Spotlight #1: Collaborate using Team Folders

Spotlight #1: Collaborate using Team Folders


Hello All,

This is the beginning of our new Spotlight Series for Zoho WorkDrive. WorkDrive is a file management and collaboration tool for teams of all sizes. In this series, we will discuss individual features and related use cases in detail, to help you make the best use of WorkDrive.

So, here's our first spotlight series article: Collaborate using Team Folders.

Teamwork using traditional content collaboration platforms involves sharing files with your teammates, managing their access permissions, and a futile attempt to keep track of all the changes they make. It doesn't end there. Every time you need access to a file created by someone else, you have to request access and wait for them to share it with you. It's even harder to keep these files organized for easy access.

These collaboration woes are now a thing of the past. Zoho WorkDrive introduces an entirely new way to create, store and share files to collaborate with your team members—Team Folders.



There are two types of Team Folders: Private Team Folders and Public Team Folders.

1. Private Team Folders
You can create Private Team Folders to store and work on files that are exclusive to your department, or related to a specific project. Only the team members who have been added to a private Team Folder can access its files and folders.

2. Public Team Folders
You can create Public Team Folders to store common team files so that all the members in your team can access them. Anyone in the team can join a public Team Folder and access its files and folders.

How Team Folders can make your workday easy

Smooth onboarding for new team members
Adding members to your Team Folder is simple and quick. Just enter the required email address, assign an appropriate role (Admin/Organizer/Editor/Commenter/Viewer), and add them. You can also add groups to a team folder. All group members will have the common team folder role assigned to the group.

Fine-grained roles and permissions
WorkDrive lets you assign a Team Folder member higher access permissions to a file or folder within it. For example, a member with viewer role in a Team Folder can be given edit or higher access to a sub-folder or a file.

Advanced file sharing
The goal behind Team Folders is to reduce the number of times you have to share files individually with your teammates. Files added to a Team Folder are already available to all its members. You can also share files individually with members of your team with specific access permissions when needed.

Our advanced external sharing feature lets you create multiple links to share the same file with different stakeholders, like clients and partners. You can set access permissions, passwords, and expiry dates, and decide who can download a file. You can also request user data like name, phone number, and email address.

Note: As an admin, you can disable external sharing for your Team Folder altogether when required.

Quick file search
Never worry about losing a file again. Find anything in no time with our advanced file search by just entering the file name, author, or even a keyword. Narrow down your search further by filtering the search results based on file location, type, or date range. Learn more about searching files in WorkDrive.

Built-in Zoho office suite
With WorkDrive, you don't have to spend time or money on external office suite apps to work on your ideas. Easily create documents, spreadsheets, and presentations with the help of our intuitive Zoho office suite consisting of Writer, Sheet, and Show.

Files in draft mode
Do you want to work freely on your files without other members commenting on or editing your work too early? 

Working together with your team in a Team Folder doesn't mean your files are available to your team before you're ready for their contribution. When you create files using Zoho Office Suite in a Team Folder, they'll remain as drafts and are visible only to you. When you mark those files as complete, they will be accessible to other members in your Team Folder.

File locking
Have you ever faced a situation where you shared a customized offer with a client, and then one of your team members changed the offer details to share it with a different client? The first client was likely upset by the change. How do you prevent this from happening in the future?

You can use the Check Out option to prevent your team members from overwriting the changes you make to a file. To allow others to edit the file, check the file back in. Learn more about locking files.

Smart notifications
Unread Notifications in WorkDrive will keep you informed on every change made in your Team Folders. You won't be startled by an unrecognizable file when you return to something you'd been working on earlier.

Follow our Community to stay connected on the series, and do not miss any product updates.

If you have any queries, please leave a reply below or contact support@zohoworkdrive.com.

    Access your files securely from anywhere


            Zoho Developer Community




                                      Zoho Desk Resources

                                      • Desk Community Learning Series


                                      • Digest


                                      • Functions


                                      • Meetups


                                      • Kbase


                                      • Resources


                                      • Glossary


                                      • Desk Marketplace


                                      • MVP Corner


                                      • Word of the Day



                                          Zoho Marketing Automation


                                                  Manage your brands on social media



                                                        Zoho TeamInbox Resources

                                                          Zoho DataPrep Resources



                                                            Zoho CRM Plus Resources

                                                              Zoho Books Resources


                                                                Zoho Subscriptions Resources

                                                                  Zoho Projects Resources


                                                                    Zoho Sprints Resources


                                                                      Qntrl Resources


                                                                        Zoho Creator Resources



                                                                            Zoho CRM Resources

                                                                            • CRM Community Learning Series

                                                                              CRM Community Learning Series


                                                                            • Kaizen

                                                                              Kaizen

                                                                            • Functions

                                                                              Functions

                                                                            • Meetups

                                                                              Meetups

                                                                            • Kbase

                                                                              Kbase

                                                                            • Resources

                                                                              Resources

                                                                            • Digest

                                                                              Digest

                                                                            • CRM Marketplace

                                                                              CRM Marketplace

                                                                            • MVP Corner

                                                                              MVP Corner





                                                                                Design. Discuss. Deliver.

                                                                                Create visually engaging stories with Zoho Show.

                                                                                Get Started Now


                                                                                  Zoho Show Resources


                                                                                    Zoho Writer Writer

                                                                                    Get Started. Write Away!

                                                                                    Writer is a powerful online word processor, designed for collaborative work.

                                                                                      Zoho CRM コンテンツ






                                                                                        Nederlandse Hulpbronnen


                                                                                            ご検討中の方





                                                                                                  • Recent Topics

                                                                                                  • Paid Support Plans with Automated Billing

                                                                                                    We (like many others, I'm sure) are designing or have paid support plans. Our design involves a given number of support hours in each plan. Here are my questions: 1) Are there any plans to add time-based plans in the Zoho Desk Support Plans feature? The
                                                                                                  • Zoho expense linked with Campaign instead of customers

                                                                                                    Hi, Is there a development planned for linked an expense or a report to a zoho campaign? Indeed, suppose I created a campain in which I add different clients (for example a trip to a foreign country where I meet 3 different clients), I would like this campaign to be linked to the expenses I have. Say I have a plane ticket, taxis and 1 hotel night, I would like those expenses to be linked to the 3 clients. With Zoho expense, it is not possible at the time (or maybe it is but I do not know how!). thanks
                                                                                                  • Function #4: Schedule Customer Statements

                                                                                                    Regularly sending statements to customers is an imperative part of many business processes as it helps foster strong customer relationships and provides timely guidance on payments. While you can generate the statement of accounts and have it sent over
                                                                                                  • Export multiple Invoice PDF

                                                                                                    As part of end of year accounting a client needs to export all of their Invoices in PDF from Zoho CRM. Do they need to click into every single Invoice and click the Export to PDF button. Is there a means of either doing a mass Export to PDF of all Invoices
                                                                                                  • How to create Sepa Direct Debit XML file: solution and code

                                                                                                    Even though Books provides a payment integration for Stripe and Gocardless (in Europe) there are customers that want to use the Sepa services of their own bank. Mainly because Stripe and Gocardless are quite expensive. In that case they would need a Sepa
                                                                                                  • Introducing 'Dynamic display' in the latest version of the Bigin Android mobile app.

                                                                                                    Hello everyone! In the latest version of the Bigin Mobile Android app (1.6.0), we have introduced support for Dynamic Display, which transforms the List View into a powerful and customizable visual interface. Dynamic Display: This feature allows users
                                                                                                  • CRM - Copy data from Single Line to Lookup Field

                                                                                                    Hello, I need help to create a workflow with a custom function in order to copy value from a single value field to a Lookup Field. Module : Shipment Single value field API name : Customer_ID Lookup field API name : Account_ID WOuld be great to have some
                                                                                                  • How to Parse XML Data Returned by API?

                                                                                                    I have several APIs integrated with my CRM and they work great. I am having some trouble though parsing data out of a large string/array in Funtions? I need to be able to pull the DeviceId and the WebSiteDeviceName from each PanelDevice. I would appreciate
                                                                                                  • Unable to add organization consultants and contractors in Zoho People

                                                                                                    Hello Team: I am unable to add my few consultants and contractors in Zoho People. How to add these people as Users?
                                                                                                  • Why can't I see the delivered Zoho Campaign automation email on Zoho CRM lead record?

                                                                                                    I recently did update the field mapping on our Leads sync services between Zoho CRM and Zoho Campaigns. The end goal is to create tailored email drip campaigns with the use of segments and automation. I understand you can build cadences, email templates,
                                                                                                  • Why can't I see the email from Zoho Campaigns Automation under Zoho CRM Leads module?

                                                                                                    I recently did update the field mapping on our Leads sync services between Zoho CRM and Zoho Campaigns. The end goal is to create tailored email drip campaigns with the use of segments and automation. I understand you can build cadences, email templates,
                                                                                                  • Linkedin - Recruiter System Connect

                                                                                                    Hi there! Does anyone here know how to connect Zoho Recruit to Linkedin Recruiter via Recruiter System Connect?
                                                                                                  • Lead Owner not importing all users only main user

                                                                                                    I have set up 3 users, 1 CEO, 2 Managers, all users have been verified. I'm using the Free ZOHO version. When I go to import Leads my Excel file has these 3 users listed as the Lead Owner. However when the import completes only 1 user is displayed as
                                                                                                  • Custom Function to Format Phone / Mobile numbers in Australian Standard format

                                                                                                    So I got sick of phone numbers being formatted incorrectly and Zoho not doing anything to standardise phone numbers to meet E.164 formats. So I went and coded my own function to fix this. And figured I'd share with the community This is specifically for
                                                                                                  • Getting Data into zoho calendar from a creator app

                                                                                                    So how do you get a date that's created in an app, for example when a site visit is due, into the zoho calendar for the field engineers.
                                                                                                  • Create deal from estimate

                                                                                                    Hello, I have integrated CRM and books. I created an estimate on CRM but I would like to allocate that estimate to a deal with the contact. How can I do this please?
                                                                                                  • Lookup field, odd issue

                                                                                                    So I tried creating and app that has the names of engineers so I can use that for a lookup in the other apps that are being created . I add the look up in a new app, launch the app and when I try to fill out the form its just blank in the drop down menu
                                                                                                  • Linkedin Plugin

                                                                                                    H, Is there a plugin to allow the connection to LinkedIn and simplify editing? I've looked at a few, but they all seem to be outdated and not working... What do you use or can you recommend?
                                                                                                  • Custom module - change from autonumber to name

                                                                                                    I fear I know the answer to this already, but thought I'd ask the question. I created a custom module and instead of having a name as being the primary field, I changed it to an auto-number. I didn't realise that all searches would only show this reference.
                                                                                                  • Automating leave alerts in Zoho Cliq

                                                                                                    The constant ebb and flow of employee absences can disrupt projects and hinder productivity. With Zoho Cliq's leave alert automation, you can easily keep your team informed. Real-time notifications can be sent to team chats, ensuring that everyone stays
                                                                                                  • 100 record view limitation

                                                                                                    I have just migrated from another CRM and am starting in ZOHOcrm with over 5000 contacts. It seems that my searches and sorts are limited to 100 live records....or am I missing something. This seems to be very limiting...in a lot of scenarios (mass email,
                                                                                                  • Remove the link between app admin roles and org admin privileges

                                                                                                    Greetings Zoho One Team, Currently, assigning someone as an admin in certain Zoho apps, such as Cliq, Connect, Mail, Vault, or Forms (and maybe other apps as well) automatically grants them org admin privileges, even though they are not listed as org
                                                                                                  • Strange pop up windows when sales order saving.

                                                                                                    Hi, May I ask what's the meaning of this pop up window. Our client script don't have this setting..
                                                                                                  • How to increase number of contacts shown in CRM Campaign ?

                                                                                                    Hello Everybody, I can't find a way of increase the number of contacts displayed per campaign. It is limited to 10 contacts which is very distressing when I need to update the status of several contacts. What a huge waste of time and energy Is there a
                                                                                                  • Add option "Avoid custom home pages" to profiles

                                                                                                    We need our sales agents and members on each department in general to keep the same Home designed by their Managers. Let all users to create custom home pages is a huge mistake. The homepage creation must be limited by profile so only Managers are allowed
                                                                                                  • Key Highlights of 2024: Recalling a Year of Progress and Advancements!

                                                                                                    As we step into 2025, we’re excited to share the progress and developments we’ve made to simplify and streamline your travel and expense management in the past year. Let’s take a look back at some of the key updates and enhancements that have helped us
                                                                                                  • Enhanced duplicate check for Leads in CRM

                                                                                                    Hello Everyone, We are excited to announce that you can now check for duplicate entries in leads by comparing them with similar records in the Contacts Module. Previously, when you added a lead, only the converted leads were checked for duplicates. This
                                                                                                  • No longer get Cliq notifications on phone if app not started

                                                                                                    On Android, I used to get notifications on my phone whether I was in the app, or it was started. Then about a month ago, I stopped seeing notifications on my phone UNLESS I had already started the app. So if I reboot my phone, and never start the app,
                                                                                                  • CUSTOMER RUNNING BALANCE WHILE PRINTING RETAIL INVOICE IN ZOHO BOOKS

                                                                                                    This is basic problem in zoho books where at the time of printing retail invoice, we can't add customer running balance. Kindly provide this feature as every other accounting software has customer credit balance option at the time of invoice printin
                                                                                                  • PRICE INCLUSIVE OR EXCLUSIVE IN ITEM MASTER CHECK BOX

                                                                                                    please provide checkbox or tick box to specify price mentioned in item master is inclusive or exclusive of taxes for better information. The feature is available in odoo and its very helpful.
                                                                                                  • MORE BUGS: Client Script, Deluge and Widget JS SDK don't work as expected when trying to retrieve a record that has been "rejected" as part of an approval process.

                                                                                                    Client Script $Page.record is null when accessing a record that has been "rejected" as part of an approval process. Deluge zoho.crm.getRecordById(moduleName, recordId) returns {"status":"failure"} when recordId is a valid, but rejected record. OK... I
                                                                                                  • Mandatory verification of custom domains in portal

                                                                                                    Hello all, Happy New Year! Wishing you a successful and fruitful year ahead. We are committed to ensuring a safe and secure experience for all users of Zoho Creator users. As part of this commitment, we regularly introduce updates to ensure our platform
                                                                                                  • Lost all my notes, help :(

                                                                                                    The thumbnails correctly preview the text, the file info correctly shows the amount of characters, but all of my notes just get stuck at this screen when I open them. :( ... I have so many projects in here, I don't know what to do, is there any way to
                                                                                                  • Zoho Calendar 2024: A Year in Review

                                                                                                    Hello, community members! Happy new year from all of us here at Zoho Calendar. As we turn the page to a new year, we extend our heartfelt gratitude to every member of our Zoho Calendar community for your continued support and enthusiasm. Your feedback
                                                                                                  • How manage to hardware and software contracts.

                                                                                                    So I have been tasked with setting up on crm a way of managing our software and hardware contracts. with a filter switch, so if they are no longer on say a hardware contract but still on a software, we would like the history about the hardware contract
                                                                                                  • Automation#27: Retain Ticket Owner on Moved Tickets

                                                                                                    Hello Everyone! This week, we present to you a custom function that retains the ticket owner when a ticket is moved from one department to another. Here’s more to help you understand the custom function: At Zylker Techfix, Alex, the Support Engineer manages
                                                                                                  • CASE Module - email function

                                                                                                    HI there, I dont know if this has been asked or answered before as i couldnt find it on the forums. Issue: when a new case is raised, it goes under case tab and everything is captured. Then how do i send emails to the client who raised case with the details
                                                                                                  • Zoho CRM Workflow Merge Tag For a File Upload

                                                                                                    Hello, is there anyway to add a merge tag for a file upload field in Zoho CRM Workflow emails? I don't see it as an option in the drop down. Thanks, Hannah Moderation Update: I'm locking this post as a similar discussion is ongoing in the thread linked
                                                                                                  • Custom function daily limit and procedural programming

                                                                                                    Dearest Zoho Today, support confirmed that if I call a custom function from another custom function then I will use up two, with regards to my daily limit. A few times, we have blown our daily limit and that means that ordinary business processes don't
                                                                                                  • Lookup field - Can I avoid using advanced search?

                                                                                                    I have a lookup field in my app that has surpassed 500,000 records, now basic search is disabled and I'm forced to use advanced search. That adds multiple steps to what used to be very simple. Before: Select field > Type last digits of product code and
                                                                                                  • Next Page