How to use the WorkDrive for Gmail Add-on

How to use the WorkDrive for Gmail Add-on

The WorkDrive for Gmail add-on will help you increase your productivity in the following ways:
  1. Saving email attachments to your WorkDrive account
  2. Sharing WorkDrive files or folders via email

Save email attachments to your WorkDrive account

You don't have to download your Gmail attachments anymore to upload them to your WorkDrive account. You can now save your Gmail attachments directly to your WorkDrive account using the Gmail Add-on.

To save email attachments to your WorkDrive account:

1. Open an email that has attachments in your Gmail account.
2. Click the WorkDrive icon in the right sidebar.

You can either choose to save all attachments or a single attachment.



3. Click SAVE ALL, or click an attachment to save it to your WorkDrive account.
4. Choose a top-level location (My Folders or a Team Folder) to save those files.

You can further choose a sub-folder or create a new folder to save those files.

Alternatively, you can search for your folder location.

To view the recently added folders on WorkDrive, click the more actions icon at the top and click Refresh.

Only Team Folders, where you can upload/create files (with an editor role or above), will be listed for your view.

5. Click SAVE.

Files that were successfully saved will be listed.

6. Click the icon next to a file to open it on WorkDrive.

Files that failed to save will be listed under Failed Files while files that are yet to be saved will be listed under Pending Files.

7. Click RETRY PENDING FILES at the bottom to save the pending files.

Gmail Restrictions:
Gmail has the following restrictions when saving attachments via an add-on:
  1. Any Attachment of larger than 25 MB cannot be saved.

  2. Any attachment that may take an execution time of more than 30 seconds will not be saved. In this case, the user can check their internet speed and try again later.

  3. Any attachments that take more than 30 seconds to execute will not be saved immediately, and will be marked as pending files. In this case, the user can retry multiple times to save the pending files.

Share WorkDrive files or folders via email

You don't have to download your WorkDrive files and attach them in your emails anymore. Now you can share your WorkDrive files in emails via share links using the Gmail Add-on.

To share your WorkDrive files via email:

1. Click Compose or the plus icon (+) in the top-left corner.
2. Click the WorkDrive icon at the bottom of the New Message window.

The Zoho WorkDrive window will open.



3. Select My Folders or a Team Folder.
4. Open a sub-folder, if needed.

Alternatively, you can search for your file or folder location.

To view the recently added files or folders on WorkDrive, click the more actions icon at the top and click Refresh.

Only Team Folders, where you can share files or folders (with an organizer role or above), will be listed for your view.

If external sharing is disabled at the team level or Team Folder level, the "anyone with the link can access" option will not be available correspondingly in My Folders or Team Folders.

4. Click the attach icon next to a file or folder.
5. Choose the appropriate share permission for the file or folder and attach the link.

The available share permissions for a file or folder are:
  1. Anyone with the link can access (View only)
  2. Any team members with the link can access—view/edit
  3. Only collaborators can access
For Anyone with the link can access (View only), you can add properties like passwords and expiration date, and allow or disallow downloads for the shared link to help restrict access. The external share links created via the Gmail Add-on can only be removed from the WorkDrive web app.

For Any team members with the link can access, you can add properties like expiration date for the shared link to help restrict access.

You'll see the attached file or folder in the body of your message.

Other things you can do:

View Account Information
1. Select an email in your Gmail account and click the Zoho WorkDrive icon in the right sidebar.
2. Click the more actions icon at the top.
3. Click View Account.

Go to Zoho WorkDrive
1. Select an email in your Gmail account and click the Zoho WorkDrive icon in the right sidebar.
2. Click the more actions icon at the top.
3. Click Go to Zoho WorkDrive.

Log out from Zoho WorkDrive
1. Select an email in your Gmail account and click the Zoho WorkDrive icon in the right sidebar.
2. Click the more actions icon at the top.
3. Click Log Out.

Remove the WorkDrive add-on
1. From your Gmail account, click the plus icon (+) on the right sidebar.

The G Suite Marketplace window will open. All Gmail add-ons will be listed there.

2. Type "WorkDrive for Gmail" in the search bar.
3. Click the vertical dots icon and click Remove.

Troubleshooting

Please go through the above Gmail Restrictions in saving attachments via an add-on.

For any other issues related to the add-on, you can contact our support team by following the steps below:

1. Select an email in your Gmail account and click the Zoho WorkDrive icon in the right sidebar.
2. Click the more actions icon at the top.
3. Click Feedback.
4. Click WRITE TO WORKDRIVE SUPPORT.

A new message window will open with prestored content.

5. Write your questions at the appropriate area.
6. Write your name at the end and click Send.


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