Spotlight Series #1: Collaborate using Team Folders

Spotlight Series #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 of WorkDrive 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 Folder
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 invited to a private Team Folder can join it and access its files and folders.

2. Public Team Folder
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. All you have to do is send them an invite. Once they accept your invite, they will be part of your Team Folder, and can access its contents. You can also invite people in bulk.

Fine-grained roles and permissions

Assign Team Folder members clearly defined roles and responsibilities. This way, you have complete control over what happens in your Team Folder. Members in a Team Folder can have 4 different roles–Admin, Organizer, Editor and Viewer.

Unlike most other platforms in the market, Zoho WorkDrive lets you assign a Team Folder member higher access permissions to a file/folder within it. So, a member with viewer role in a Team Folder can be given edit access to a sub-folder.

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 improved 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 the admin, you can disable external sharing for your Team Folder altogether.
 

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.

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.

Easy file recovery

Sometimes, team members may accidently delete important files in a Team Folder. Getting that file back on another platform would mean having to get in touch with your IT admin and waiting until they're free to restore it for you, or even having to contact the support department of your cloud service provider.

Relax, that's not the case with Zoho WorkDrive. Files deleted from a Team Folder will be first moved to Trash inside the Team Folder. Admins and organizers in a Team Folder can recover these files from Trash any time.

When files are deleted from a Team Folder's Trash, they will be moved to the Team's Trash, where the Admins can view and recover them safely for up to three months.

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.

Detailed activity reports

Have a complete timeline of everything happening in your Team Folder. You can even use filters to monitor specific activities.

Our next spotlight series article will be on "Private Team Folders". 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

Collaborate to Innovate!

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    • Spotlight Series #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 of WorkDrive 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


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