Manage files in Documents tab

Manage files in Documents tab

Warning
This feature is available for new signups in all DCs. It is being rolled out to existing users in phases.

Till then, users without this update may need to refer to Document Library within CRM.
You can create and upload any file of your choice in the Documents tab as long as you've not exceeded your file storage. By default, you will have access to the Zoho Office Suite to create documents, spreadsheets, and presentations using Zoho Writer, Zoho Sheet, and Zoho Show respectively. You have the option of converting your uploaded files into formats supported by the Zoho Office Suite apps. All your data in WorkDrive is encrypted both in transit and at rest.

To learn more about managing your file storage, see Manage file storage.
To learn more about the supported file formats, see Supported files in WorkDrive.
To learn more about encryption of your files in WorkDrive, see Encryption in Zoho WorkDrive.

To upload files from local device

  1. Click the Documents tab.
  2. Click on the required folder in the left pane.
  3. Navigate to the required location in the right pane.
  4. Click + New and select Upload files.

  5. In the popup that appears, select the file and click Open.
Note: If you've enabled the Convert all files to Zoho WorkDrive's format on upload option in a team folder's settings, then your uploaded file will be converted if a corresponding Zoho WorkDrive format is available.

To create a file

You can create documents, spreadsheets, presentations, video recordings, screen recordings, and audio recordings within your Documents tab.
  1. Click the Documents tab.
  2. Click on the required folder in the left pane.
  3. Navigate to the required location in the right pane.
  4. Click + New and select:
  1. Zoho Writer to create a document
  2. Zoho Sheet to create a spreadsheet
  3. Zoho Show to create a presentation
  4. Recording > Screen Recording to create a screen recording
  5. Recording > Video Recording to record video
  6. Recording > Audio Recording to record audio

To move a file to trash

  1. Click the Documents tab.
  2. Click on the required folder in the left pane.
  3. Navigate to the required location in the right pane.
  4. Hover over the file to be deleted and select it using the checkbox that appears.
  5. Click the more (...) icon and select Move to Trash.
NotesNote: You can restore a deleted file by navigating to Manage > Trash, selecting the file, and clicking Restore.

To delete a file permanently

  1. Click the Documents tab.
  2. Click on the required folder in the left pane.
  3. In the right pane, click Manage and select Trash.
  4. Select the file/s that you want to delete permanently and click Delete.
  5. In the popup that appears, click Delete.

To share a file

  1. Click the Documents tab.
  2. Click on the required folder in the left pane.
  3. Navigate to the required location in the right pane.
  4. Hover over the file/s to be shared and select it using the checkbox that appears.
  5. Click Share.
  6. In the Share popup, select the person/s to share the file with and set the access level.

To download a file

  1. Click the Documents tab.
  2. Click on the required folder in the left pane.
  3. Navigate to the required location in the right pane.
  4. Hover over the file to be downloaded and select it using the checkbox that appears.
  5. Click Download.

To check out and check in a file

  1. Click the Documents tab.
  2. Click on the required folder in the left pane.
  3. Navigate to the required location in the right pane.
  4. Hover over the file to be checked out and select it using the checkbox that appears.
  5. Click the ... icon and select Check Out.
  6. In the tab that appears, click Check Out.
  7. Once you are done with the changes, repeat steps 1-4.
  8. Click the ... icon and click Check In.
  9. Add version note and click Check In.
Notes
Note: You can also discard the changes made during a check out. To do this:
  1. Repeat steps 1-4 as shown above.
  2. Click ... icon and select Discard Check Out.
  3. In the tab that appears, click Discard Check Out.

Versioning

To learn more about versioning of files in the Documents tab, see:
  1. Zoho Writer files
  2. Zoho Sheet files
  3. Zoho Show files
  4. Other files