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Zoho WorkDrive Integration

Integrate Zoho WorkDrive with Zoho Projects to collaborate with your co-workers and manage files together in a secure space.
Info
Feature Availability: Latest user based Enterprise plan.
Idea

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 authorized 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 called "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. You would like to restrict the access of this document 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.
Notes
  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

Users can be granted completed access or restricted with certain privileges from this section. Selecting the Zoho Projects Profile against the WorkDrive Role will grant the users of the said profile with the relevant permissions in the team folder.
Notes
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

  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 + icon on the left navigation panel.
  4. Click Associate Existing beside the Team Folder Name field.
  5. Select the team folders which you would like to associate.
  6. Enter Description and map User Roles.
  7. Click Associate.
NotesOnly Private Team Folders can be associated.

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

A team needs a communal space where its individual members can create, upload, edit, and share files and folders to collaborate effectively on complex projects. Team Folders fill this need by helping you add specific people from your team and assign correct access levels (Admin/Organizer/Editor/Viewer). Learn more

Files in Zoho WorkDrive

You can create, upload, share, and edit your Zoho WorkDrive Files and Folders. Files and Team Folders help you keep your files organized and collaborate with your team members. Drag and Drop the files to upload them in the desired folder. New Documents, Spreadsheets and Presentations can be created and managed.
  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.


More Reads

Helpful?121
Updated: 2 months ago
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5 comments

I was trying to select a team folder to associate with the project, but it won't reveal any folders from my work drive.  What do I do? 

Hey David, 

I just had this problem and found a fix for it. In order for Zoho Projects to show the team folders, the folders need to be marked as Private. 

I didn't realize it, but my folders were marked as Public. Once I changed them to Private, they all showed up. 

Hope this helps.

Good day
Suddenly Workdrive is refusing to connect to Projects.

When I go into the Marketplace / Zoho configuration the WorkDrive App is no longer available.

This used to work before and even the files previously added to some of the projects are still available, but the link between Project and WorkDrive is not longer available.

Have anyone seen this before and do you perhaps have a solution to get WorkDrive back as an option?

I have attached screenshot for reference.

Refusing to connect.png40 KB
Marketplace Apps.png205 KB

I also cannot find the app in the marketplace as stated above. I'm trying to set-up folders for my different projects and the intergration would save me a lot of time and effort, so I would appreciate an update as to why this is no longer available. 

I also am unable to find the Zoho Workdrive integration under Marketplace as described in these instructions.