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

    • Feature Requests - Contact Coloured Picklist Visibility & Field Visibility During Ticket Creation

      Hi Desk Team, I have 2 feature requests for you. Since Coloured Picklists are now available in Desk, It would be great if the colours were visible on the Related Details (Contact Information) when creating a ticket. In the screenshot below, I have 2 fields

    • Unify Overlapping Functionalities Across Zoho Products

      Hi Zoho One Team, We would like to raise a concern about the current overlap of core functionalities across various Zoho applications. While Zoho offers a rich suite of tools, many applications include similar or identical features—such as shift management,

    • Bulk update Profile Permissions

      Dears, What should we do if we add new forms or reports and need to update more than 20 permissions? Updating them one by one feels pretty harsh, doesn’t it?

    • Filter in fields from Jira extension

      We have installed the Jira extension so we can maken Jira issues from Zoho desk. In Zoho desk I can also see the Jira issue status for example but I can not filter on this field. I would like to setup an filter showing me the closed Jira issues. How can

    • text length in list report mobile/tablet

      Is there a way to make the full text of a text field appear in the list report on mobile and tablet? With custom layouts, the text is always truncated after a certain number of characters.

    • Zoho Creator customer portal limitation | Zoho One

      I'm asking you all for any feedback as to the logic or reasoning behind drastically limiting portal users when Zoho already meters based on number of records. I'm a single-seat, Zoho One Enterprise license holder. If my portal users are going to add records, wouldn't that increase revenue for Zoho as that is how Creator is monetized? Why limit my customer portal to only THREE external users when more users would equate to more records being entered into the database?!? (See help ticket reply below.)

    • Link Contacts to Billed Accounts

      Hello, I want to do a survey on all my customers of 2025. For that I want to select all contacts linked to accounts who where billed in 2025. How to I create this link to I can then use Zoho Survey with this database of contacts?

    • Export all of our manuals from Zoho Learn in one go

      Hi, I know there's a way to export manuals in Zoho Learn, but I want to export everything in one go so it won't take so long. I can't see a way to do this, can I get some assistance or is this a feature in the pipeline? Thanks, Hannah

    • Bring Zoho Shifts Capabilities into Zoho People Shift Module

      Hello Zoho People Product Team, After a deep review of the Zoho People Shift module and a direct comparison with Zoho Shifts, we would like to raise a feature request and serious concern regarding the current state of shift management in Zoho People.

    • Historical Sales Info - Blend with Finance Invoice Line Items, Access in CRM and Desk

      My company has been using Zoho One since 2021, with sales data going back through 2020. However, we have been in business much longer, and we have historical sales information that we want to have at our fingertips when talking with customers (usually

    • Is there API Doc for Zoho Survey?

      Hi everyone, Is there API doc for Zoho Survey? Currently evaluating a solution - use case to automate survey administration especially for internal use. But after a brief search, I couldn't find API doc for this. So I thought I should ask here. Than

    • Pre-Zoho Sales Info - Best Way to Add to Desk / CRM

      My company has been using Zoho One since 2021, with sales data going back through 2020. However, we have been in business much longer, and we have historical sales information that we want to have at our fingertips when talking with customers (usually

    • Shift-Centric View for Assigning and Managing Shifts in Zoho People

      Hello Zoho People Product Team, Greetings and hope you are doing well. This feature request is related to Zoho People - please don't move it to zoho one! We would like to submit a feature request regarding the shift assignment and management view in Zoho

    • CRM function REST API response format

      Is there a way to control the JSON response returned by the CRM function REST API? If I call a function using either OAuth or an API key it returns a 200 OK response with a string in the format shown below. I am using a particular feature of an external

    • Add Employee Availability Functionality to Zoho People Shift Module

      Hello Zoho People Product Team, Greetings and hope you are doing well. We would like to submit a feature request to enhance the Zoho People Shift module by adding employee availability management, similar to the functionality available in Zoho Shifts.

    • Using MPN across multiple SKUs and inventory tracking

      I have several different SKU's that share a common MPN and would like to track inventory by MPN. SKU1 has MPN1 assigned SKU2 has MPN1 assigned Here is an example If I start with 5 of MPN 1 in stock I want each SKU1 and SKU2 to show as 5 in stock, If I

    • Unable to Access Application:

      Whenever I try to access my application from the desktop, say I am editing it and want to test something in the desktop environment I get: An error has occurred. An internal error has occurred. Please check the URL , or try refreshing the page I can edit

    • PDF Annotation is here - Mark Up PDFs Your Way!

      Reviewing PDFs just got a whole lot easier. You can now annotate PDFs directly in Zoho Notebook. Highlight important sections, add text, insert images, apply watermarks, and mark up documents in detail without leaving your notes. No app switching. No

    • CRM gets location smart with the all new Map View: visualize records, locate records within any radius, and more

      Hello all, We've introduced a new way to work with location data in Zoho CRM: the Map View. Instead of scrolling through endless lists, your records now appear as pins on a map. Built on top of the all-new address field and powered by Mappls (MapMyIndia),

    • Cannot see Application from Lookup field

      Hi all, I am trying to access data for an application on our account via a lookup field; however, the application doesn't appear in the dropdown at all. Can anyone shed any light on this, please? I have asked Zoho support; however, they're just as confused,

    • Cannot see correct DNS config for mail after moving domain to another provider

      I have moved my domain from one provider to another and after that zoho mail stopped working (expected). Problem is, zoho mail admin panel still shows (10 hours after move) that all records are correct while I haven't changed anything in my domain DNS

    • Zoho CRM Meetings Module Issues

      We have a use-case that is very common in today's world, but won't work in Zoho CRM. We have an SDR (Sales Development Rep) who makes many calls per day to Leads and Contacts, and schedules meetings for our primary Sales Reps. He does this by logging

    • Zoho Books integration sync from Zoho CRM does not work

      Hi Zoho Community & Zoho Support We just tried to get a sync some products into Zoho Books from CRM using the native sync and we're getting an error: "It looks like some mandatory fields you're trying to map are empty. Please provide valid field names

    • P & L Sub-categorized accounts

      How can I show sub-categorized Income and Expense accounts on the P & L report?

    • Report showing Bill Details with Project and Sales Invoice Number

      Hi There, I am hoping that someone can help, I am looking for report that can show the bill and expense details along with project its as assigned to and the invoice number that the sales has been raised in. The goal is I can filter a customer/project

    • Advanced Payment for Inventory Items with serial numbers

      Hello, We sell equipment that we track the unique serial numbers on using Sales Orders. We can charge the customers an advanced payment, then the balance on delivery. We cannot figure out a way to do this in Books/Inventory: - Cannot part invoice a SO

    • Is it possible to restrict ZCRM user to see only custom views created by administrator

      I have segmented data in my CRM and I want to allow different users to be able to see only parts of it based on some criteria. I've tried to create and share a custom view, but then there is always an option for user to see all open lead for example.

    • Issues Logging into ZOHO

      Hello, one of my coworkers is having issues logging into ZOHO, she has requested a code when entering and the email is correct but she has not received the code. can you help us with this?

    • Google Fonts Integration in Pagesense Popup Editor

      Hello Zoho Pagesense Team, We hope you're doing well. We’d like to submit a feature request to enhance Zoho Pagesense’s popup editor with Google Fonts support. Current Limitation: Currently, Pagesense offers a limited set of default fonts. Google Fonts

    • Add Popup Rejection Metrics to Reports

      Hello Zoho PageSense Team, We would like to request improved reporting for popup interactions. Current Limitation: PageSense currently provides conversion data, but there is no clear visibility into: Popup rejections Popup closes (✕ button clicks) Dismissals

    • Ability to Reset / Reinitialize Popup Cookies

      Hello Zoho PageSense Team, We would like to request the ability to manually reset popup cookies. Current Limitation: At the moment, it is not possible to initiate a new popup cookie from the our side. Visitors who rejected or closed a popup will not see

    • Control Popup Cookie Expiration Duration

      Hello Zoho PageSense Team, We would like to request an enhancement related to popup cookie management. Current Limitation: Currently, PageSense popup cookies remain active for 365 days, and this duration cannot be modified by us. If a visitor closes or

    • Clone / Export Popup Design Across PageSense Projects

      Hello Zoho PageSense Team, We hope you’re doing well. We would like to request an enhancement that allows popup designs to be reused across different PageSense projects. Problem Statement: Currently, Zoho PageSense allows popups to be duplicated only

    • Are there settings for hyperlinks?

      Clicking a hyperlinked cell in Sheet creates this little pop-up with the actual hyperlink inside. Is it possible to have a 1-click link where if you click the cell it opens the link directly with no pop-up?

    • Automatically include all ticket attachments in the ticket resolution email

      Hello Zoho Community, We are implementing Zoho Desk in a real customer-facing production environment and have run into a limitation that is becoming a blocking requirement for our clients. The problem When a ticket is closed or resolved, Zoho Desk sends

    • adding several team members to an Opportunity

      How can we add several team members to one opportunity for collaboration? I have researched and only found something called Deal Team which I cannot find in my CRM to configure.

    • Finding text within a ticket: Expand All or Search this Ticket

      The auto-collapse feature within a ticket is nice for screen scrolling, however it makes it difficult to find text within the ticket if the email is collapsed. In fact you cannot find text if it is collapsed. I would like to propose a feature that allows

    • Books & Desk. Client mapping

      Hi, I’ve been using Zoho Books for several years and am now looking to improve my customer service. I'm experimenting with Zoho Desk and want to sync and map my client data from Zoho Books. However, it seems that mapping requires both contacts to have

    • String handling

      If I cut a currency string from a quote and try and paste it into the Deal "Amount", it will fail unless I manually delete any commas. Dollar signs are no problem, but comma's seem to fail. Please correct this Input Validation error.

    • email address somehow still not verified (?!)

      L.S. After creating a new email template in CRM I was about to send a group email to my clients, then Zoho CRM announced that they would change the sender address to some kind of Zoho-e-ddress because my email address "has not been verified". Not only

    • Next Page