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
New to Zoho Recruit?
Zoho Developer Community
New to Zoho LandingPage?
Zoho LandingPage Resources
New to Zoho Survey?
New to Zoho CRM Plus?
Deliver unforgettable customer experiences
New to Zoho CRM Plus?
Deliver unforgettable customer experiences
New to Zoho Marketing Plus?
Everything you need to run your marketing
New to Zoho Marketing Plus?
Everything you need to run your marketing
New to Bigin?
Topic Participants
Karthick Kaliyamoorthy
New to Zoho TeamInbox?
Zoho TeamInbox 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
Design. Discuss. Deliver.
Zoho Show Resources
Get Started. Write Away!
Writer is a powerful online word processor, designed for collaborative work.
Zoho CRM コンテンツ
-
オンラインヘルプ
-
Webセミナー
-
機能活用動画
-
よくある質問
-
Ebook
-
-
Zoho Campaigns
- Zoho サービスのWebセミナー
その他のサービス コンテンツ
Nederlandse Hulpbronnen
ご検討中の方
Recent Topics
Campaigns workflow emails going to Spam
Hi Everyone, Does anyone have a solution for workflow emails going to recipients SPAM folders? Our domain is not on any Blacklists, We have our domain authenticated with SPF, DKIM and DMARC all set up and we still have leads who tell us they are not gettingAdd and Delete Customer Portal user via Deluge
Using Creator to build an app involving a customer portal. I'm trying to integrate the customer portal for the first time and it is raising questions, mainly because it's new territory. Is it possible to add a new user to the customer portal via deluge? For example, if an existing user invites/refers another potential user to try our app, is there code to automate via deluge, setting up an account ready to go for them? The referral would include their email address, and a workflow would set up theUnexpected Error in Reports (Pivot Chart, Pivot Table)
Dear Zoho Support Team, I am facing an issue while creating reports (Pivot Chart, Pivot Table, etc.) in Zoho Creator. When I try to access the report, I receive an unexpected error, and an alert message saying "Undefined" appears with the loading UI.Access invoice custom modules data from API
Hi, I am using $url = "https://www.zohoapis.eu/invoice/v3/invoices"; $opts = ["http" => [method" => "GET",header" => [ "Authorization: Zoho-oauthtoken $accessToken", "X-com-zoho-invoice-organizationid: $orgId" ] ] ]; From my app to retrieve the invoices,Using IMAP configuration for shared email inboxes
Our customer service team utilizes shared email boxes to allow multiple people to view and handle incoming customer requests. For example, the customer sends an email to info@xxxx.com and multiple people can view it and handle the request. How can I configureZoho CRM and Google Sync - delete Contacts?
If I delete a contact in Zoho CRM, will it also be deleted in Google contacts?Customize the ticket ID for enhanced ticket tracking
Hello everyone, Ticket IDs in Zoho Desk are the unique reference numbers that are assigned to tickets when they're created. Agents generally use the ticket ID to locate a particular ticket and to reference a ticket in conversations and feeds. When customersFor Each (Desk Ticket) Loop
What I need is some sort of "for each" loop functionality in Flow, this doesn't seem to be a thing, but I'm wondering if someone found some sort of workaround? Here's the whole situation: I have a Flow, which is supposed to be triggered by a custom fieldTurn off/Disable Lead Approval
Is there a way to disable the need to approve leads? I thought there was but I can't find any reference to it in help, etc. We don't need an approval process for incoming leads at the moment. Thanks.Change colour on task lists?
I have many task lists on my project boards, since they are all the same colour they blend in with each other. Is there a way to change the colour of these task lists in the list view?Zoho Flow Doesn't Detect Desk Ticket Custom Field Change
I have a Flow that is configured to be triggered when a custom field on a ticket changes. I also have a Schedule in Desk that runs a script that changes the custom field. When I change the custom field manually in the Desk interface, the Flow runs asinvokeURL to change custom field
I have a deluge script that currently runs as a Schedule. It works exactly as intended, however I've recently been informed by Zoho that there's some mechanism in place to block changes made by a script when it runs on a schedule from being detected byCurrency transition
We are using Zoho CRM in Curacao, Dutch Caribbean. Our currency is currently the ANG. Curacao will be transition ing from using the ANG (Antillean Guilder) to using the XCG currency (Caribbean Guilder) on March 31st 2025, see: https://www.mcb-bank.com/caribbean-guilder.Email transfer to projects
We are unable to add comment/map documents to this task. WHY DID THIS HAPPEN? The possible reasons are : 1. Email ID not confirmed. To confirm use the link http://zohosso.wiki.zoho.com/#resendconfirmation 2. You do not have permission to add comment/Stop adding Default ID column to xls exports
When anything is exported to xls, Zoho adds a column with an ID. WE DO NOT WANT THIS COLUMN. We use an automated report to a team. We have our own tracking number. 1. This makes the report messy, it just pushes OUR data off to the right. 2. We haveEste domínio já está associado a esta conta
Fui fazer meu cadastro na zoho e quando digitei meu domínio recebi essa mensagem que meu domínio estava associado a uma conta que eu nem faço idéia de quem seja. Como que faço pra resolver isso? Atenciosamente, Anderson Souza.Transferring Attachments from Lead to Account
Hi All, I'm trying to create a function that will transfer attachments in leads to the newly created account. I know there's an option to choose where the attachments go when you click the standard convert button but we have a high volume of conversionsNew Line in Double Optin Email
Hello, is it possible to add new lines to the double optin email? This is necessary to add legal informations to the mail, which would look very messy if it is all in one line. Thank you in advance CarstenCursor Keeps Disappearing in the Email Fields
I did the recent update to the Zoho desktop app - I'm on PC Windows 11. My cursor keeps disappearing when I try to type in the "To" "CC" "Subject" boxes and typing in the body of the email. I've been trying to just tab through the sections instead ofHourly Permission not getting Calculated
That is our settings The total calculation should be from 9:37 AM to 3:37 PM, but the hourly permission isn't getting calculated The last entry is hourly permission, it's notClient Script field.setCriteria need the list of possible operators for criteria or the opposite of "equal"
The gist is to just filter the lookup the countries not listed in the multiselect field. I've been using a client script and this time I would like to set this criteria for the lookup: op.setCriteria("((Specialty_Requirement:equals:" + spec + ")and(Countries_Excluded:not_equal:"Highlight a candidate who is "off limits"
Hello: Is there a way to highlight a candidate who is "off limits"? I would like to have the ability to make certain candidate and / or Client records highlighted in RED or something like that. This would be used for example when we may have placed a candidate somewhere and we want everyone in our company to quickly and easily see that they are off limits. The same would apply when we want to put a client or former client off limits so no one recruits out of there. How can this be done? Cheers,old invoices (Exchange rate)
We have been facing an issue and searching for a solution for over a month. Issue: Previously, the exchange rate in Zoho Books and Zoho CRM was incorrect, and invoices were being recorded in Zoho CRM with the wrong exchange rate. After adjusting the exchangeZoho Mail Android app update - View emails shared via Permalink on the app.
Hello everyone! In the latest version(v2.8.2) of the Zoho Mail Android app update, we have brought in support to access the emails shared via permalink within the app. Earlier, when you click the permalink of an email, you'll be redirected to a mobileHow to download Renamed File that already updated to Zoho Creator.
Hi members, I construct a button with report workflow. link = "https://creatorexport.zoho.com" + zoho.appuri + "report_link_name/File_upload/image-download/" + input.File_upload; openUrl(link,"new window"); This script able to download the file. But IEmail signature duplicate
Hi, For a few weeks, opening the email writer would show an error. After clicking ok, the signature would change slighty (font size, I believe). After that it worked fine, so we thought nothing of it. However, now it no longer shows the error puts theSet a global default filter to All Candidates view
Hi, Is it possible to set a global filter to the All Candidates view? As a use case would be for off-limit candidates. These are those who are off limits due to previous bad client feedback on performance/behaviour. Ideal use case would be to set theseMerge Join PDFs Zoho Creator
Hi all, I have a field where users upload PDF, is it possible to join those pdfs into one with a function or something? Regards.Custom Sign-in and Sign-out
I've had a number of users ask me "how do I sign-out" when the sign-out link is clearly on the upper right of the page. To make it more obvious, you can use this bit of code to make a sign-out button on the top of any HTML view. You can customize the serviceurl as needed. <a class="zc-formbutton" style="padding: 5px;font-size:12px;" href="https://accounts.zoho.com/logout?serviceurl=https://creator.zoho.com/<%=zoho.adminuser%>/<%=zoho.appname%>/">Sign-Out</a> And since we're on this topic, you canTip 26: How to hide the "Submit" button from a form
Hi everyone, Hope you're staying safe and working from home. We are, too. By now, we at Zoho are all very much accustomed to the new normal—working remotely. Today, we're back with yet another simple but interesting tip--how to hide the Submit button from your forms. In certain scenarios, you may want to hide the submit button from a form until all the fields are filled in. Use case In this tip, we'll show you how to hide the Submit button while the user is entering data into the form, and thenDisappearing Mouse cursor in Zoho Mail / Windows 11 (Chrome + Edge)
I'm seeing an issue when writing mails with the light theme with the mouse cursor being white and the document area also being white - making it nearly impossible to see the mouse cursor. I see the problem on Windows 11 under Chrome and Edge. (Yet toIntroducing Dark Mode / Light Mode : A New Look For Your CRM
Hello Users, We are excited to announce a highly anticipated feature - the launch of Day, Night and Auto Mode implementation in Zoho CRM's NextGen user interface! This feature is designed to provide a visually appealing and comfortable experience forPeople 5.0 widget and API questions
While creating Widget for People 5 I found couple issues that I can’t find answer on my own: 1) How to get leave requests according to this API https://www.zoho.com/people/api/get-records-v2.html. I tried: requestData = { "url": "https://people.zoho.eu/api/v2/leavetracker/leaves/records",Enhancements for Creator in Mobile Browsers and PWAs
ZC Team, Lady & Gentlemen! This enhancement has been awaited for a thousand years, and it has made my day! It now appears more "enterprise" and no longer a jerk.Zoho CRM Functions 53: Automatically name your Deals during lead conversion.
Welcome back everyone! Last week's function was about automatically updating the recent Event date in the Accounts module. This week, it's going to be about automatically giving a custom Deal name whenever a lead is converted. Business scenario Deals are the most important records in CRM. After successful prospecting, the sales cycle is followed by deal creation, follow-up, and its subsequent closure. Being a critical function of your sales cycle, it's good to follow certain best practices. One suchPerfomance Management - Zoho People
Hi team, I am looking for performance management data such as KRA, goals, feedback, appraisals, etc., in Zoho Analytics. However, I am unable to find these metrics while editing the setup. Could you please confirm whether these fields are available inClient Script - Updating Field Value in Detail Page of a Lead
Hello, I'm trying to use Client Script To enrich some data of the Lead when one of my User fill the "City" field in the detail page of the Lead. This is my Script: log (value); var response = ZDK.Apps.CRM.Functions.execute("getInfoCitta", { "nomeCitta":Sales Returns - Repairand Return
Hi Inventory Team, I'm working with a client on an Inventory implementation project and they have shared this use case with me. Some items may be returned by the customer, then returned to the vendor for repairs, received from the vendor and shipped backZoho One and Zoho Learn
Is Zoho Learn going to become part of Zoho One? If not, why not? Also, if not, what is the closest product offered in the One bundle which is comparable to Zoho Learn? Please help me understand the overall relationship between Zoho Learn and Zoho One.Creating task at someones date of birth
Hi, I want to create a workflow which creates a task at someones date of birth. How can I do this?Next Page