Introducing WorkDrive 4.0: Enhanced productivity. Advanced data administration. (Phase 1)

Introducing WorkDrive 4.0: Enhanced productivity. Advanced data administration. (Phase 1)

Hello All,

We're excited to share the release of WorkDrive 4.0, which includes important new features and enhancements focused primarily on productivity, secure collaboration, data administration, integrations, and user experience.

 

Productivity

WorkDrive Snap: Record and share files quickly



Couldn't schedule meetings across time zones?
Now, you can quickly record video, audio, or your screen from right within the WorkDrive app and share it with your team. 

Screen recording: Whether you're sending a proposal, or reviewing a document, you can now record your screen along with your video for better clarity and impact.

Video recording: If you want to share a message or announcement with your team, simply record your video and share it with your entire organization.

Audio recording: Take audio notes or record meeting audio so you never miss key points discussed in your team or project meetings.

You can record while offline, but to upload the file, you must be connected to the internet.

Note: You can currently record for a maximum of 30 minutes.
​

Security and collaboration

External sharing just got better—and more secure!



When you share a file or folder with external users (who don't have a Zoho account) using email addresses, they must now verify their email addresses via OTP authentication to access it. 

External users can now upload files, and add or reply to comments. WorkDrive signup is not required. We'll soon enable the Edit option for external users as well.


Data administration

Manage all your team's shared items in one place



Admins can view a list of all shared items and track who they're shared with, whether they're shared externally or within a team, and more.

You can easily search for shared files and folders by applying the following filters
  • Share type
  • User
  • Location
  • File type
Path: Data Administration > Shared Items


Manage all shared items in a Team Folder



When you're working with multiple stakeholders, such as external users and organization members, it is important to keep your team's data safe and maintain full control over it. Now, Team Folder Admins and Organizers can easily view and manage all items shared internally and externally, make sure data is secure, and update or remove permissions whenever required.

Path: Team Folders > Manage > Shared Items

This feature is available for all WorkDrive team plans.


Manage all shared items in My Folders

We are making it easier to manage shared items in My Folders too! You can now view and manage all your shared items from My Folders. Quickly check which items are shared with external users, team members, and more.

Path: My Folders > Manage > Shared Items

This feature is available for all WorkDrive plans.


Find all files in members' My Folders



Admins can now view the entire list of files and folders in a team member's My Folders from the Admin Console. This gives Admins full control over each team member's data. They can share the files with other team members, or transfer ownership to themselves or another team member, if required.

Path: Data Administration > Find in My Folders > (Select User)


Transfer ownership of files and folders



When an employee is not available temporarily or leaves an organization permanently, it's important to transfer their data to another employee securely. Admins can now transfer ownership of files and folders from one user's My Folders to another.

Path: Data Administration > Find in My Folders > (Select User) > (Select Files/Folders) > Transfer Ownership


Note:
  • Data Administration features are only available with WorkDrive's Business plan.

Integrations

Bigin's integration with Zoho WorkDrive simplifies file management


Bigin's integration with Zoho WorkDrive helps you exchange files with your customers or leads in a secure and organized way. You can now create a File Cabinet for each customer and efficiently send, receive, and store related files.

With this integration, you can:
  • Generate unique links to collect customer files
  • Get notified whenever customers upload files
  • Configure workflows to automate file management

Cliq/WorkDrive integration: Share files from WorkDrive



You can now share files directly from WorkDrive to your Cliq chats and channels. When you share files from WorkDrive, you have the option to choose the share type and set permissions.

When sharing to channels, you have the option to share the selected file(s) with channel members, org members, or anyone on the internet.


Group Team Folders for easy access



If you have integrated Zoho Projects or Zoho Marketing Plus with WorkDrive, you can now group the Team Folders created in Projects and Marketing Plus in the left panel of your WorkDrive account for easy access and management. Team Folders created directly in WorkDrive will be listed separately.


Save emails from Zoho Mail as EML files in WorkDrive



With the Zoho Mail/WorkDrive integration, you can now save an entire email as an EML (Electronic Mail Format) file in WorkDrive. This way, you can keep a backup of important emails and preview them right from WorkDrive.

Your EML file will contain the email content along with details, such as the subject, sender email address, recipient email address, date and time of the email, and attachment details (if any).


User experience

Tree view for efficient navigation



The new tree view in WorkDrive makes it easier to access folders from any location in Team Folders or My Folders based on hierarchy.

Support for editing comments



WorkDrive now supports the Edit option for comments. This allows users to modify their existing comments at any time without deleting them.


Copy or move enhancements

Copy or move files using keyboard shortcuts
Keyboard shortcuts are now supported in WorkDrive for copy and move actions.

Copy files and folders
      Copy: Ctrl+C (Cmd+C on MacOS)
      Paste: Ctrl+V (Cmd+V on MacOS)

Move files and folders
      Cut: Ctrl+X (Cmd+X on MacOS)
      Paste: Ctrl+V (Cmd+V on MacOS)

Note: Ensure you have permissions in both the source and destination folders for copy and move actions.

View progress of copy and move actions
We have added a progress bar to show clear details of ongoing copy and move actions for your convenience.



Watch this space, as we will share the WorkDrive 4.0 Phase 2 updates in the next few months.

As always, you can contact our support with any questions, or simply add your comments below.

    • Sticky Posts

    • Ask the Experts: Five-hour live Q&A session with Zoho WorkDrive product experts

      Have questions about WorkDrive 5.0? Let’s talk! We recently launched Zoho WorkDrive 5.0, packed with powerful updates to help your team work smarter, stay secure, and get more value from your business content. From content-centric workflows and AI-powered

    • Support for auto-upgrade in TrueSync (for Windows)

      WorkDrive TrueSync app now supports auto-upgrading to the latest version for Windows OS. You must manually download and install the TrueSync app version 3.4.0 to avail this feature. Download the latest TrueSync app for Windows (version 3.4.0) Supported

    • WorkDrive API Documentation

      WorkDrive provides users and developers an extensive set of APIs to help integrate functionalities of Zoho WorkDrive with other Zoho applications and third-party tools. We have published the official WorkDrive API Documentation page for all external users.

    • March 15, 2023: Zoho Docs is discontinued

      As of today (March 15, 2023) Zoho Docs is discontinued for all users. We would like to thank our customers for trusting us for so many years! Going forward, we're confident you'll enjoy using Zoho WorkDrive for all your advanced file management and collaboration

    • Introducing WorkDrive 4.0: Enhanced productivity. Advanced data administration. (Phase 1)

      Hello All, We're excited to share the release of WorkDrive 4.0, which includes important new features and enhancements focused primarily on productivity, secure collaboration, data administration, integrations, and user experience. Read the official announcement

    • Recent Topics

    • Add VAT/Tax line to bank adjustments

      When categorising transactions and matching bank feeds with transactions such as customer payments, we use the "Add Adjustment" to add things like fees/bank fees. It would be useful to choose a VAT/Tax rate here. Whilst there is a bank charges option when adding a payment, this goes into the default bank charges account. We use the adjustments so that we can choose the account and separate our fees. We use different card providers and Worldpay charges VAT so we are stuck. We cannot integrate with

    • New Menu Layout Feedback

      I'd really like to see the banking item back on the top of the menu. I'm sure part of it is just because that's what I'm accustomed to. However, for a bookkeeping program, I think there's a logic to having banking be on top. Not a giant issue, but something

    • Form Accessibility

      Hi, is there an update on the accessibility standard of Zoho forms? Are the forms WCAG 2.1 AA compliant? 

    • Cannot schedule report delivery

      The only 'send option' available when exporting reports is 'immediately' The option to schedule the report is missing.

    • adding attachment in sendmail script where attachment is in a CRM field

      Hi all, I have a custom field of type 'File Upload' in one of my modules in my CRM. I want to include the file in that field as an attachment to an email - which is done from a button on  the 'Results' module. I have created a script and a button to initiate an email from that module. The Deluge scripting window has allowed me to add arguments for all the fields I need to use except for the one file upload type field. My script currently looks like the below (content of the email omitted). As you

    • [Free Webinar] Learning Table Series - AI-Enhanced Insurance Claim Management in Zoho Creator

      Hello Everyone! We’re excited to invite you to another edition of Learning Table Series, where we showcase how Zoho Creator empowers industries with innovative and automated solutions. Struggling with lengthy claim processes, a lack of visibility into

    • Not sure how to use credits to my account

      Hi I have a $50 credit to my account. I'm just wondering how I can apply that to either a current invoice or to try a new service. Any advice would be great, thanks. Kind Regards Chris

    • Control who sees Timeline and Interactions in Zoho CRM through Profiles

      The feature has been enabled for all DCs (except US, EU, and IN DCs). We will be rolling it out to the other DCs in the upcoming days. Dear All, In a CRM, not all users would require access to the history of a record. For instance, a Marketing Operations

    • Zoho Desk Integration - Add the option to send the estimate from the Zoho Desk Ticket Integration

      Hi, Currently in the Zoho Desk integration, the user is able to create an estimate from a ticket, once the estimate is created the user can see the estimate under the ticket (see screenshot below), but is not able to send that estimate from Zoho Desk.

    • CRM Validation Rules Support Only Single Condition

      Simply put, CRM validation rules support only a single condition for each field on "All Records". You also cannot specify additional validation rules on the same field because it has already been used in an existing validation rule. The ONLY solution

    • Unapproved Leaves are hard to distinguish in Attendance View

      This is a an unapproved leave request It appears in the Attendance view without any visual indicator if its approved or not For a whole day request this might be manageable but for hourly requests it gets very hard to know which are approved, which are

    • Performance Appraisal Probation Period

      Hello All,  Is there any possible way to create an appraisal cycle for new staff members, at the end of probation period? Many thanks!

    • Zoho Creatorの一括操作における処理の同期/非同期について

      現在、Creatorのレポート機能を利用して、複数のレコードに対して一括で処理を実行しようとしていますが、処理の実行順序について確認したいことがあります。 レポート内の複数レコードに一括で処理を実行した際、処理は同期的に行われるのでしょうか？それとも非同期的に行われるのでしょうか？ 【同期処理の場合】 レコード①に対する処理が開始され、終了後にレコード②に対する処理が開始され、最後にレコード③に対する処理が実行されるように、処理が順番に行われる場合。 【非同期処理の場合】 レコード①、レコード②、レコード③の処理が一斉に開始され、それぞれ並行して処理が行われ、全処理が終了する場合。

    • Mail Delivery Failed

      Good morning,   I have just set up an account with 5 users, however each time a message is sent to 1 user a m'mail delivery failed' message is generated. See below.   Any ideas   Thanks   Rob   This message was created automatically by mail delivery software. A message that you sent could not be delivered to one or more of its recipients. This is a permanent error. The following address(es) failed: robb@thesmartgroup.ae mailbox is full: retry timeout exceeded ------ This is a copy of the message,

    • Delete commerce website

      I need to delete a commerce website, but the only option is to click on settings, REQUEST DELETE, choose an urgency notice, add a message....AND THEN nothing, no way to send the request. Why is nothing simple!?!?!  I just want to delete the store.  The

    • Adding external users to Zoho Social under Zoho ONE licence - how to best achieve this

      My client has a small business, and we are looking to implementing Zoho ONE with a single flexible user licence as that is all they really need and offers the best pricing for the range of modules we eventually wish to set them up with, one of which will

    • This mobile number has been marked spam. Please contact support.

      Problem Description: One of our sales agents in our organization is unable to sign in to Zoho Mail. When attempting to log in, the following message appears: This mobile number has been marked as spam. Please contact support at as@zohocorp.com @zohocorp

    • What’s New in Zoho Inventory | April 2025

      Hello users, April has been a big month in Zoho Inventory! We’ve rolled out powerful new features to help you streamline production, optimise stock management, and tailor your workflows. While several updates bring helpful enhancements, three major additions

    • Pass current date to a field using Zoho Flow

      I am trying to generate an invoice automatically once somebody submits a record in Zoho CRM. I get an error in the invoice date. I have entered {{zoho.currentdate}} in the Date field. When I test the flow, I get "Zoho Books says "Invalid value passed

    • API: Mark Sales Order as Open + Custom Status

      Hi, it's possible to create Custom Status (sub-status actually) states for the Sales Order. So you have Open, Void. Then under Open you can have Open, and create one called Order Paid, Order Shipped, etc etc...which is grouped under Open. I can use the

    • Zoho Quartz Screen Recording

      Hello, can we get access to Quartz, please, as a standalone solution? It would be great for creating training videos for current and future staff on how to use Zoho software according to our company requirements. Thank you

    • Tip 26: How to hide the "Submit" button from a form

      Hi everyone, Hope you're staying safe and working from home. We are, too. By now, we at Zoho are all very much accustomed to the new normal—working remotely. Today, we're back with yet another simple but interesting tip--how to hide the Submit button from your forms. In certain scenarios, you may want to hide the submit button from a form until all the fields are filled in.  Use case In this tip, we'll show you how to hide the Submit button while the user is entering data into the form, and then

    • How do I move Notes around within a Group?

      It says here: " You can now sort notes by title (alphabetically), or by date modified and date created. You can even organize your notes by dragging and dropping them into a particular order. To sort your notes, simply go to Settings and tap “Sort By.” Please note: all sort settings will be saved and synced across devices, except for custom sorting. Custom sorting will be device specific."However, I am unable to 'custom sort' in either Notebook for Mac or on the Web. In addition, I can't find the

    • javax.mail.authenticationfailedexception 535 authentication failed

      Hi, I am facing 535 authentication failed error when trying to send email from zoho desktop as well as in webmail. Can you suggest to fix this issue,. Regards, Rekha

    • Zoho Sign: need to leave document pending for up to a year, or maybe there's a better way?

      I have zoho one, maybe there's a better way to do this with another service than sending a zoho sign template from zoho crm. At the end of the day this requirement is due to regulations, no matter how dumb it may seem. I'm just looking for a way of getting

    • Separate Items & Services

      Hi, please separate items and services into different categories. Thank you

    • Unable to edit or delete email address

      I signed up for free Zoho today. I usually am pretty good at understanding and configuring things like this, but your interface baffles me, and your online help is cryptic to say the least. I have spent hours just trying to set up a couple of email accounts in Zoho before pointing my domain MX records to Zoho. I solved some other issues on my own, but I can't figure out this latest problem: I have created two email addresses in Zoho. Let's call the first one myname@mydomain.com and the second one

    • Mastering Zia Match Scores | Let's Talk Recruit

      Feeling overwhelmed by hundreds of resumes for every job? You’re not alone! Welcome back to Let’s Talk Recruit, where we break down Zoho Recruit’s features and hiring best practices into simple, actionable insights for recruiters. Imagine having an assistant

    • We are unable to process your request now. Please try again after sometime or contact support@zohoaccounts.com

      I cannot sign up and return the error of we are unable to process your request now. Please try again after sometime or contact support@zohoaccounts.com

    • Multi-currency - What's cooking ?

      Hi,       We have been doing this feature for sometime and we would like to give you some glimpses of it.  Working with Multi Currency :        Multicurrency support gives you the ability to handle business transactions in multiple currencies. You can define a base currency for your organization and add more currencies with exchange rates based on the base currency.  Setup :        From the setup page, you can manage all the currencies supported by your organization.       Currencies page        

    • How to reduce programmatically the image uploaded by user?

      I need a function that will automatically reduce the pixel dimension to 800 x 600 pixels / 180 resolution or (approx. 1.37MB) of image uploaded by user from digital camera, for example, 2271 x 1704 pixels /180 resolution or approx. 11.1MB. After the user selected the image, the function will able to detect if pixels is above 800x600, process the photo (crop/ reduce) and resume upload. Need help...  

    • Dark mode for Zoho Creator / Zoho CRM Code editor

      Hi Team, Is there any plans for Dark mode in Zoho creator / Zoho Crm code editor and development pages in pipeline?

    • Is there a way to make a button scroll down?

      Looking to have a button on a landing page scroll down to another section on the page. Any recomendations outside of coding?

    • ZOHO Android Client

      Hi, I installed the Android app, but it had an issue, so I reinstalled it. I was able to add multiple accounts, but now when I add the next account, it just duplicates the one I already have and will not even allow me to enter the info for another account.

    • I'd like to suggest a feature enhancement for SalesIQ that would greatly improve the user experience across different channels.

      Hello Zoho Team, Current Limitation: When I enable the pre-chat form under Brands > Flow Controls to collect the visitor’s name and email, it gets applied globally across all channels, including WhatsApp, Messenger, and Instagram. This doesn't quite align

    • Enhance Barcode/QR Code scanner with bulk scanning or continuously scanning

      Dear Zoho Creator, As we all know, after each scan, the scanning frame closes. Imagine having 100 items; we would need to tap 100 times and wait roughly 1 second each time for the scanning frame to reopen on mobile web. It's not just about wasting time;

    • Managing Rental Sales in Zoho Inventory

      I am aware that Zoho Inventory is not yet set up to handle rental sales and invoicing. Is anyone using it for rentals anyway? I'd like to hear about how others have found work arounds to manage inventory of rental equipment, rental payments, etc. Th

    • Zoho Flow to Creator 3001 Respoonse

      I have updated my Flows with the new V2 connection to Zoho Creator, but now some Flows do not work. They take in data from a Webhook and are supposed to create a record in Creator, however creator returns a 3001 message along with a failure, but I cannot

    • File Upload to Work Drive While Adding Records in Zoho Creator Application

      Hi I am trying to set a file attachment field in zoho creator form, to enable the user to upload a scanned document from their local pc. The file should be uploaded to zoho workdrive and not to the default zoho creator storage. The file link should be

    • Why not possible to generate?

      Using this https://desk.zoho.com/DeskAPIDocument#TicketCount#TicketCount_Getticketcountbyfield on my ZML script url :"https://desk.zoho.com/api/v1/ticketsCountByFieldValues?departmentId=XXXXXXXXXXX&accountId!=XXXXXXXXX&customField1=cf_country_1:XXXXXX&field=overDue"

    • Next Page