Files Service Overview

Files Service Overview

What is File Service in Zoho People?

The Files service in Zoho People is a centralized repository for storing and accessing your organization's files. You can send documents for e-signing and manage all e-signed documents in one place. Additionally, you can manage statutory forms by region and the company handbook template, which is available for customization.

Zoho People allows you to store and access files of your organization in the following types:
  1. Organization files: Generic documents like company handbooks, leave policies, code of conduct folios, legal and compliance documents can be stored in this repository.
  2. Employee files: Documents containing sensitive information and files specific to employees can be stored under Employee Files with increased privacy.
  3. Personal Uploads: This space is exclusively for employees' documents. The personal uploads can be accessed only by employees. Administrators will not have access to anyone's personal files.

How is the Files Service useful, and who is it intended for?

  1. All Employees (General Usage)
    Employees can upload their personal files and access and acknowledge the files shared within their role, department, and the organization.
  2. Managers
    In addition to the actions available to all employees, managers, with the necessary permissions can view files shared with their direct reportees and their reportees.
  3. Department head
    A department head with the necessary permissions enabled in the settings can add organization files to their department.
  4. Administrators
    Administrators can perform all the actions available to employees and managers in addition to that, they can set up files service configurations, add IP and geographic restrictions, integrate with e-signature platforms, add organizational and employee files, manage HR forms and templates, send files for e-signature and acknowledgment, and create folders.
An organization is given 1 GB of personal upload space. This space is divided amongst the employees who can store their personal documents and files, like a driver's license, a passport copy, etc.

Benefits of Files Service

  1. Store all your organization's files in one centralized location for easy and secure access.
  2. Enhances the ability to retrieve documents quickly, reduces the risk of data loss, and simplifies compliance with data management regulations.
  3. It allows controlled access, ensuring that only authorized personnel can view or modify sensitive information.
  4. Manage the statutory forms available by region and customize the company handbook template based on your organizational requirements.
  5. Send documents for e-signing within your organization, manage all e-signed documents in one place, and create e-sign templates to standardize and distribute documents to multiple employees for signing or acknowledgment.
  6. Allows uploading files from the following services:
    1. Zoho WorkDrive
    2. Google Drive
    3. Dropbox
    4. OneDrive
    5. Box
    6. Evernote
For initial access to the above cloud service, you need to log in and authenticate with the relevant service account details to retrieve the document for uploading.

Navigate to:


Files Settings

Files Reports