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Build online forms for every business need.

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Simple CRM for small businesses moving from spreadsheets.

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Live chat app to engage and convert website visitors.

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Appointment scheduling app for consultations with customers.

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Comprehensive sales map visualization and optimal route planning solution.

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Complete loyalty and affiliate management platform.

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Create, send, and track targeted email campaigns that drive sales.

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Cloud Contact Center Software for businesses.

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Build online forms for every business need.

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All-in-one social media management software.

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Design surveys to reach and interact with your audience.

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Live chat app to engage and convert website visitors.

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Online website builder with extensive customisation options.

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End-to-end event management software.

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Website conversion optimization and personalisation platform.

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All-in-one marketing automation software.

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Smart landing page builder to increase conversion rates

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Webinar platform for webcasting online webinars.

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Sync, manage, and convert leads across channels seamlessly.

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Easy domain registration, transfer, and secured DNS management.

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Online community platform for individuals and businesses to grow their network and brand.

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Complete loyalty and affiliate management platform.

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Manage all your local business listings on a single platform.

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Unified marketing platform for marketing teams.

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eCommerce platform to manage and market your online store.

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Helpdesk software to deliver great customer support.

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Remote support and unattended remote access software.

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Cloud Contact Center Software for businesses.

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Live chat app to engage and convert website visitors.

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Bookings

Appointment scheduling app for consultations with customers.

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End-to-end field service management platform for service businesses.

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Lens

Interactive remote assistance software with augmented reality.

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Solo

The all-in-one toolkit for solopreneurs.

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Service Plus

Unified platform for customer service and support teams.

Service Plus

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Books

Powerful accounting platform for growing businesses.

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Expense

Effortless expense reporting platform.

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Sign

Digital signature app for businesses.

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Powerful stock management and inventory control software.

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100% Free invoicing solution.

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End-to-end billing solution for your business.

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Payroll software with automated tax payments and filing.

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eCommerce platform to manage and market your online store.

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Collect payments online with custom branded pages.

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Practice

Practice management software for accounting firms.

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Solo

The all-in-one toolkit for solopreneurs.

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Unified payment solution built for all businesses.

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Finance Plus

All-in-one suite to manage your operations and finances.

Finance Plus

Email, Storage, and Collaboration

Mail

Secure email service for teams of all sizes.

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Cloud Contact Center Software for businesses.

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Sign

Digital signature app for businesses.

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WorkDrive

Online file management for teams.

WorkDrive
Bookings

Appointment scheduling app for consultations with customers.

Bookings
Cliq

Stay in touch with teams no matter where you are.

Cliq
Notebook

Beautiful home for all your notes.

Notebook
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Online meeting software for all your video conferencing & webinar needs.

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Connect

Employee experience platform to communicate, engage, and build positive employee relations.

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Learn

Knowledge and learning management platform.

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Office Integrator

Built in document editors for web apps.

Office Integrator
Writer

Word processor for focused writing and discussions.

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Shared inboxes for teams.

TeamInbox
ZeptoMail

Secure and reliable transactional email sending service.

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Show

Create, edit, and share slides with a sleek presentation app.

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Tables

Work management tool to connect people, processes, and information.

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Spreadsheet software for collaborative teams.

Sheet
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Powerful collaborative work platform for teams.

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Online business calendar to manage events and schedule appointments.

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Collaborative task management for individuals and teams.

ToDo
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Collaborative online PDF editing tool.

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Workplace

Application suite built to improve team productivity and collaboration.

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Expense

Effortless expense reporting platform.

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Intuitive recruiting platform built to provide hiring solutions.

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People

Organize, automate, and simplify your HR processes.

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Sign

Digital signature app for businesses.

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Payroll software with automated tax payments and filing.

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Employee scheduling and time tracking app.

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Manage temporary staffing with an employee scheduling solution.

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Suites
People Plus

Comprehensive HR platform for seamless employee experiences.

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Security and IT Management

Creator

Build custom apps to simplify business processes.

Creator
Assist

Remote support and unattended remote access software.

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Vault

Online password manager for teams.

Vault
Directory

Workforce identity and access management solution for cloud businesses.

Directory
Lens

Interactive remote assistance software with augmented reality.

Lens
QEngine

Test automation software to build, manage, execute, and report testcases.

QEngine
Catalyst

Pro-code platform to build and deploy your apps.

Catalyst
RPA

Automate manual, tedious, and repetitive tasks easily.

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eProtect

Comprehensive email security and archiving for every business.

eProtect
FREE
OneAuth

Secure multi-factor authenticator (MFA) for all your online accounts.

OneAuth
Toolkit

Complete resource for any admin-related lookup queries.

Toolkit

BI and Analytics

Analytics

Modern self-service BI and analytics platform.

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DataPrep

AI-powered ETL tool for effective data integration and movement.

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Harnessing IoT analytics for real-time operational intelligence.

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Embedded analytics and white label BI solutions, tailored for your needs.

Embedded BI

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Manage, track, and collaborate on projects with teams.

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Sprints

Planning and tracking tool for scrum teams.

Sprints
BugTracker

Automatic bug tracking software for managing bugs.

BugTracker
Solo

The all-in-one toolkit for solopreneurs.

Solo
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Unified project management platform for intelligent, data-driven work.

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Creator

Build custom apps to simplify business processes.

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Flow

Automate business workflows by creating smart integrations.

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Office Integrator

Built in document editors for web apps.

Office Integrator
DataPrep

AI-powered ETL tool for effective data integration and movement.

DataPrep
ZeptoMail

Secure and reliable transactional email sending service.

ZeptoMail
Tables

Work management tool to connect people, processes, and information.

Tables
QEngine

Test automation software to build, manage, execute, and report testcases.

QEngine
Catalyst

Pro-code platform to build and deploy your apps.

Catalyst
RPA

Automate manual, tedious, and repetitive tasks easily.

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Build, deploy, and scale IoT solutions for connected businesses.

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Application analytics for all apps.

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Embedded analytics and white label BI solutions, tailored for your needs.

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Low-code IoT platform and solutions for connected businesses.

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All-in-one suite

Zoho One

The Operating System for Business

Run your entire business on Zoho with our unified cloud software, designed to help you break down silos between departments and increase organizational efficiency.

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Zoho Marketplace

With over 2000 ready-to-use extensions across 40+ categories, connect your favorite business tools with the Zoho products you already use.

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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. 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. Log in 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 if there are no requests created already or click +Add button from the top pane.
    Add DSR
  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 organization users accounts, the interactions the data subject has had with all accounts in your organization will be considered. If you choose Specific user 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.
    Create DSR
  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.
     Export as CSV
  12. You can also choose to password-protect the file while exporting it.
    Export CSV file

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.
    Sort ID
  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.
    Format sheet
  6. Select the cell range and click Apply.
    Conditional formatting
  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. 
DSR listing

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

Note:

The Recreate this case icon is enabled only for a DSR with Status as CLOSED.
 

Download Report

Once the status of the DSR is marked SUCCESS, you can select either Download Report or Close this case icon by hovering over the specific DSR.

Close DSR

The downloaded file contains the following fields:

  • MailBox Address
  • Sender
  • Subject
  • Date
  • To
  • Cc
  • Bcc
  • HasAttachment
      

Note:

  • The downloaded file will be zipped in the format that you had selected while creating the DSR (HTML or PDF).
  • If you had selected Add duplication identifiers checkbox, the file will be exported in CSV format. The CSV file contains Unique Message Id field in addition to the above mentioned list.

Still can't find what you're looking for?

Write to us: support@zohomail.com