🚀 Zoho WorkDrive 6.0 (Phase 1) Features Updates and Enhancements

🚀 Zoho WorkDrive 6.0 (Phase 1) Features Updates and Enhancements

Hello, everyone!

WorkDrive continues to evolve from a robust file management solution into an intelligent, secure, and connected content collaboration platform for modern businesses. Our goal remains unchanged: to simplify teamwork, strengthen data security, and serve as the unified content hub across all Zoho applications.


WorkDrive 5.0 marked a major leap forward with Data Loss Prevention (DLP) policies, AI capabilities, advanced sharing controls, and automated Workflows, redefining the way teams collaborate and manage information.

Now, with WorkDrive 6.0, we are introducing the next set of intelligence and control to your workspace. From AI-powered content discovery to enhanced administrative tools and improved accessibility, this release empowers teams to work smarter, collaborate seamlessly, and manage data with greater security and confidence.

Let’s dive into what’s new!


Content Intelligence

Ask Questions on Files: Let Zia Find Answers Hidden in Your Files (Beta)

Finding specific details inside lengthy documents can often be time-consuming. With Zia, you no longer need to scroll through pages or use keyword searches to locate what you need. You can now ask questions directly within your files and get instant answers drawn from the file’s content.

Open any supported file in Preview mode, click the Zia icon in the right pane, and select Ask questions from this file. Type your query, such as “List the sales numbers from this report”, and Zia will display the exact answer along with the relevant context.

Learn more about asking questions on files using Zia

Info
  1. Supported plans: Business plan and Zoho One bundle.
  2. Available for users in the US, IN, and EU data centers only.


Zoho WorkDrive + Zoho MCP: Turn Prompts into Actions with Zoho MCP (Early Access)

Zoho WorkDrive is now integrated with Zoho MCP (Model Context Protocol), a new service that connects your apps and AI agents to automate complex workflows with a single prompt. By setting up your MCP server, you can link WorkDrive with more than 950 Zoho and third-party applications, allowing AI agents like Claude, OpenAI, Copilot, or Cursor to perform multi-step actions across apps.

Once configured, Zoho MCP enables AI agents to understand context and execute multi-step actions automatically.

For example, by typing a prompt like:

"Move ‘Finalised Presentation.ppt’ to the Approved Presentations folder in WorkDrive and share it with {user_email} with a natural language message."

Your agent will move the file to the specified folder in WorkDrive, share it with the intended recipient, and include a natural language message, all triggered by a single instruction. No manual steps, no app switching, and no coding required.

Learn more about Zoho MCP + WorkDrive integration

File Suggestions: Find Files Faster with AI-Powered Recommendations (Beta)

Employees often spend a significant part of their workweek searching for the right files. File Suggestions helps reduce that effort by anticipating what you need and surfacing the most relevant files instantly.

The feature studies your activity patterns, access history, and team interactions to recommend files you have recently accessed, frequently worked on, or commonly use, along with files your team engages with regularly. You can explore all these smart recommendations anytime from the File Suggestions tab in the left panel.

Learn more about File suggestions

InfoSupported plans: All paid plans (Starter, Team, & Business), Zoho Workplace and Zoho One bundles.

Media Content Summarization: Get Instant Insights from Audio and Video Files

WorkDrive’s File Summarization now goes beyond documents, spreadsheets, images, and presentations to include audio and video files. With this enhancement, Zia can automatically transcribe and summarize media content, giving you quick insights without the need to replay lengthy recordings.

Learn more about File summarization using Zia

Automation

Automation in WorkDrive 6.0 focuses on extending workflows beyond internal teams and enabling deeper integrations.

Workflows: External User Support

WorkDrive Workflows now support external users, making it easier to collaborate on structured processes with clients, vendors, or partners outside your organization. You can now assign tasks such as reviews or approvals to external participants directly within a workflow, ensuring seamless coordination across teams. Earlier, workflows were limited to internal team members.

Along with this update, client users can now trigger automatic workflows. Previously, they could only start manual workflows and perform transitions.

Learn more about Workflows

InfoSupported plans: Business plan and Zoho One bundle.

Workflows: Now Smarter with Custom Functions and Connections

WorkDrive Workflows just got more powerful. You can now automate advanced business processes using Custom Functions and Connections, enabling deeper integrations and smarter automation across your organization. Move beyond standard actions like share, copy, or move, and tailor workflows to match your team’s unique processes.

With Custom Functions, you can build and run scripts using the Deluge scripting language to handle complex actions or link WorkDrive workflows to other Zoho and third-party applications. Connections make this integration seamless by using secure OAuth 2.0 authentication, allowing your workflows to access external APIs without manual token setup. Together, they help you streamline data exchange, reduce manual effort, and keep your workflows synchronized.

Learn more about Connections and Custom Functions

InfoSupported plans: Business plan and Zoho One bundle.


Accessibility Controls

Making Zoho WorkDrive Work for Everyone: More Accessible, More Inclusive

The new Accessibility Controls in Zoho WorkDrive are designed to make the platform easier and more comfortable for everyone. Whether you prefer larger text, higher contrast, or keyboard navigation, WorkDrive now lets you personalize your workspace to match your needs. These updates improve readability, focus, and ease of navigation for all users, including those with vision, mobility, or learning challenges.

WorkDrive is also optimized for assistive technologies such as screen readers, offering better navigation, clearer labels, and a smoother user experience. With these features, WorkDrive becomes more inclusive and adaptable, giving every user the freedom to work their way.

Alongside these improvements, we are advancing toward full compliance with WCAG 2.0, 2.1, and 2.2 (A & AA levels). This ongoing effort reflects our commitment to creating a platform that is accessible, usable, and welcoming to all users, regardless of ability or environment.

Learn more about Accessibility Controls

WorkDrive Desktop App now Available for Linux Users

We’re extending WorkDrive TrueSync support to Linux OS, joining Windows and macOS. Linux users can now enjoy the same seamless experience of accessing WorkDrive files directly from their desktop.

The WorkDrive TrueSync app creates a virtual drive of your WorkDrive account, allowing you to browse, open, and manage files without downloading them. This helps you save computer storage while keeping your data easily accessible.

Simply get started by downloading and installing the WorkDrive TrueSync app for Linux OS: Download Link

Learn more about WorkDrive TrueSync for Linux OS

Feature Updates & Enhancements

Customize File Listings: Add Columns and Sort Your Way

WorkDrive now lets you customize your file listing view by adding multiple columns and sorting files based on your preference. Choose the information you want to see, such as file owner, last modified date, file size, or type, and arrange it in a way that works best for you.

Whether you are scanning large folders or comparing multiple files, customized listings help you view relevant details faster and stay organized. Column customization is supported in List and Compact views, giving you a cleaner and more structured way to manage files every day.

Learn more about customizing file listings

Set Expiry Dates for Direct Shares

Expiry dates aren’t limited to External Share Links or Download Links anymore. You can now set an expiration date when sharing files directly via email, giving you tighter control over how long recipients can access your content. Once the expiry date is reached, access is automatically removed—keeping shared files secure and time-bound.

Learn more about sharing files and folders in WorkDrive

Archive Team Folders: Put Inactive Team Folders on Pause

You can now archive Team Folders that are no longer in active use but may be needed later. Archiving helps teams keep their workspace organized without losing access to important data. Once a Team Folder is archived, no users can access its files or folders, but all data, structure, and sharing permissions remain intact.

Learn more about archiving Team Folders

Mark as Final: Finalize, Lock, and Protect Your Work

The Mark as Final feature helps you indicate that a file has reached its final or approved version. Once applied, the file becomes read-only for all users, ensuring no accidental edits or changes are made.

Learn more about Marking a File as Final

Version History in File Preview: View and Manage File Versions Instantly

WorkDrive now offers a more intuitive way to view and manage file versions. With the Enhanced Version History update, users can preview all file versions directly within the preview window, making it easier to compare, review, and manage versions without leaving the page. You can seamlessly switch between different versions and keep track of changes in real time.

Learn more about version listing in file preview

Embed Code Customizations: Personalize How You Share Content

WorkDrive’s Embed Code Customizations give you more control over how files, folders, and videos appear when shared on external platforms like websites, blogs, or portals. You can now adjust the size, layout, theme color, and appearance of embedded content, and even configure playback options for videos such as auto-play, looping, or hiding controls.

Learn more about Embed Code Customizations

Upload Options: Skip Duplicate Files

Zoho WorkDrive automatically detects files with the same name and extension during uploads. You can now choose how to handle such files. Update the existing file with the latest version, keep both files as separate copies, or skip the upload altogether. This helps prevent accidental overwrites, reduces confusion, and keeps your workspace organized.

Manage Large files in My Folders

Large files like videos, design assets, and heavy presentations can quickly fill up your WorkDrive storage. The new Large File Listing view in My Folders makes it easy to find and manage these space-consuming files in one place. Review your largest files, decide what to keep or remove, and clean up older versions to free up valuable storage.

Learn more about optimizing storage space in My Folders

Administration and Data Security

Data Loss Prevention: Smarter Data Protection with Enhanced DLP Rules

WorkDrive’s Data Loss Prevention (DLP) feature already helps organizations prevent unauthorized access, sharing, or misuse of confidential files through automatic detection and classification. With this update, WorkDrive’s DLP policies offer new ways to define smarter, more precise detection rules:

  • Multi-keyword identifiers: You can now select Multi-keyword Identifier as a rule type and include multiple related terms within a single rule, separated by commas.

  • Regex-based identifiers: Create advanced detection rules using regular expressions (regex) to identify structured data patterns.

  • Sensitive Content Identifiers: WorkDrive can now identify PHI (Protected Health Information) data such as patient IDs, medical record numbers, and insurance policy details, supporting compliance in healthcare and related sectors.

Learn more about enhanced DLP rules in WorkDrive

InfoSupported plans: Business plan and Zoho One bundle.

Data Templates and Custom Fields: More Flexibility and Control

WorkDrive’s Data Templates make it easier to organize, classify, and retrieve business data stored across files and folders. With this update, we’re introducing key enhancements that bring more flexibility, discoverability, and administrative control to your workspace.

What's New:

  • Control access to data templates by associating specific members or groups. Only the specified members or groups can associate these data templates.

  • Each team can now create more than 1,000 custom fields and mark up to 1,000 of them as searchable.

Learn more about data templates and custom fields


InfoSupported plans: Business plan and Zoho One bundle.

Manage Large Files: Optimize your team's storage

Similar to the Large File view in My Folders, the new Large File Listing in the Admin Console helps you easily identify and manage space-consuming files across your team from a single location.

As an admin, you can review your team’s largest files, decide what to retain or remove, and clean up older versions to free up valuable storage. Learn how to optimize your team's storage

InfoSupported plans: Business plan and Zoho One bundle.

View Preferences

Ensure a consistent viewing experience across your team. As a team admin, you can set:

  • Default folder view for your team: Set the preferred layout (List, Thumbnail, or Compact) for all users.

  • Default right panel view for file preview: Choose what displays by default in the right panel when files are previewed (Only Preview, File Details, Comments, or Data Templates).

Learn more about setting view preferences

Edit Permissions for Non-Zoho Formats

Team admins can enable or restrict editing of non-Zoho file formats using Zoho Editors, giving organizations complete control over how files are edited within WorkDrive.

Learn more about editing non-Zoho formats using Zoho Office Suite apps

External Share Link (User Info Collection)

Admins can define default user information requirements for external share links to enhance access tracking and security. When enabled, external users must provide details such as name, email address, or phone number before accessing shared files or folders.

Note: The setting is applied by default to all new external share links. Users may customize or disable the requirement during link creation, based on sharing preferences.

Learn more about enabling user info collection for external share links

Redesigned Admin Dashboard

Apart from these controls, we’ve also redesigned the Admin Dashboard to give admins clearer visibility into plan details, storage usage, and key activity insights. You’ll receive automatic storage alerts as capacity nears its limit, helping you stay ahead of potential disruptions and keep your team working without interruption.


Explore and share feedback

From AI-powered insights to refined admin controls, WorkDrive 6.0 brings meaningful upgrades designed to boost productivity and simplify teamwork. Try the new features and share your thoughts as you explore the platform.

Team Zoho WorkDrive 💙


    • 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

    • Can't rename groups on Mac desktop app

      I'm working on an up-to-date Mac with a freshly downloaded Notebook app. I'm trying to rename a group within a notebook. Here I have, left to right, a note, a group, and a note. I select the group. On the top left, I select Action. On the dropdown, "Rename"

    • Custom CSS for Zoho CRM Team Bookings embeded widget

      Hello, we are adding Zoho CRM Team Bookings (crm.zoho.com) in our public website. We know that we can change Theme Color, Font Color and Background Color: Zoho CRM Booking Styling But is it possible to change other CSS attributes e.g. Font Family, like

    • Metadata API Access to Functions

      I think it would be incredibly helpful to have api access to every function's code. Our team primarily uses deluge functions to update fields across modules according to business logic. I would like to create a visual dependancy model for our CRM, but

    • Strange behavior in CRM Number Field – Characters allowed but not "e"?

      Hi everyone, Has anyone faced this strange issue in Zoho CRM? In a Number field, it is possible to type some characters, but the character "e" cannot be entered. This was really surprising to me. Normally, a number field should restrict all characters

    • Best Way to Manage Approvals Within Blueprint Stages?

      Hi, I am working on a requirement involving Blueprint and approval logic in Zoho CRM and would appreciate some guidance. I understand that approval processes do not trigger when a record is currently within a blueprint, which makes it challenging to implement

    • Marketing Tip #25: Grow your social presence with a simple posting routine

      Consistency is one of the biggest growth drivers on social media. Regular content keeps your store visible and helps customers remember you. Even 3–4 posts a week can build momentum over time. The easiest way to stay consistent is to stop trying to create

    • How to add "All Open AND Overdue" back to the Home Page Task Component?

      Hi everyone, I’m looking for a way to restore the Tasks component dropdown list on the Zoho CRM Home Page. Since the recent update to the Task area in my Home Page Classic View, the dropdown options (e.g., My Next 7 Days + Overdue) are too restrictive

    • Duplicate Leads Concerns with Round Robin and Lead Approval Process

      It is great to have the Duplicate Lead Approval Process,  there are a few issues with the process that I would greatly appreciate taken consideration in enhancing. It appears that A Lead comes in Lead owner assigned by the Round Robin Check for Duplicate, If the lead is a Duplicate the Lead owner gets an email of a duplicate needs approval email assign to the approval process      This causes problems, The duplicate approval process is done by a different level person, they do not get the email notification

    • Dashboard target enhancements

      Often individuals in IT are creating dashboards for their sales team. The ability to create a single dashboard that can be used by multiple people is key. A components for a dashboard have the ability to filter by logged in user which is great. However

    • How to update "Lead Status" to more than 100 records

      Hello Zoho CRM, How do I update "Lead Status" to more than 100 records at once? To give you a background, these leads were uploaded or Imported at once but the lead status record was incorrectly chosen. So since there was a way to quickly add records in the system no matter how many they are, we are also wondering if there is a quicker way to update these records to the correct "Lead Status". I hope our concern makes sense and that there will be a fix for it. All the best, Jonathan

    • Finding rhythm through poetry

      Poetry has long been a powerful form of expression, discovery, and reflection. For many, it is a way to pen down their thoughts and experiences. The "poetic license" allows writers to shape their words with rhythm and flow. This year, on World Poetry

    • Bring your own credentials (BYOC) for connections in Zoho Creator

      Hello everyone, We're excited to announce an important step forward in how integrations and authentications work in Zoho Creator. Zoho Creator is a versatile platform for integrations, enabling you to connect with thousands of third-party services using

    • CRM x WorkDrive: File storage for new CRM signups is now powered by WorkDrive

      Availability Editions: All DCs: All Release plan: Released for new signups in all DCs. It will be enabled for existing users in a phased manner in the upcoming months. Help documentation: Documents in Zoho CRM Manage folders in Documents tab Manage files

    • Project Management Bulletin: March, 2026

      We are passionate about equipping our users with efficient solutions that help them run their businesses successfully. Our collective efforts over the past 2 years have culminated in the launch of Sprints 3.0— built with reliable features, impactful integrations,

    • Composite items inside of composite items; bill of materials needed

      Hi Zoho and Everyone, I am evaluating whether Zoho Inventory will work for my small business. I grow and harvest herbs and spices but also get from wholesalers. I use all these items to make herbal teas, but also sell them as individual items on my Shopify store and Etsy. I discovered the composite item bundling and am wondering if I could get some assistance since there is no bill of materials: Our herbal company's best selling tea is a sleepytime tea. Sleepytime Tea can be purchased in three weights

    • Automation Series: Sync Task Status with Zoho Desk Tickets

      In Zoho Projects, you can automatically close and reopen an associated Zoho Desk ticket when the status of a task is changed. This syncs the current state of the task with the support ticket without manual updates. For instance, a support team handling

    • Auto-Generate Line Numbers in Item Table Using HTML & CSS Counters (Zoho Books & Zoho Inventory Custom Templates)

      <div> <style> /* Start counter from 0 inside tbody */ tbody#lineitem { counter-reset: rowNumber; } /* Increment counter for each row */ tbody#lineitem tr { counter-increment: rowNumber; } /* Show counter value in first column */ tbody#lineitem tr td:first-child::before

    • Does zoho inventory need Enterprise or Premium subsrciption to make Widgets.

      We have Zoho One Enterprise and yet we can't create widgets on inventory.

    • Introducing Radio Buttons and Numeric Range Sliders in Zoho CRM

      Release update: Currently out for CN, JP, AU and CA DCs (Free and standard editions). For other DCs, this will be released by mid-March. Hello everyone, We are pleased to share with you that Zoho CRM's Layout Editor now includes two new field formats—

    • New UI for Writer - Disappointed

      I've been enjoying Zoho Writer as a new user for about 6 months, and I really like it. One of my favorite things about it is the menu bar, which you can hide or leave out while still seeing most of your page because it is off to the left. I think this

    • Zoho CAMPAIGNS working hours

      Hi I use Campaigns Automation workflows to automate follow-ups to my Leads. I discovered this weekend that emails are being sent out on Sundays. How do I limit my Campaigns outgoing emails to business working hours? This is very important! Thanks, D

    • Depositing funds to account

      Hello, I have been using Quickbooks for many years but am considering moving to Zoho Books so I am currently running through various workflows and am working on the Invoicing aspect. In QB, the process is to create an invoice, receive payment and then

    • Create Receipt of a Donation (not a sale)

      We are a non-profit organization that receives general donations. How do I create a receipt of payment for the donor and categorize the payment as a Gift? I tried the method of creating an invoice; however that automatically created a "Sales" transaction

    • Function #2: Create a Deal in Zoho CRM when an Estimate is created in Zoho Books

      For those who use Zoho CRM integrated with Zoho Books, here's a nifty function that helps you optimize your sales process by adding a Deal in Zoho CRM whenever an estimate is created in Zoho Books. Custom Function: To create the custom function, go to

    • New Custom View -Sorting the Custom fields

      While creating a New Custom View in invoice , Customers, Bills ,expense etc , the sorting of custom fields are not available , a query function "order by / sort by  " may also be included in  Define new criteria module  which will be more beneficial to

    • Grouping Undeposited Funds to Move to other accounts

      In the bank option it would be nice to check what transactions in undeposited funds I want to move to other accounts. Then while checking this it can accumulate totals and created whats essentially a deposit slip. Once the transaction is moved it should

    • Sync your CRM Tasks with Zoho Projects

      Zoho Projects integration with Zoho CRM helps you manage your tasks more efficiently. You can create all project related activities right inside your CRM using this integration. Create new portal or associate an existing portal, add projects to the portal,

    • Zoho CRM strips whitespace in text fields

      When editing field text with multiple spaces: CRM - both UI and API trim / compress the whitespace to a single space when saving: Is this known / expected / documented behaviour?

    • WorkDrive API returning empty response even after placing file in Team Folder

      Hi everyone, I am trying to fetch a file from Zoho WorkDrive using a Deluge standalone function in Zoho People. The API call executes successfully using a configured connection, but the response is coming back empty. I have verified the following: The

    • Custom Button makes scroll bar go down in report

      I have a report with a Custom button called Completed. A colleague mentionned to me that when he pressed this custom button it scrolled down the page which is annoying since he want to stay at the same space on the repoort. There is no reload linked to

    • Quickbooks Integrations Stopped Working

      All of our Quickbooks integrations have stopped working. I am checking in to see if: a) this is a known issue b) if anyone else is having this issue. As usual, Zoho support is unavailable.

    • sync two zoho crm

      Hello everyone. Is it possible to sync 2 zoho crm? what would be the easiest way? I am thinking of Flow. I have a Custom Module that I would like to share with my client. We both use zoho crm. Regards.

    • CRM x WorkDrive: We're rolling out the WorkDrive-powered file storage experience for existing users

      Release plan: Gradual rollout to customers without file storage add-ons, in this order: 1. Standalone CRM 2. CRM Plus and Zoho One DCs: All | Editions: All Available now for: - Standalone CRM accounts in Free and Standard editions without file storage

    • Incorrect Functioning of Time Logs API (Version 3)

      We need to fetch the list of time logs for each task for our company internal usage. We are trying to achieve it by using the next endpoint: https://projects.zoho.com/api-docs#bulk-time-logs#get-all-project-time-logs Firstly, in the documentation the

    • Zoho CRM Queries Now Support Databases and Cloud Data Sources

      Hello everyone! We're thrilled to announce a major enhancement to the Queries feature in Zoho CRM! Queries now support a broader range of external data sources, allowing you to fetch live data and combine it with CRM records, all using a unified query

    • Salesforceに添付ファイルを格納したい

      お世話になっております。 Salesforceに添付ファイルを格納したく、カスタムオブジェクトに連携し、 「ファイルのアップロード」項目を設けました。 実際、エラーもなく送信出来たのですが、実際生成されたカスタムオブジェクトのレコードを見ると、どこにも添付ファイルがありません。仕様として、この添付ファイルはSalesforceのどこに格納されるのでしょうか？ 今回作りたいフォームは、複数の書類を添付するため、Zohoformのファイルアップロード項目「本人確認書類」「源泉徴収票」などの項目を、Salesforce側にも設けた「本人確認書類」「源泉徴収票」という各項目にURLリンクとして紐づけたいと思っておりました。

    • Dynamic image in form works in the app but not on the customer portal.

      img = frm_Fichas[ID == input.Nombre].Foto; imgno = Nophoto[ID2 = 1].Image; if(len(img) > 1) { img = img.replaceAll("/sharedBy/appLinkName/",zoho.appuri); img = img.replaceAll("viewLinkName","Fichas_de_personal_public"); img = img.replaceAll("fieldName","Foto");

    • Is it possible to retrieve function (Deluge) code from Zoho CRM externally?

      Hi Everyone, Is it possible to fetch or retrieve the Deluge function code from Zoho CRM using an external method (API or any other approach)? I would like to know if there is any way to access or extract the function script outside of Zoho CRM, or if

    • Uplifted homepage experience

      Editions: All editions. Availability update: 17th February 2026: All editions in the CA and SA DC | JP DC (Free, Standard and Professional editions) 23 February 2026: JP (All Editions) | AU, CN (Free, Standard, Professional editions) 27 February 2026:

    • Darshan Hiranandani : How many participants can join a Zoho Meeting at once?

      Hi everyone, I'm Darshan Hiranandani, trying to find out the maximum number of participants that can join a Zoho Meeting at once. Has anyone here used Zoho Meeting for larger groups and can share their experience or knowledge about the participant limit?

    • Next Page