Feature Availability: Latest user based Enterprise plan.

Use case

Zylker constructions has to maintain numerous papers related to their construction site, including contracts, architectural designs, structural designs, floor plans, site plans, and much more. These documents are highly private and should only be accessed by authorised individuals. Although Zoho Projects allows you to store documents within each project, Project administrators must restrict users' access to all documents of the project. This can be overcome by integrating Zoho WorkDrive and Zoho Projects.

 

Let's say, there is a task "Electrical wiring" to complete the electrical activities in the building. You attach the electrical wiring plan to the task for reference to the task owner. Now, you would like to restrict the access of this document only to the users who can access this task. If Zoho WorkDrive integration is enabled, you'll be prompted with "Who can access?" setting while you add the wiring document to the task. Enable the toggle button of "Provide the permission to members who have access to the task".  

Once done, only users who have permission to access the respective task will be able to access this document as well. Users who can access the task can go to the respective task, switch to the Documents tab to view the Electrical wiring document.

Benefits

1. Create files and team folders using Zoho WorkDrive
   
2. Invite co-workers and work collaboratively.
   
3. Assign different roles to members of the team folder with specific access permissions.
   
4. Restore deleted files or folders whenever you want to.

1. The existing users should migrate from Zoho Docs to Zoho WorkDrive manually.
   
2. For new users, Zoho WorkDrive will be integrated automatically. 
   
3. The Portal Owner can setup this integration for an already existing WorkDrive account.
   
4. WorkDrive account settings can only be updated by the Portal Owner.
   

Configure Zoho WorkDrive Integration

1. Click   in the upper-right corner of the top navigation band.
2. Navigate to Marketplace > Zoho apps and select Update in Zoho WorkDrive.
   
3. Toggle the Create a Team Folder for all new projects automatically option.
   This will automatically create a new Team Folder whenever a project is created.
   
4. Sync Users to Zoho WorkDrive.
   
5. Select the default WorkDrive roles to be mapped with the profiles in Zoho Projects.
   
6. Click Update.
   
   

Create a Team folder

1. Click Projects in the left navigation panel and navigate to your project.
   
2. Select the Documents tab in the top navigation panel.
   
3. Click Create or Associate Team Folder or + icon to create a new team folder.
   
4. Enter Team Folder Name, Description and map user roles.
   
5. Click Create.
   

Manage Users

If a profile is not selected here,  all users having that profile will not have access to the team folder.

1. Click Projects in the left navigation panel and navigate to your project.
   
2. Select the Documents tab in the top navigation panel.
   
3. Click  next to the team folder.
   
4. Select Manage Users from the drop-down.
   
5. Map the users to specific roles and click Update.
   
   

Associate a Team Folder

Dissociate a Team folder

1. Click Projects in the left navigation panel and navigate to your project.
   
2. Select the Documents tab in the top navigation panel.
   
3. Click  next to the team folder.
   
4. Select Disassociate Team Folder.
   
5. Confirm your action.
   

Delete a Team Folder

1. Click Projects in the left navigation panel and navigate to your project.
   
2. Select the Documents tab in the top navigation panel.
   
3. Click  next to the team folder.
   
4. Select Delete Team Folder.
   
5. Confirm your action.
   
   

Manage WorkDrive

Files in Zoho WorkDrive

1. Select Project from the left navigation panel.
   
2. Navigate to your project and select Documents from the top band.
   
3. Click New in the upper-right corner.
   
   
4. Select the file type needed.
   Zoho Writer: Create a document
   Zoho Sheet: Create a spreadsheet
   Zoho Show: Create a presentation
   Upload files: Upload files from your desktop or laptop
   Upload folder: Upload folder from your desktop or laptop
   Code snippet: Type or paste and store codes
   Import from Cloud: Import files from other cloud applications such as Google Drive, Box, Dropbox, OneDrive, and Evernote
   Recording: Capture a Screen, Video or Audio recording
   Zia AI: Use Zia to generate content or images and store them on WorkDrive. This requires users to integrate their OpenAI with Zia.