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 Claude in Zoho Cliq

      Let’s add a real AI assistant powered by Claude to your workspace this week, that your team can chat with, ask questions, and act on conversations to run AI actions on. This guide walks you through exactly how to do it, step by step, with all the code

    • Need to set workflow or journey wait time (time delay) in minutes, not hours

      Minimum wait time for both Campaigns workflows and Marketing Automation journeys is one hour. I need one or the other to be set to several minutes (fraction of the hour). I tried to solve this by entering a fraction but the wait time data type is an integer

    • Editing Item Group to add Image

      I did not have the image of the product when the Item Group was created. Now I have the product image, and would like to associate/add to the Item Group. However the Item Group Edit functionality does not show/allow adding/changing image. Please hel

    • Zoho Books - France

      L’équipe de Zoho France reçoit régulièrement des questions sur la conformité de ses applications de finances (Zoho Books/ Zoho Invoice) pour le marché français. Voici quelques points pour clarifier la question : Zoho Books est un logiciel de comptabilité

    • New in Office Integrator: Download documents as password-protected PDFs

      Hi users, We're excited to introduce password-protected PDF as a download option in Zoho Office Integrator's document editor. This allows you to securely share confidential information from within your web app. Highlights of the password-protected PDF

    • Sales IQ - Zobot en multilangue

      Bonjour, J'ai un Zobot installé sur mon site depuis longtemps. J'ai ajouté plusieurs langues, dans la configuration et dans le générateur de bot sans code Pourtant, le Chat continue à s'afficher en Francais. Comment enclencher le multilangue en front

    • Streamlining E-commerce Photography with AI Background Tools

      Hey Zoho Community, I’ve been messing around with ways to make product images less of a headache for fashion brands on Zoho Commerce. You know how boring generic backdrops can get, and how much time traditional photoshoots eat up, right? I tried out this

    • Unable to Assign Multiple Categories to a Single Product in Zoho Commerce

      Hello Zoho Commerce Support Team, I am facing an issue while assigning categories to products in Zoho Commerce. I want to assign multiple categories to a single product, but in the Item edit page, the Category field allows selecting only one category

    • Collapsing and expanding of lists and paragraphs

      hello Would you ever implement Collapsing and expanding of lists and paragraphs in zoho writer ? Best regards

    • Saving issue

      First problem I opened a MS word file in writer. after the work is done, it does not save instantly, I waited for like 10min and it still did not save. second problem When I save a file, then file gets saved as another copy. I just did save, not save

    • Serious problem with file that contains non-ASCII characters

      I imported many pdf files from Evernote whose names contain Hebrew characters, such as ח רבעוני - ביטוח חיים - סוף רבעון 3 - לשנת 2025.pdf I have two very serious problems: (1) Zoho Notebook cannot open the pdf file; (2) It cannot download the pdf file.

    • Notifications Feeds unread count?

      How do I reset the unread count on feeds notifications?  I've opened every notification in the list.  And the count never goes to zero.

    • Zoho Finance Limitations 2.0 #3: Can't assign a Contact to a Finance Record (estimate, sales order or invoice)

      If you use a business to business scenario with different contact people within the company you can't assign a finance record (estimate, invoice, etc...) to that person. Why this matters? No way to find out which person placed the order without manual

    • Zoho Community Digest — Febrero 2026

      ¡Hola, comunidad! Un mes más os traemos las novedades más interesantes de Zoho para febrero de 2026, incluyendo actualizaciones de producto publicadas oficialmente, cambios de políticas y noticias del ecosistema. Pero antes de lanzarnos a las actualizaciones,

    • Disable Zoho Contacts

      We don't want to use this app... How can we disable it?

    • Filter button in the Zoho Sheet Android App doesn't toggle on

      I am a new Zoho Sheets user and experiencing a specific issue with the filter functionality in the Android mobile application. Detailed Issue Description: The filter icon appears correctly in the toolbar. Upon tapping the filter icon/button, the toggle

    • 【Zoho CRM】商談タブへのデータインポート

      Zoho使用前にエクセルで管理していた商談情報を、Zoho一括管理のため、商談タブにインポートしたいのですが、お客さまの氏名だけが紐づけられませんでした。 「Zoho CRMにインポートする項目を関連付ける」のところが画像のようになっています。 （弊社では、「姓」を「★個人データ名」という項目名に変更し、フルネームを入れて使用しています。） どのようにしたら氏名をインポートできるかご存じの方がいらっしゃいましたら、ご教示いただきたく、よろしくお願いいたします。 （投稿先が間違っていましたらご指

    • CRM Cadences recognise auto-responses

      I have leads in a Cadence. I get an auto-responder reply "I'm out of the office..." Normally Cadences seems to know that isn't a real reply and keeps the lead enrolled in the cadence. However, today, Cadences has UNENROLLED a Lead who sent an auto-reponse

    • Selecting all notes in a notebook

      In Windows11, I select a notebook and I get a list of notes, but only 30 notes. If I scroll down to the end, I get an additional 30 notes (and at the top it now shows 60 notes). I can keep doing this to eventually see all my notes but this is a real pain.

    • SalesIQ Chat Notifications

      I am the admin of our salesIQ implementation. About two weeks ago, I started hearing/seeing notification for ALL chats messages from monitored agents/chat participants. I don't need to see these, we have a manager who deals with this. I can't stop the

    • How to Create a Fixed Sliding Time Window (D-45 to D-15) in Zoho Analytics ?

      Hello, I would like to create a report in Zoho Analytics based on a sliding time window between D-45 and D-15, with a fixed snapshot of that specific period. The data displayed should strictly reflect activity recorded between D-45 and D-15 only, without

    • Export Zoho Books to another accounting package?

      Is an export feature to Quickbooks or Accpac available (or a form that is easily imported by them)?  My reasons: 1) my accountant, who prepares my corporate tax return, prefers to work with their own accounting system.  If I can convert Zoho books a form that is easily importable into Quickbooks or an Accpac format, this process would be easy. 2) I don't want to keep my data in a proprietary format on the cloud somewhere without a way to easily extract it to a format that can be read my a well established

    • Anchor Links in Dashboards

      Hello,  Our dashboards frequently have multiple sections that would be more easily skipped between using anchor links. Please consider adding an anchor link feature to the text widget? This could be done by adding an anchor link option to the text widget next to the "remove" option (see screenshot). The option would assign an ID to the <div> containing the text widget in the live dashboard. Then, the chosen ID could be linked using a traditional <a href="#link_id"> in the html section of the text

    • Introducing Auto-trigger for Screening Bot

      Still manually sending screening tests after every application? Not anymore. With Auto-trigger for Screening Bot, screening now begins automatically. When a candidate applies for a job that has an attached assessment, Recruit checks whether the test has

    • Importing into Multiselect Picklist

      Hi, We just completed a trade show and one of the bits of information we collect is tool style. The application supplied by the show set this up as individual questions. For example, if the customer used Thick Turret and Trumpf style but not Thin Turret,

    • New 2026 Application Themes

      Love the new themes - shame you can't get a little more granular with the colours, ie 3 different colours so one for the dropdown menu background. Also, I did have our logo above the application name but it appears you can't change logo placement position

    • Add line item numbers to sales order/invoice creation page

      It would be really helpful if there were line numbers visible as we are creating a sales order and/or invoice. There are line numbers visible in the PDF once the sales order is created. I would like to be able to see the line numbers as I am building

    • API to Apply Retainer invoice payment to Invoice

      Hi Team, I could not find  API to apply the Retainer invoice payment to existing Invoice. Can you please help ? Attaching the screenshot

    • Reconciling a month with no transactions

      I'm treasurer for a small non profit cemetery association and I'm trying to reconcile a bank statement for a month that did not have any transactions. Do I skip the month entirely and go a month with transactions?

    • Customize your Booking page using Zia

      We’re excited to introduce an AI-based enhancement that automatically customizes your booking page effortlessly. By simply providing your business website URL, Zoho Bookings can automatically design a booking page that matches or complements your brand

    • Multiple header in the quote table???

      Hello, Is it possible in Zoho CRM to add multiple headers or sections within the Quote product table, so that when the quote is printed it shows separate sections (for example “Products” and “Services”)? To clarify, I’m asking because: This does not appear

    • Feature Request: Render Markdown (.md) files in Zoho Cliq

      Hi, We regularly share Markdown (.md) files in Zoho Cliq. However, when we open these files in Cliq, the content does not render as Markdown—it displays as plain text. This forces us to copy/paste the content into an external Markdown viewer to read it

    • Zoho mail to contacts and leads, but not to accounts?

      We use the accounts tab a lot for our business because they can be linked to the sales orders. Now we want to use the mail add on to link communication of our emails to our accounts. However this is only possible for contacts and leads? It would be convenient

    • API keys not showing in ZeptoMail dashboard

      Hi there, I'm hoping someone can provide some assistance as support isn't replying. I am trying to configure my transactional emails, but the dashboard doesn't show any of my API details - the `div` is there but it's emtpy. Every time I click "Generate

    • Reading from and writing to Zoho Projects Custom Module with Deluge

      Does anyone know if there is a way to read from and write to the Custom Modules that Zoho now supports. I would love to be able to loop through a set of data and create the entities I need to for this new custom module I'm looking to put together.

    • How Does Knowledge Base Search and Article Recommendation Work?

      Hello, I would like to understand how the Knowledge Base search engine works. Specifically, does it search based on: The article title only? The full article content? Both, the article and the content? Keywords? Tags? Also, how does the system determine

    • Zoho Books/Inventory - Restrict Items With Pricebook

      Hi Zoho Team, I'm trying to address as use case where a client needs to restrict which products certain customers can purchase. I have been able to find a way to do this based on the current Zoho Books or Zoho Inventory configuation. My feature request

    • Best Way to Integrate Zoho Campaigns with Amazon SES Without Third-Party Tools

      I am looking for the most seamless and efficient method to integrate Zoho Campaigns with Amazon SES. My goal is to avoid using any third-party automation tools like Zapier, Make, or Pabbly, and instead, leverage Zoho's native capabilities for this integration.

    • How to charge Convenience fee OR payment gateway charges to the end client who is paying the invoice?

      Hello, I am creating this topic after having discussions with various sets of users and have understood that with people moving more and more to digital payments, it is important for the client to enable the "Convenience fee" kind of scenario. I have

    • Card payment surcharge?

      Hi, I would like to offer my customers the ability to pay invoices by card (using the PayPal integration). However, PayPal charges me around 5% to receive a card payment, and I would like to pass on this cost to my customer by way of a card payment surcharge. Is there any way for Zoho Invoice to be set up to automatically add a defined "card processing fee", say 5% of the invoice total, if the customer elects to pay by card? I don't want to add this on to invoice manually, since most of my clients

    • Next Page