Tips and Tricks #26: Three WorkDrive features to help you save time

Hello everyone!

We are back with an exciting tips and tricks post for this week. In case you haven't read our previous WorkDrive Tips and Tricks articles, you can find them here.

Today, we will be exploring three WorkDrive features that will help you save time and get work done faster.

1. Convert files automatically to WorkDrive formats

As an admin, you can decide whether you want to automatically convert files uploaded to Zoho Writer (word processor), Zoho Sheet (spreadsheet tool), and Zoho Show (presentation tool) formats. This way, your team can continue working on files without wasting time manually converting them to the necessary formats. This option can be enabled at both Team Folder and Team level.

A few pointers to note while managing these settings:

When you disable external sharing at the team level, Team Folder Admins will not have control over the settings for any Team Folder within the Team.
When external sharing is enabled at the team level, then Team Folder Admins can choose to enable or disable external sharing in their Team Folder.
If external sharing is enabled in a Team Folder, only the Admins and Organizers of the Team Folder can share files and folders externally

To manage this setting at a Team Folder level:

Select a Team Folder from the left pane.
Click Manage next to the Team Folder name in the top and select Settings from the dropdown. The Settings tab will open.
Toggle ON/OFF button under Convert All Files to Zoho WorkDrive's Format on Upload to enable or disable file conversion.

To manage the same setting at a Team level:

Click your team name at the top-left corner and select Admin Console from the dropdown. The Admin Console page will open in a new tab.
Select Settings from the left panel.
Select Content.
Toggle Convert All Files to Zoho WorkDrive's Format on Upload to ON/OFF to enable or disable file conversion.
Select the checkbox if you want to allow Team Folder Admins to choose whether to convert all files to Zoho WorkDrive format on upload in their Team Folders.

2. Manage all share links from a single place

We understand how important collaboration is in today's workplace, especially with external stakeholders. With WorkDrive's external sharing feature, your team can securely work with anyone outside your organization without losing control of your data. WorkDrive also compiles a single view of all external links created with a Team Folder, making it easier to track and manage them.

To manage external sharing within a Team Folder:

Navigate to the left panel and select a Team Folder.
Click Manage next to the Team Folder name in the top and select Settings from the dropdown.
Click the External Sharing tab.

These settings are available only to the Admins and Organizers of the Team Folder. They can view and manage all their external share links, download links, and embed codes from here.

You can find the following details in the external sharing section:

Name of the external share link, download link, or embed code
Name of the user who created the external link
Time and date the file was created
Name of the file or folder for which the external share link, download link, or embed code is created

Click here to view the step-by-step guide on how to manage the external links.

3. Sharing WorkDrive files right from your mail app

Currently, WorkDrive offers an add-on for Zoho Mail and Gmail users. You can pick files from WorkDrive and send as email attachments and save incoming attachment to any Team Folder without leaving your email tab.

This add-on also helps you manage the share settings of your Files and Folders directly from your email app. This way you don't need to switch between apps to modify or create shareable links for every email.

Click here to view the step-by-step guide on how the Gmail add-on works.

We hope you found these tips useful! If you have any questions, feel free to ask in the comments below or email us at support@zohoworkdrive.com.

Stay tuned for more useful tips every week from Zoho WorkDrive!