Zoho introduced some important changes in how emails are managed and shared within Zoho CRM.

One of the biggest concerns in handling data is making sure that sensitive information is only available to the right people. Up until now, emails sent directly through Zoho CRM didn’t have user permissions applied. This meant that anyone with access to a record could see all emails linked to that record, regardless of their role or level in the company. For example, a regular user could access an admin’s emails if they had permission to view the shared record.

What’s new?

Email Permissions With this latest update, organizations can now set specific email access permissions. These controls are available in the Data Sharing Settings of Zoho CRM.

By default, emails will be set to Public Read/Write/Delete. However, you can change this to Private, Public Read Only, or Public Read/Write.

Here’s what each setting allows:

Here's how the different access types work:

Private: Only the email sender can view and respond to emails, but users higher up in the company hierarchy can also see and manage them. This ensures that senior staff still have access to emails if needed.

Public Read Only: All users in the organization can view emails, but only the email owner and those above them can reply, forward, or edit the email. Others can only view the content.

Public Read/Write: Any user can see and respond to emails, as well as edit drafts and scheduled emails. However, they cannot delete emails.

Public Read/Write/Delete: Everyone in the organization can view, reply, edit, and delete emails.

• Changes to Draft Emails For the user who created the draft, it will open directly in the compose window for further editing and sending.

 Other users will see the draft in a view-only mode, but if they have permission, an "Edit" button will let them make changes. A pop-up alert will notify users that editing someone else’s draft will transfer ownership of that draft to them.

Updates to Email Reports

Before, anyone with access to email reports could view all email data. With the update, users will now only see report data they are permitted to access, just like with other CRM modules. However, if another module is selected as the primary in the report, then that module's permissions will take priority.

These improvements ensure better control over email visibility and management, enhancing security and flexibility within your CRM system! For more details contact pfc-group.com .