Share files using WorkDrive TrueSync
Effective collaboration with team members, clients, or partners is essential for any business. WorkDrive allows you to share and collaborate on files and folders with both internal and external users.
To enhance the user experience across different devices, WorkDrive now supports sharing directly from the WorkDrive TrueSync application, eliminating the need to switch to the web or mobile app.
Important note for agent version below 3.8.6:
When our application is updated from an older version (below 3.8.6), you might notice that the Share option is missing from the context menu. To enable the file-sharing capability in the context menu, please follow these steps:
- Log in to www.accounts.zoho.com.
- Sign in to your Zoho account and navigate to the Sessions tab in the left pane.
- Access the App Sign-ins tab and click on your Zoho WorkDrive account.
A list of all your devices connected with WorkDrive will be displayed. - Find the device with TrueSync installed and click Remove. This will revoke the token for the selected device.
- Once this is done, the TrueSync application will prompt you to log in again. Follow the instructions to complete the login process.
After re-logging in, you will find the Share option in the context menu.
Here's how you can share files and folders using WorkDrive TrueSync:
- Share via email addresses: Enter the recipients' email addresses to share files and folders with internal or external collaborators effortlessly.
- Share via external links: Create secure external share links with options to set passwords, expiration dates, download restrictions, and request user information.
- Customize permalink settings: Tailor permalinks to share files with your team members or anyone on the internet, ensuring flexible access control.
Note: The Share option is only available to users with an Organizer or higher role in the team folder.
Share files directly using recipient's email addresses
If you know the email address of the recipient (internal or external), you can share files and folders directly by entering their email addresses.
Note: External users must verify their email with a One-Time Password (OTP) sent to their email to access the shared files and folders.
- Go to File Explorer (Windows OS) / Finder (Mac OS) and select WorkDrive TrueSync in the left pane.
The WorkDrive TrueSync virtual drive will open on your computer.
Alternatively, you can click on the WorkDrive TrueSync icon in the system tray or menu bar. A pop-up will appear.
Click the Folder icon to open the WorkDrive TrueSync virtual drive. - Select a file or folder that you want to share in your My Folder or any of your Team Folders and right-click on it.
- Select WorkDrive TrueSync > Share in Windows OS / choose the Share option with WorkDrive TrueSync icon in macOS. The Share dialog box will appear on the screen.
- Enter the users' email address(es) and assign an appropriate file access level in the Share dialog box.
- Add a personal message by clicking the Add a private message link if needed.
- Click Share.
Share files via external share links
External share links provide a secure way to share content externally with options like setting passwords, expiration dates, and download restrictions.
To create an external share link:
- Go to File Explorer (Windows OS) / Finder (Mac OS) and select WorkDrive TrueSync in the left pane.
The WorkDrive TrueSync virtual drive will open on your computer.
Alternatively, you can click on the WorkDrive TrueSync icon in the system tray or menu bar. A pop-up will appear.
Click the Folder icon to open the WorkDrive TrueSync virtual drive. - Select a file or folder that you want to share in your My Folder or any of your Team Folders and right-click on it.
- Select WorkDrive TrueSync > Share in Windows OS / choose the Share option with WorkDrive TrueSync icon in macOS. The Share dialog box will appear on the screen.
- Click the New external share link hyperlink. This will open the create a new external share link window.
Alternatively, you can right-click on a file or folder and choose New external share link option to open the Create external share link window. - Enter a link name for easy reference.
- Choose the Access Level for the file or folder you want to share externally.
- To enable password access to the file or folder, toggle ON Set password and enter a password.
You can add passwords when you share confidential files and folders. Anyone who tries to open the link will have to provide the password you've set for the file or folder. - Toggle ON Set expiration to set an expiration date for the shared file or folder.
This will make your share link invalid after the set date. - Toggle ON Allow downloads to let external users download the shared file folder.
If you wish to restrict users from downloading the file or folder, toggle OFF. - Toggle ON Request user data and choose the required user details like name, email address, and phone number.
If this is enabled, a user has to submit their details every time to access the file or folder. This way you know who opens your file or folder via the external share link. - Click Create. A new dialog box will open.
- Click Copy, then share the link with external users via group chat or social networking sites.
- To email the share link, enter email addresses of external users, separated by commas, add a personal message if needed, and click SEND EMAIL.
Share files by customizing permalink settings
Collaborate effectively by customizing the permalinks of files or folders and sharing them instantly with your collaborators (both internal and external users).
Here’s how you can share files by customizing the permalink settings:
- Go to File Explorer (Windows OS) / Finder (Mac OS) and select WorkDrive TrueSync in the left pane.
The WorkDrive TrueSync virtual drive will open on your computer.
Alternatively, you can click on the WorkDrive TrueSync icon in the system tray or menu bar. A pop-up will appear.
Click the Folder icon to open the WorkDrive TrueSync virtual drive. - Select a file or folder that you want to share in your My Folder or any of your Team Folders and right-click on it.
- Select WorkDrive TrueSync > Share in Windows OS / choose the Share option with WorkDrive TrueSync icon in macOS. The Share dialog box will appear on the screen.
- Click the Change Visibility button next to permalink in the share dialog box. A pop-up with dropdown menu and a link will appear on your screen.
- By default, Team Folder members and shared collaborators will be selected. You can choose any of the following permalink settings:
- Team Folder members and shared collaborators (Internal sharing): The share link will be accessible only to your Team Folder members and shared collaborators.
- Anyone in your team (Internal sharing): The share link will be accessible only by your WorkDrive team members.
- Anyone on the Internet (External sharing): The share link will be accessible by anyone on the internet.
- Click SAVE.
- Click Copy, then share the link with external users via email, group chat, or social networking sites.
Finding shared files in the Shared with me folder
All files and folders shared with you directly by other users or via groups will be listed under the Shared with Me folder. Depending on the permissions you have for each file or folder, you will be able to view, download, edit, or share these items.
To access the shared with me folder in WorkDrive TrueSync:
- Go to File Explorer (Windows OS) / Finder (Mac OS) and select WorkDrive TrueSync in the left pane.
The WorkDrive TrueSync virtual drive will open on your computer.
Alternatively, you can click on the WorkDrive TrueSync icon in the system tray or menu bar. A pop-up will appear.
Click the Folder icon to open the WorkDrive TrueSync virtual drive. - Once the virtual drive is open, search for and open the Shared with Me folder. Here, you'll find a list of files and folders shared with you.
Access your files securely from anywhere
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