate responsibilities. Learn more about Admins.

4. Single sign-on

When talking about single sign-on (SSO), people tend to focus on convenience and ease-of-use. However, the biggest advantage of SSO is security. Not only does it eliminate the use of multiple passwords and the horde of problems they bring, it also follows the SAML 2.0 standard, ensuring only your users can access your applications. Learn more about using Zoho One as a SAML IdP.

5. Policy-based MFA

Using multi-factor authentication (MFA) is the first piece of advice given to organizations by almost every security expert. The only downside of MFA is that the more secure your authentication factors are, the harder they are to use. For example, using a hardware authenticator like Yubikey (which Zoho One now supports) is highly secure, but hard to use as it involves maintaining an additional hardware device. On the other hand, SMS-based OTPs are easy to use as they're tied to your mobile number, but they are considered the least secure form of MFA.

One way to handle this duality is through Zoho One's Security Policies. We suggest you create multiple security policies with varying degrees of security, and apply them to users based on their risk factor. Ask yourself which employees are handling your organization's most sensitive data. For example, Systems Admins or Payroll Managers may need stricter security policies than Sales Agents and Marketers. Learn more about Security Policies.


Now that you know the purpose of the different ways you can protect your Zoho One organization, we hope you'll be able to monitor and manage your security better! Happy National Cyber Security Awareness Month, and feel free to share your feedback in the comments section.

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