Data security

Zoho TeamInbox ensures security and privacy of your data. As an admin of your organization, protect your data in Zoho TeamInbox and manage its access by employing a few security features for your users.

Set up Two-factor Authentication for users

Two-factor authentication is an extra layer of protection for your account in Zoho. Every time users sign up, they will have to do a second step of authentication via another factor, besides their account passwords. However, they can choose the secondary authentication method from among the following methods:
 
Install Zoho OneAuth on your mobile device and select your desired mode of authentication. Every time you try to log in to your Zoho account, OneAuth will prompt you to authenticate.
 
Install Authenticator applications like Google Authenticator, Authy etc., on your mobile device and use the code generated to authenticate sign in.
 
Have a code sent to your mobile number either as a text message or a voice call and use it to authenticate your sign in.  
 
To enable TFA for all the users in your organization:
  1. Log in to Zoho accounts with your Admin credentials.
  2. Select the Multi-Factor Authentication tab from the left pane.
  3. Enable here MFA for your users.
 

Define user roles and permissions

As and when you add users to your organization, team and inboxes, set their roles to define what actions they can and cannot do. Every user can have different roles in teams and inboxes.
 
The user who creates the organization will be the Admin. Admin can invite new members to the organization and make them moderators or members of the org. The user roles can be changed anytime from the Settings.
 
Only the org admin and the moderators can create teams, add team members and assign them with team roles.
 
Now a team admin can create inboxes, add inbox members and assign them with inbox roles.
 
Only the org admin can access and view the activity log.
 

Secure downloads

Users can choose to password protect the files they download. You can enable this option from the settings.

Make sure that you remember the passwords as Zoho TeamInbox will not save them. 

Inactive accounts in Zoho TeamInbox

An account is considered inactive in Zoho TeamInbox when there has been no activity/login registered for 90 days. Once marked inactive, we will send email reminders to the account holder warning that their account will be deleted if the account continues to stay inactive.

Inactive account cleanup policy for Zoho TeamInbox

If an account remains inactive, we will notify the account's admin multiple times before taking any action. Below is the notification timeline:

  • 90 Days of Inactivity – You will receive an initial email warning about your account's inactive status.
  • 150 Days of Inactivity – A second notification will be sent, reminding you of the account’s inactivity.
  • 180 Days of Inactivity – A third reminder will be sent regarding the inactive status.
  • 195 Days of Inactivity – A fourth notification will be sent, warning about possible account termination and data loss.
  • 210 Days of Inactivity – A final reminder will be sent to the account's admin.

If the account remains inactive for 210 days, the account will be cleared of all data. This will delete all of the emails and messages, associated teams, shared inboxes, and channels permanently. Ensure that you log in and use the account before the 210-day period ends to prevent data loss.

Note-this action only affects your Zoho TeamInbox account and will not hinder any other Zoho services you may use.

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