Manage files in Documents tab

Manage files in Documents tab

Warning
Alert: This feature is being rolled out in stages. It is now available for new signups in all DCs. It will be rolled out to existing users in the future.

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

    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 LinksWorkflow AutomationData Collection
                          Web FormsEnterpriseBegin Data Collection
                          Interactive FormsWorkplaceData Collection App
                          CRM FormsCustomer ServiceAccessible Forms
                          Digital FormsMarketingForms for Small Business
                          HTML FormsEducationForms for Enterprise
                          Contact FormsE-commerceForms for any business
                          Lead Generation FormsHealthcareForms for Startups
                          Wordpress FormsCustomer onboardingOrder Forms for Small Business
                          No Code FormsConstructionRSVP tool for holidays
                          Free FormsTravel
                          Prefill FormsNon-Profit

                          Intake FormsLegal
                          Mobile App
                          Form DesignerHR
                          Mobile Forms
                          Card FormsFoodOffline Forms
                          Assign FormsPhotography
                          Mobile Forms Features
                          Translate FormsReal EstateKiosk in Mobile Forms
                          Electronic Forms

                          Notification Emails for FormsAlternativesSecurity & Compliance
                          Holiday FormsGoogle Forms alternative GDPR
                          Form to PDFJotform alternativeHIPAA Forms
                          Email Forms
                          Encrypted Forms
                          Embeddable Forms
                          Secure Forms
                          Drag & drop form builder
                          WCAG



                                            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 Marketing Automation

                                                      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 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

                                                                                                              • Uploading Documents, Creating Files, and Other Functions

                                                                                                                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 and Manage files in Documents tab. This ...
                                                                                                              • Manage folders in Documents tab

                                                                                                                This feature is being rolled out in stages. It is now available for new signups in all DCs. It will be rolled out to existing users in the future. Till then, users without this update can refer to Document Library within CRM. In the Documents tab, ...
                                                                                                              • FAQs: Documents tab (powered by WorkDrive)

                                                                                                                Warning: This feature is being rolled out in stages. It is now available for new signups in all DCs. It will be rolled out to existing users in the future. If you are unable to perform some action mentioned here, please check whether they are ...
                                                                                                              • Formstack Documents

                                                                                                                Formstack Documents is an online document generation platform that lets you create documents of several types with dynamic content. You can send these document easily through the third party integrations provided. Formstack Documents lets you create ...
                                                                                                              • Documents in Zoho CRM

                                                                                                                This feature is being rolled out in stages. It is now available for new signups in all DCs. It will be rolled out to existing users in the future. Till then, users without this update can refer to Document Library within CRM. In Zoho CRM, the ...
                                                                                                                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