Tips and Tricks #33: Retain complete control over your data even when stored in a shared space

Tips and Tricks #33: Retain complete control over your data even when stored in a shared space



Hello everyone!

We're back with another interesting WorkDrive tip for you all. In case you want to view our previous articles in the Tips and Tricks series, you can find them here. 

Managing team files can get a little tricky, especially when they are stored in a shared space. WorkDrive makes it easier to keep your team's information organized by offering an extensive range of options at a Team Folder level to help you customize settings based on your requirements. As an admin, you can set member roles, restrict external sharing, manage trash, and much more. 

WorkDrive also gives admins control over who can do what within the Team Folder. Here's how you can assign role-based access to ensure the right information is available to the right team members. 

  1. Click Manage and select Members from the dropdown. The Member tab will open.
  2. From there, you can add new member and assign roles to them. 
  3. WorkDrive offers four roles at the Team Folder level–Admin, Organizer, Editor, and Viewer. 
  4. You can also modify a team member's role or remove them from the Team Folder anytime. 


Once you have all your team on board, it's time to customize the settings based on how you want things to function within the Team Folder. 

Go to Manage and select Settings from the dropdown menu. You will then be directed to the Settings tab. 

From here you can:
  1. Decide whether you wish to change the Team Folder type to public or private.
  2. Enable the email-in option to allow users to email files directly to your Team Folder.
  3. Decide whether your team can share files with external stakeholders such as customers, partners, and vendors.
  4. Restrict downloads to team members with selected role-based access.
  5. Enable automatic conversion of documents to WorkDrive formats while uploading them. This way, your team members can start working on them right away. 

Worried about accidental data loss or reconsidering a trashed idea? You can manage all the deleted files and folders from the Trash tab for every Team Folder. This way, you can keep track of the data that is deleted and retrieve it whenever needed. 

  1. Click Manage and select Trash from the dropdown. 
  2. The Trash tab will open, and there you can view the list of files and folders deleted. You can either restore the data from here or delete them from that list as well. 
  3. Data deleted from the Team Folders Trash list will then be moved to the organization's Trash list, giving you control over every byte of data stored within WorkDrive. 


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!




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