Zoho CRM provides the means to protect sensitive and confidential user data via encryption. Encryption is the process of encoding information and making the information accessible only by the authorized parties. The encryption process converts plain (or readable) text into cipher (or non-readable) text, which can only be read when decrypted by an authorized user.
At Zoho CRM, we use an encryption method called AES (Advanced Encryption Standard), which uses keys to encrypt and decrypt the data.
Data can be encrypted automatically with AES in Zoho CRM by enabling encryption on a custom field. Encrypting the data does not come in the way of the effective and quick use of Zoho CRM, by authorized users. It simply prevents unauthorized parties—such as blocked users and potential hackers—from gaining access to sensitive or valuable data.
Availability
Permission Required: Users with the Administrator profile can access this feature.
| Features | Free | Standard | Professional | Enterprise |
| Data Encryption | - | - | - | 5 fields/module |
Setting up data encryption
Data encryption is a way to safeguard the information you store in your CRM. Data from only the custom fields can be encrypted. Say, for instance, you need to store confidential information like credit card details, backup phone numbers, etc, you can include those fields in the user layout as a custom field. Data encryption is done when a custom field is created or edited.
Note:
- Only the Leads, Accounts, Contacts, Deals, Linking Modules, Users and any Custom Modules support encryption.
To encrypt/decrypt custom fields:
- Go to Setup > Customization > Modules and Fields > [Select the module].
- In the module layout editor, go to the field you wish to encrypt, click the Settings icon and select Edit Properties.
- In the Field Properties popup, select the Encrypt Field checkbox.
- Click Done.
- Save the layout.
Feature Specifications:
Field and Module-based specifications:
- Only Custom fields (new and existing) can be encrypted. Unique fields can also be encrypted, as long as they are custom/user-generated.
- The field types which support encryption are Single Line, Email, Phone, and Number.
- Only the Leads, Accounts, Contacts, Deals, Linking Modules, Users and any Custom Modules support encryption.
- Encryption can be disabled for a field at any time.
- In Lead Conversion Mapping, data can be converted and stored only between two encrypted fields.
- Encrypted fields can be used as inputs in Formula fields.
Handling encrypted data:
- Find & Merge and Deduplication are supported for encrypted fields.
- Any data imported to encrypted fields will be encrypted by default and exported data are decrypted.
- Encrypted fields can be included in Web forms.
- Encrypted field can be displayed in Reports as a column, but cannot be used in Criterias and Columns to Total.
- Encrypted fields can be used as inputs in custom functions, and as merge fields in templates.
- APIs are supported for encrypted data.
- Encrypted fields can be used in integrations too. Utilizing the information in integrations are entirely at the user's risk.
Limitations and Trade-offs
- Only full-text search is supported in global search. For instance, if the encrypted data is "Joseph Wells," the encrypted field record does not show in the results of a search for "Joseph."
- Encrypted fields cannot be used in Advanced Filters
- Encrypted fields cannot be found using Search by Criteria
- Encrypted fields are not visible in Sort option.
- Encrypted information is only stored in the crm.zoho.com domain. Use the encrypted information in other domains or third-party services at your own discretion.
- In the Forecasts module, encrypted fields cannot be used as Target Fields.