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

    • SalesIQ Tip for Admins: Your Safety Net for Data Recovery

      Ever clicked 'Delete' in your SalesIQ and then realized it was the wrong item? Maybe it was a prospect's chat that held important context you needed to refer to later on. Or, maybe you deleted an elaborate Zobot that you were still testing or planning

    • Depreciated mergeAndStore Function Help!

      Hello, I have a function designed to create a PDF containing information from the fields in a Deals record. There is a Writer Mail Merge template in WorkDrive that is populated via Deluge code, and a copy of the resulting PDF is then attached to the record.

    • Managing functions

      Can someone let me know if there are any plans to improve the features for managing functions in CRM? I have lots of functions and finding them is hard. The search only works on the function name and the filter only works on function type. I have created

    • Can I execute two 'functions' when completing a mail merge from CRM?

      Hi, I have set up a mail merge from CRM Deals to a template. I want a copy of this to be saved in Workdrive, and then a copy also saved back into the deal record from which the merge occurred. I can do both independent of each other, and managed to get

    • External Share > Edit: Cannot Create Zoho Files

      Hi Zoho, When we create an external share link with Edit permission, our external users are unable to create a Zoho file (Zoho Writer, Zoho Sheet and Zoho Show). They can only upload files. They can edit the Zoho files if we create them internally and

    • Using IMAP configuration for shared email inboxes

      Our customer service team utilizes shared email boxes to allow multiple people to view and handle incoming customer requests. For example, the customer sends an email to info@xxxx.com and multiple people can view it and handle the request. How can I configure

    • the custom domain forwards by default to the old career site / how to switch it off??

      dear friends, how to switch off the old version of the career site?? The set up custom domain forwards directly to the old site, so that I cant publish it... Any ideas? Thank you! KR, Victoria

    • E-Invoicing in Belgium with Zoho Books

      Starting January 1, 2026, Belgium is introducing mandatory electronic invoices (e-invoicing) for all B2B transactions between VAT-registered businesses. This means that invoices and credits notes must be exchanged in a prescribed digital format. How E-Invoicing

    • AI Interview Insights: Turn Recorded Interviews into Quick Transcripts & Summaries

      Evaluating interviews shouldn’t require replaying long recordings or taking manual notes. With AI Interview Insights, you can now review complete transcripts and AI-generated summaries of your One-way (Recorded) interviews right inside Zoho Recruit. This

    • Archiving Contacts

      How do I archive a list of contacts, or individual contacts?

    • Suggestion: Associating Assets with Company in Zoho FSM

      Hello Team, I would like to share an idea based on practical experience. Currently, all assets in the Zoho FSM Asset module are linked to a specific contact person. I would like to know if it is possible to associate assets with a company instead. This

    • Zoho Mail iOS app update - RTL languages support and access emails using permalink and universal link, image upload resolution

      Hello everyone! In the most recent version of the Zoho Mail iOS app update, we have brought in support for RTL languages(Arabic and Urudu), providing a seamless reading experience with proper text alignment and layout throughout the app. We have also

    • Presenting ABM for Zoho CRM: Expand and retain your customers with precision

      Picture this scenario: You're a growing SaaS company ready to launch a powerful business suite, and are looking to gain traction and momentum. But as a business with a tight budget, you know acquiring new customers is slow, expensive, and often delivers

    • Why are emails sending with @viazohocrm.com ?

      I just sent out mass emails from CRM. They are sending from the email below and people cannot reply, and they are getting this message: Address not found Your message wasn't delivered to sales.XXXXXXXX.com.au@viazohocrm.com because the address couldn't

    • 2024 Email Authentication Standards: Elevating Security with Google and Yahoo

      In contemporary email communication, email authentication plays a pivotal role in mitigating email fraud, spam, and phishing attacks. Brace yourself for a new level of security. Starting February 2024, Gmail and Yahoo will be implementing robust email

    • Duplicating and referencing datasets

      I am moving from PowerBI to Zoho Analytics and while I find Zoho easier to use in many ways, there is one function that I use in PowerBI that I have not been able to find in Zoho.   I have several data sets that I need to modify in different ways to get

    • From Zoho CRM to Paper : Design & Print Data Directly using Canvas Print View

      Hello Everyone, We are excited to announce a new addition to your Canvas in Zoho CRM - Print View. Canvas print view helps you transform your custom CRM layouts into print-ready documents, so you can bring your digital data to the physical world with

    • Zoho Inventory Now Supports VeriFactu for Businesses in Spain

      Starting from January 1, 2026, Spain requires real-time invoice reporting for all B2B transactions. From July 2026, this requirement will extend to B2C transactions as well. All reporting must be carried out through the VeriFactu to AEAT (Agencia Estatal

    • Why am I seeing deleted records in Zoho Analytics syncing with Zoho CRM?

      I have done a data sync between Zoho CRM and Zoho Analytics, and the recycle bin is empty. Why do I see deleted leads/deals/contacts in Zoho Analytics if it doesn't exist in Zoho CRM? How can I solve this problem? Thanks

    • Employee self-service portal: Onboarding and continuous learning platform for support reps

      Hello everyone, In any organization, employees must go through multiple courses to learn about the product, their organization's standards, and how to respond to customer queries using the knowledge base articles available. This typically requires completing

    • Enhancements to Zoho Map integration tasks

      Hello everyone, We're excited to announce enhancements to the Zoho Map integration tasks in Deluge, which will boost its performance. This post will walk you through the upcoming changes, explain why we're making them, and detail the steps you need to

    • Let’s Talk Recruit: Meet Zia, your all-in-one AI assistant (Part-3)

      Welcome back to the Let’s Talk Recruit series. In the part 2 post, we explored how Zia has evolved with smarter summaries and seamless AI-assisted content creation. This time, we’re diving into the latest upgrades that take productivity even further —

    • Announcing Early Access to "Zoho CRM for Everyone" — A new and exciting update to Zoho CRM

      Update : Zoho CRM For Everyone's Nextgen Interface gets an upgrade! Hello everyone, We’ve updated the Zoho CRM for Everyone Nextgen interface based on your feedback. The UI is now simpler with a unified sidebar, a more visible global search and features

    • Unable to verify domain for Zoho People

      I have added TXT records in my DNS (GoDaddy) [screenshot attached], but unable to verify even after 12 hours after adding. On checking the console, it shows some errors [screenshot attached]. It appears that the verification flow is broken - please provide

    • Zoho Invoice Now Supports VeriFactu for Businesses in Spain

      Starting from January 1, 2026, Spain requires real-time invoice reporting for all B2B transactions. From July 2026, this requirement will extend to B2C transactions as well. All reporting must be carried out through the VeriFactu to AEAT (Agencia Estatal

    • Zoho Billing Now Supports VeriFactu for Businesses in Spain

      Starting from January 1, 2026, Spain requires real-time invoice reporting for all B2B transactions. From July 2026, this requirement will extend to B2C transactions as well. All reporting must be carried out through the VeriFactu to AEAT (Agencia Estatal

    • Weekly Tips : Make your email content error free with Spell check in Zoho Mail

      As someone who writes multiple emails a day, we are bound to make both grammatical and spelling errors. Most of them we may not even notice, and even if we do, we may not have the time to correct each one individually when we are in a hurry. So how do

    • Introducing Enhanced Storage Management

      We’re excited to roll out two new enhancements in Zoho Recruit, Subscription Information and Storage Management — designed to give admins complete visibility into subscription details, feature limits, and storage consumption — all from one place inside

    • How to add Product Add-Ons, Mandatory Forms, and Auto-Save Address in Zoho Commerce

      Hi all, I need help setting up several behaviors in Zoho Commerce. I can’t find the correct configuration options, so I want to confirm whether these are supported or if there is a workaround. 1. Product-Specific Add-Ons (Example: GWB Subscription) When

    • how to download all my files

      We are in the middle of zoho docs to zoho workdrive migration. I can not access my zoho docs page. I get redirected immediately to a zoho workdrive page. I would like to download all my files so that I have a backup in case something goes wrong with the

    • Convert Zoho Books SalesOrder - Invoice

      Converting a Zoho Books Sales Order into an Invoice Using the SalesOrder Convert API Hello Zoho Developers, Today, we are sharing a simple and effective solution to convert a Zoho Books Sales Order into a Zoho Books Invoice using the SalesOrder Convert

    • Zoho Expense - Report Templates

      Hi Expense Team, I do a recurring trip once every week which has the same cost: Per diem Milage Toll Payment It would be great if there was a feature which allowed me to clone a previously submitted report or create a template reports. This would save

    • How to add tabular data when execute Add Record API

      Hi everyone! I was send api updateRecord follow by this request url : https://people.zoho.com/people/api/forms/json/<formLinkName>/updateRecord with parameters "inputData", "tabularData", "recordId". Ex picture below And response success: But. When I

    • Tip #51- Centralized Contact Management for Better Remote Support- 'Insider Insights'

      For our final topic of November, we’re diving into one of the most helpful features in Zoho Assist, the Contacts section on Zoho Assist;s dashboard. Whether you’re managing multiple clients, tracking past sessions, or simply looking to streamline your

    • Using gift vouchers

      We would like to be able to offer a limited number of gift vouchers, of varying values, to our customers, and are looking for the best way to do this. We have looked at Coupons and Gift Certificates, but neither seem to fit the bill perfectly. Coupons:

    • CRM Related list table in Zoho analytics

      In Zoho Analytics, where can I view the tables created from zoho crm related lists? For example, in my Zoho CRM setup, I have added the Product module as a related list in the Lead module, and also the Lead module as a related list in the Product module.

    • Option to Customize Career Site URL Without “/jobs/Careers”

      Dear Zoho Recruit Team, I hope you are doing well. We would like to request an enhancement to the Career Site URL structure in Zoho Recruit. In the old version of the career site, our URL was simply: 👉 https://jobs.domain.com However, after moving to

    • Zoho CRM for Everyone's NextGen UI Gets an Upgrade

      Hello Everyone We've made improvements to Zoho CRM for Everyone's Nextgen UI. These changes are the result of valuable feedback from you where we’ve focused on improving usability, providing wider screen space, and making navigation smoother so everything

    • Say Hello to Telephony in Zoho FSM

      Zoho FSM now brings complete telephony support so your team can manage inbound and outbound calls without switching tabs. Faster responses, smarter routing, and total call visibility—all in one place. Choose the telephony setup that works for you Zoho’s

    • Zoho Sign - Zoho CRM extension upgrade

      Hi everyone, We've updated Zoho Sign extension for Zoho CRM with significant internal changes. Impact on existing Zoho Sign extension users Users using the extension without customization If you are using the integration without implementing Zoho Sign's

    • Next Page