Team Folder FAQs

Team Folders

1. What are Team Folders?

Team Folders provide a shared workspace where team members can create, upload, edit, and collaborate on files and folders. Members can be assigned roles such as Admin, Organizer, Editor, Commenter, or Viewer.
There are two types of Team Folders:

  • Private Team Folders: Only accessible to added members.

  • Public Team Folders: Can be accessed by all team members.

2. Who can create Team Folders?

Based on team settings, Team Folders can be created by either:

  • Team Admins only

  • Any team member

3. Who can share files and folders in a Team Folder?

Only members with Organizer and Admin roles can share files and folders in a Team Folder. Learn more

4. Can I share a Team Folder with external users?

No, you cannot share an entire Team Folder externally. However, you can share individual files and folders within a Team Folder. Learn more

Note: External sharing must be enabled at both the Team level (by the Team Admin) and the Team Folder level(by the Team Folder Admin).

5. What access permissions are available for external users?

  • Files: View and Edit (Edit is only available for Zoho format files – Writer, Sheet, and Show files).

  • Folders: View, Edit, and Upload.

Learn more about sharing files and folders externally from a Team Folder


6. Who can delete files in a Team Folder?

  • Only Admins and Organizers can delete files.

  • Deleted files move to the Team Folder’s Trash and can be restored by Admins and Organizers.

  • Only Team Folder Admins can permanently delete files from Trash.

  • Files deleted from Trash can be restored from the Admin Console within 120 days.

Learn more

7. Who can view Team Folder activity?

Only Admins and Organizers can view activity logs in their Team Folders. (Available in all WorkDrive paid plans.) Learn more

8. Who can view access stats and file activity in a Team Folder?

  • Private & Public Team Folders: Members with the Editor role or higher can view access stats and file activity.

  • Shared Files: Members need Share permission to view access stats.
    Learn more

    Notes:

  • Viewing file activity is available in all WorkDrive paid plans.

  • Viewing file access stats is available in the Tean and Business plans.

9. How can I restrict external sharing in a Team Folder?

  • Go to the Team Folder.

  • Click Manage Team Folder > Settings.

  • Under Settings, toggle OFF "Allow files and folders to be shared outside this team". Learn more

    Note: Only Team Folder Admins can manage this setting.

10. Can I restrict downloads in a Team Folder?

Yes, downloads can be restricted for:

  • Team Folder members with Viewer role.

  • Team members with view-only access to shared files/folders.

To do this:

  • Go to the Team Folder.

  • Click Manage Team Folder > Settings.

  • Toggle OFF "Allow Download". Learn more

 11. Where can I see all externally shared files and folders in a Team Folder?

  • Go to the Team Folder.

  • Click Manage > Settings > External Sharing.

  • Under External Share Links, you can: Copy Link, View Stats, Manage Settings, and Delete Link. Learn more

Note: Only Admins and Organizers can view and manage external links.

12. Is there a limit on the number of Team Folders created?

No, there is no limit.

13. Is there a limit on the number of users added to a Team Folder?

No, there is no limit.

14. Is there a limit on the number of files or folders stored in a Team Folder?

No, there is no limit.

15. Can I leave a Team Folder?

Yes. To leave a team folder:

  • Go to the Team Folder.

  • Click the Manage dropdown next to the Team Folder name.

  • Select Leave Team Folder.

Note: If you are the only Admin, assign another member as Admin before leaving.

16. What happens if someone leaves a Team Folder?

  • All their files and folders remain in the Team Folder.

  • Other members can continue accessing them.

17. Can I restore a deleted Team Folder?

Yes. Team Admins can restore deleted Team Folders from the Admin Console, based on the team's data retention policy.
To restore a deleted Team Folder:
  1. Go to Admin Console > Team Folders > Deleted Team Folders.
  2. Click Restore Team Folder. Learn more