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Data Subject Requests - Zoho Mail

Posted by Nishi on 21 January 2025

Organizations deal with an enormous amount of confidential data on a daily basis. So, organizations might receive data subject requests to check for some legal or compliance issues. Zoho Mail lets you filter down this data and export it to clarify any issues that have been raised. Users can also request this to check which of their data has been stored. The data requested can be that of an organization account or an external email address. Further, the interaction of the data subject can also be restricted to specific members of the organization or the entire organization can be searched.

Creating a DSR case

The following steps will guide you through creating a Data Subject Request.

  1. Login to the Zoho Mail Admin Console
  2. Navigate to the Security & Compliance section.
  3. Select the Data Subject Requests option.
  4. Click the Create a new DSR button.
  5. Enter a name for the DSR that you are creating.
  6. In the Data Subject Email Address field, enter the email address of the data subject. You can view all the interactions that have occurred from and to this email address. This can be one of your organization users or an external user.
  7. Select whether you want the Search Scope to be the entire org or a set of users. If you select all org accounts, the interactions the data subject has had with all accounts in your organization will be considered. If you choose specific accounts, interactions the data subject has had with specific accounts alone will be considered.
  8. Further, in the Select users to notify field, if your org has multiple admins, enter the names of administrators who need to be notified of this DSR. The name of the admin who is creating the DSR is added by default.
  9. Select the Add Duplication Identifiers checkbox if you would like to identify any repeated emails. This is particularly useful in cases where the data subject email address is a group email address.
  10. After you've selected all the details, you can choose the Export as HTML or Export as PDF option.
  11. The administrators mentioned will receive an email containing a zip link, which will lead to the PDF or the HTML file. The PDF or the HTML file will contain the email headers. If you have enabled Add Duplication Identifiers, only the CSV export option will be available.
  12. You can also choose to password-protect the file while exporting it.

Identifying Duplicates from the exported list

Once you have downloaded the CSV file, follow the below steps to identify the duplicates:

  1. Log in to Zoho Sheet with your credentials.
  2. Import the downloaded file into Zoho Sheet by following these steps.
  3. Open the file that you have imported, and select the Unique Message ID column.
  4. Sort the column in ascending order. Click on Data in the menu section, select Sort, and choose Sort Ascending.
  5. Now select the Unique Message ID column again, and click on Format in the menu, select Conditional Formatting, go to Classic and select Duplicate Values. 
  6. Select the cell range and click Ok.
  7. All the duplicate values in the Message ID field will be highlighted. 

These duplicate values will refer to the same email that was sent out to a group email address. 

DSR Listing

A list of all the DSRs that have created in an organization account, over the past 60 days, will be listed in the Data Subject Requests section. All details about the DSR such as the name, scope, the data subject email and the status of the DSR can be viewed here. You can use the Filter button in the page to view the DSRs according to the status of the DSR. 

In case you would like to re-run a particular DSR case, click the Recreate Case icon across the respective DSR. This will perform the DSR operation again and notify the relevant admins with the updated results.

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Index / Admin Guide

Zoho Mail provides extensive control panel for the administrators to manage their organization users, email accounts and policies.

Email hosting setup

Zoho Mail Suite provides enterprise features for email hosting to satisfy the needs of organizations of all types and sizes. Zoho Mail provides custom domain-based email address for all members of your organization in no time.

Troubleshooting Domain Verification

When you register the domain with one provider, but point the Nameservers to another provider, then the CNAME/ TXT/ MX/ SPF records added in your Domain Registrar is not considered valid.

Zoho Mail plugin for cPanel

cPanel provides a control panel for domain owners to manage the different aspects of web hosting. Zoho Mail Plugin for cPanel helps you sign up for email hosting with Zoho Mail from within cPanel. This plugin is available under the Email section.

Zoho Mail for Plesk

Plesk is a web hosting platform with a control panel that allows domain owners to manage the different aspects of web hosting. Zoho Mail Plugin for Plesk helps you sign up for email hosting with Zoho Mail from within Plesk. 

Searching Admin Console

Zoho Mail Admin Console provides a centralized interface from where you can manage critical aspects of an organization - the different domains, users, groups, organizational spam control, email policies, to name a few. However, this wealth of information might make navigating through the Admin Console slightly challenging.

Dashboard

The Admin Console Dashboard is the first thing you will see as soon as you login to the Zoho Mail Admin Console. It is a culmination of important data your admin might need at their disposal. You can enable or disable widgets in your dashboard including data on your organization's Email Traffic Stats.

Users

The user details section, provides the list of users already added to the organization. When you click on each user, you can have a detailed view about the particular user. The Admin can also perform a set of actions on the user. The primary email address of the users are listed in the section.

Roles and Privileges

The roles available in Zoho Mail are Super Administrator, Administrator, and User roles. The members of the organizations can assume different roles in Zoho Mail, based on the requirement. The Super Administrator can provide Administrator privileges to other users.

Groups

Groups or Distribution Lists are common email addresses, shared by a set of users for a specific purpose. When an email is sent to the group account, a copy of the email gets delivered to the mailbox of all the members of the Group.

Organization Settings

The administrator can control organization-wide parameters under the Organization section. Settings for the entire organization such as the org name, logo, templates for the welcome email and signature, format for the display name and email address.

Domain Options

Zoho Mail allows organizations to add domains to their organization accounts or even buy domains through Zoho. Your organization members will further be able to send and receive emails using their custom domain-based email addresses in Zoho.

Autodiscovery Settings

The Autodiscovery service ensures that email accounts can easily be configured using the IMAP protocol or on mobile devices using ActiveSync. The procedure varies depending on whether you want to configure it for IMAP or ActiveSync.

Email Policies/ Rules

Email Policies help the administrators control the organization's email sending and receiving parameters. In Zoho Mail, you can define multiple email policies and apply them to various sets of users and groups. 

Advanced Delivery Options

With Zoho Mail, you can redirect or send a copy of an email automatically by configuring Email Routing. Email Routing is helpful in many situations like if you want to automatically send a copy of one user's email to another. 

Security and Compliance Dashboard

The security and compliance dashboard in the Zoho Mail Admin console provides an overview of all the recommended security configurations. It displays the overall compliance score.

Organization Security

Organization accounts hold a lot of sensitive data and there's a need for certain security rules to make sure your data stays safe and is not compromised. The administrator can protect their user and organization data with the help of email security features.

Organization Spam Control

Zoho Mail is a secure email service with a spam control system that provides multiple options to customize the settings such that they suit your organization's needs. 

Zoho Mail Outlook Add-in

Zoho Mail users can now experience enhanced email security and have better control over their preferences with the new Outlook Add-in while using their email client. 

Export User Accounts

The Zoho Mail Admin Console provide options to export or backup users' emails, recover any deleted emails and also retry sending of emails that have failed delivery. 

Data Subject Requests

Organizations deal with an enormous amount of confidential data on a daily basis. So, organizations might receive data subject requests to check for some legal or compliance issues.  

Migration to Zoho Mail

Zoho Mail offers a very simple solution to migrate data from your previous email provider to the respective user accounts in Zoho Mail directly. These user accounts need to be created in Zoho Mail before adding the migration. 

Zoho Exchange Migration Wizard

Zoho user and email migration wizard can be used to discover users and migrate their emails from the Active Directory/ Exchange environment to their accounts in their Zoho Mail organization accounts. 

Application Settings

The administrator can control the settings for other Zoho apps and third-party applications and integrations from the Other App Settings section in the Zoho Mail Admin Console.

Email Retention and eDiscovery

Email retention is the process of retaining emails in an organization for a specific period in an organized manner based on the policies of the organization. 

Email Backup and Recovery

Email backup processes and stores emails in a safe, centralized location that can be retrieved at any point in time. It helps prevent data loss by enabling users to restore email content that has been accidentally deleted or lost.

Reports & Statistics

Zoho Mail has a separate Admin Reports section which comprises of statistics on various aspects of your organization's emailing experience. As an administrator, these reports will help you gain information on all aspects of your organization.

Zoho Toolkit

Zoho Mail provides easy-to-use diagnostic tools to troubleshoot some services. There are options to check the domain and registry details. You can run some basic DNS configuration checks for a specific domain, and analyze message headers.

Subscription

Zoho Mail offers different plans to accommodate different users. One can choose the subscription that would suit their organization from the array of available plans. You can also opt for the mix and match plan to have a tailor-made subscription.

Firewall settings

Configure your firewall settings and allow your organization members to access Zoho Mail without any restrictions. All of the below-mentioned domains have to be whitelisted even if you don't see activity at those addresses.

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