Document Library | Online Help - Zoho CRM

Document Library within CRM

For new signups, the Documents tab is powered by WorkDrive. In the future, this update will be rolled out for existing users as well. For help documentation related to that, please see: Documents in Zoho CRM.

This page contains information for users without this update.

Brochures, PDF docs, RFPs, invoices, comparison docs, guides, presentations, forms, etc. are just some of the documents that people may use frequently in business. You may constantly make changes to these business resources and keep them up-to-date and relevant. For all these, you need a document repository, a place where you can organize and manage all your business related files and also share it with people in your organization.

The Documents tab in Zoho CRM acts as a library where you can upload various types of files and share with the users based on their profile permissions in the organization's CRM account.

Availability
Permission Required
Users with permission to the Documents tab in their profile can access this feature.


By default, users with Administrator or Standard profile can access this feature. The Administrator needs to provide profile permissions for other users.

The Documents tab is like any other tab that has the Tab Visible permissions in a profile. Apart from this, there are other specific permissions for the documents and its folders.

  • For Document Folder - Manage Folder permission.
  • For Documents - ViewCreate, Modify and Delete permissions.

Benefits

  • Save Storage Space
    In Zoho CRM, for each record, you can attach documents from Zoho Docs, Google Docs and Desktop. You can also attach the same file for multiple records, which will take extra storage. That is because, every attachment occupies space in your total allotted storage in CRM. For example, when you upload a file with 10MB size to 5 records, the storage space occupied will be 50MB (10 x 5). With the Documents Tab, you can save a lot of storage space, as the files do not occupy multiplied storage space when they are attached to multiple records.
    The Documents tab is a central repository where you can upload documents and associate them to various records. For example, you upload a presentation with a file size of 10 MB, under the Documents tab. When you associate this presentation as an attachment to 5 records, it will still occupy only 10MB of storage space and not 50 MB (10 x 5).
  • Share Files Easily
    When you want to share files uploaded under the Sales Folder only with the sales team, it is easier under the Documents Tab. Not only users, you can also share it with roles, roles & subordinates and groups.
  • Keep Files Organized for Quick Reference
    Folder and sub folder help you keep the documents organized for quick reference, whenever needed.
  • Avoid Various Versions of the Same Document
    It also helps you maintain a single latest version of the file that can be accessed by other users. You can easily make changes to the file and maintain one single up-to-date copy of the document.
  • Send Documents as Attachments in Email
    While sending emails to the Leads and Contacts, you can attach files that are uploaded in the Document Library. Along with the option to attach files from Desktop, Zoho Docs, Google Docs, etc. you can now attach files that are uploaded in the Documents tab.

 Modify Profile Permissions

By default, users with Administrator or Standard profile can access this feature. The Administrator needs to provide profile permissions for other users based on which they can access this feature. As mentioned above, documents and their folders have the following set of permissions:

  • For Document Folder - Manage Folder permission.
  • For Documents - ViewCreate, Modify and Delete permission.

To modify profile permissions

  1. Click Settings icon] and click Setup > Users & Control > Security Control > Profile.
  2. In the Profiles page, click the Edit link corresponding to the profile that you want to modify.
  3. In the Profile Details page, go to Basic permissions under Module Permissions
  4. In the dropdown list of permissions for Documents, check the boxes as needed.


Note
  • You cannot edit the default profiles, Administrator and Standard. It is recommended to define your own profiles based on the existing default profiles.
  • Like other tabs, you can rename, organize, and hide the Documents tab. See Also Organize Module
  • The Documents tab in Zoho CRM is not the same as Zoho Docs. All your files in Zoho Docs will not be available here. If you want the files from Zoho Docs to be available under the Documents tab you need to upload them in Zoho CRM.

SEE ALSO

      Create. Review. Publish.

      Write, edit, collaborate on, and publish documents to different content management platforms.

      Get Started Now


        Access your files securely from anywhere

          Zoho CRM Training Programs

          Learn how to use the best tools for sales force automation and better customer engagement from Zoho's implementation specialists.

          Zoho CRM Training
            Redefine the way you work
            with Zoho Workplace

              Zoho DataPrep Personalized Demo

              If you'd like a personalized walk-through of our data preparation tool, please request a demo and we'll be happy to show you how to get the best out of Zoho DataPrep.

              Zoho CRM Training

                Create, share, and deliver

                beautiful slides from anywhere.

                Get Started Now


                  Zoho Sign now offers specialized one-on-one training for both administrators and developers.

                  BOOK A SESSION





                              Quick Links Workflow Automation Data Collection
                              Web Forms Enterprise Begin Data Collection
                              Interactive Forms Workplace Data Collection App
                              CRM Forms Customer Service Accessible Forms
                              Digital Forms Marketing Forms for Small Business
                              HTML Forms Education Forms for Enterprise
                              Contact Forms E-commerce Forms for any business
                              Lead Generation Forms Healthcare Forms for Startups
                              Wordpress Forms Customer onboarding Order Forms for Small Business
                              No Code Forms Construction RSVP tool for holidays
                              Free Forms Travel
                              Prefill Forms Non-Profit

                              Intake Forms Legal
                              Mobile App
                              Form Designer HR
                              Mobile Forms
                              Card Forms Food Offline Forms
                              Assign Forms Photography
                              Mobile Forms Features
                              Translate Forms Real Estate Kiosk in Mobile Forms
                              Electronic Forms

                              Notification Emails for Forms Alternatives Security & Compliance
                              Holiday Forms Google Forms alternative  GDPR
                              Form to PDF Jotform alternative HIPAA Forms
                              Email Forms
                              Encrypted Forms
                              Embeddable Forms
                              Secure Forms
                              Drag & drop form builder
                              WCAG

                                    Create. Review. Publish.

                                    Write, edit, collaborate on, and publish documents to different content management platforms.

                                    Get Started Now




                                                      You are currently viewing the help pages of Qntrl’s earlier version. Click here to view our latest version—Qntrl 3.0's help articles.




                                                          Manage your brands on social media


                                                            • Desk Community Learning Series


                                                            • Digest


                                                            • Functions


                                                            • Meetups


                                                            • Kbase


                                                            • Resources


                                                            • Glossary


                                                            • Desk Marketplace


                                                            • MVP Corner


                                                            • Word of the Day


                                                            • Ask the Experts


                                                              Zoho Sheet Resources

                                                               

                                                                  Zoho Forms Resources


                                                                    Secure your business
                                                                    communication with Zoho Mail


                                                                    Mail on the move with
                                                                    Zoho Mail mobile application

                                                                      Stay on top of your schedule
                                                                      at all times


                                                                      Carry your calendar with you
                                                                      Anytime, anywhere




                                                                            Zoho Sign Resources

                                                                              Sign, Paperless!

                                                                              Sign and send business documents on the go!

                                                                              Get Started Now




                                                                                      Zoho TeamInbox Resources





                                                                                                Zoho DataPrep Demo

                                                                                                Get a personalized demo or POC

                                                                                                REGISTER NOW


                                                                                                  Design. Discuss. Deliver.

                                                                                                  Create visually engaging stories with Zoho Show.

                                                                                                  Get Started Now









                                                                                                                      • Related Articles

                                                                                                                      • Migrating Data Between Zoho CRM Accounts

                                                                                                                        Retrieve Data files from Zoho CRM If you are planning to use a backup of data from Zoho CRM to import, the file structure does not change. If you exported data from another CRM, use the following folder structure: The Data folder should contain all ...
                                                                                                                      • Zoho Contracts for Zoho CRM

                                                                                                                        The Zoho Contracts extension for Zoho CRM lets you work on contracts and contract templates from within Zoho CRM. It helps contract administrators, legal users, and other customers streamline the process of creating and maintaining contracts. Users ...
                                                                                                                      • SharePoint for Zoho CRM

                                                                                                                        Microsoft SharePoint is a document management tool that enables you to share and manage content, and thereby collaborate easily and securely with members both inside and outside your organization. With the SharePoint extension for Zoho CRM, you can ...
                                                                                                                      • Why Switch to Zoho CRM's New UI

                                                                                                                        In a tough business world, a CRM is key for businesses to handle customer relations, boost sales, and run things smoothly. The tool needs to evolve to keep up with user expectations, enhance productivity, and improve the overall experience. But the ...
                                                                                                                      • Frequently Asked Questions on CRM for Everyone

                                                                                                                        Zoho CRM for Everyone is available on the Early Access mode for customers upon request. Request access here. Are Zoho CRM and CRM for Everyone the same CRM or is it a new CRM from Zoho? We are introducing an upcoming upgrade to your existing Zoho ...
                                                                                                                        Wherever you are is as good as
                                                                                                                        your workplace

                                                                                                                          Resources

                                                                                                                          Videos

                                                                                                                          Watch comprehensive videos on features and other important topics that will help you master Zoho CRM.



                                                                                                                          eBooks

                                                                                                                          Download free eBooks and access a range of topics to get deeper insight on successfully using Zoho CRM.



                                                                                                                          Webinars

                                                                                                                          Sign up for our webinars and learn the Zoho CRM basics, from customization to sales force automation and more.



                                                                                                                          CRM Tips

                                                                                                                          Make the most of Zoho CRM with these useful tips.



                                                                                                                            Zoho Show Resources