WorkDrive Essentials plan for teams

WorkDrive Essentials plan for teams

Zoho WorkDrive is an online file management and collaboration platform for teams and individuals. WorkDrive is available as a standalone product as well as part of various app bundles, such as Zoho One, Workplace, Remotely, and Zillum.

WorkDrive's Free Essentials Plan, which offers limited storage and features for teams, is currently only available in the following cases:
  1. WorkDrive subscription expired or cancelled
  2. WorkDrive trial period completed
  3. Free organizations migrated from Zoho Docs to WorkDrive
  4. Zoho Projects - WorkDrive integration
  5. Zoho Marketing Plus - WorkDrive integration

Storage

Essentials plan mapped via
Storage
- Subscription expiration 
- Subscription cancellation
- Trial completion
5 GB shared storage per team
Integration
Essentials plan does not provide any storage. Storage will be provided by the integrating app.
Migration from Docs
5 GB shared storage per Docs user

For Essentials plan accounts created via integration, the WorkDrive account will not have any storage on its own. The Zoho apps that are integrating with WorkDrive's Essentials plan account will provide their existing storage. The storage provided by all the integrating apps will be consolidated and shown as the total allocated storage in WorkDrive.

For Essentials plan account created via migration from Docs, you will get 5 GB of shared storage in WorkDrive for every Docs user license. For example, you will get 50 GB of shared storage for 10 users.

  1. WorkDrive has shared storage, i.e., the entire team's storage is shared across the team in WorkDrive. Storage will not be allocated for individual members or folders.

  2. Users can buy storage add-on (10GB, 100GB, or 1TB) within their WorkDrive account for any additional storage.

Features

The following features are available in WorkDrive's Essentials plan.

My Folders
Every team user in WorkDrive will have access to My Folders to store and manage their personal files. They can add new files based on the team's storage availability.

Zoho Office Suite
Users can easily create and collaborate on documents, spreadsheets, and presentations using Zoho's Writer, Sheet, and Show apps, respectively.

Easy sharing
Share files and folders (including sub-folders) easily by choosing any of the following visibility options:
  1. Individual collaborators
  2. Anyone in your team
  3. Anyone on the internet
  4. Record or entity based permission (to provide service level permissions)
Supported files

File Preview
Zoho WorkDrive supports preview for 220+ file formats, including audio, videos, images, PDFs, and developer files. View the complete list of supported files for preview.

File Conversion
You can upload files in different formats, such as .docx, .pptx, and .xlsx format, and convert them to Zoho format using Zoho Writer, Sheet, and Show apps, respectively. View all the supported file formats for conversion.

File upload size limit
Users can now upload files up to 1 GB in size.

Encryption
All your data in WorkDrive is encrypted both in transit and at rest. Learn more about Encryption at Zoho WorkDrive.

WorkDrive apps
Both desktop and mobile apps are supported for the Essentials plan, but only My Folders section will be available. Team Folders will not be available.

Accessing WorkDrive account


Zoho WorkDrive (workdrive.zoho.com)
  1. You can create and store files in My Folders for your personal use.
  2. Files and folders shared with you by your organization members will be listed under Shared with Me.
  3. New Team Folders cannot be created directly in WorkDrive. Team Folders created in other Zoho apps (such as Zoho Projects) via integration cannot be accessed in WorkDrive.

Accessing integrated apps

Zoho Projects (projects.zoho.com)

You must set up your WorkDrive account to create, store, share, and manage files and folders within Zoho Projects. When you perform the setup, all users from the Zoho Projects account will be added to your WorkDrive account automatically.

  1.  If you're already part of a paid WorkDrive plan, either separately or as part of the Zoho One or Workplace bundle, you can map the existing WorkDrive account with your integrating app.

  2. Currently, WorkDrive only supports contextual integration with Zoho Projects accounts created on or after December 15, 2020. For existing Projects accounts, we will gradually open this feature in a phased manner.

Support for Team Folders
Team Folders are shared folders used to collaborate on tasks specific to a particular department or project within your team. The Essentials plan only supports Private Team Folders. Only members who have been added to a private Team Folder can access its files and folders.

  1. Team Folders can only be managed from within the integrating apps. You cannot manage Team Folders in WorkDrive via workdrive.zoho.com.

  2. WorkDrive's Free Essentials plan will be associated with other individual Zoho apps to enable contextual integration. Once associated, storage of the integrated Zoho app(s) will be powered by WorkDrive, i.e., any files you add to the other Zoho app will be stored in WorkDrive.

  3. Currently, WorkDrive only supports contextual integration with Zoho Projects and Zoho Marketing Plus.

Upgrade WorkDrive for additional features

You can upgrade your WorkDrive account from the free Essentials plan to a paid plan anytime for additional features. Once you upgrade, you will be able to use WorkDrive as a complete file management and collaboration tool.

Check out the available WorkDrive plans and their pricing here.

Frequently Asked Questions

(Common questions)
  1. Can I purchase additional storage in the WorkDrive Essentials plan?
    When your team has reached the maximum storage limit, you can free up your storage space, buy a storage add-on, or upgrade your WorkDrive plan.

  2. Will the WorkDrive Essentials plan always be free?
    Yes.

  3. Can I directly add users to my WorkDrive account in the Essentials plan?
    No, you cannot add users directly to your WorkDrive account. You must upgrade your WorkDrive account and buy user licenses to add or invite any new users. Currently, only users in the integrated app can be added to WorkDrive.

  4. My WorkDrive account is in a paid plan (Starter/Team/Business). What will happen if my WorkDrive subscription is not renewed?
    1. If you do not renew on time, your subscription will be cancelled. You can then choose to upgrade your WorkDrive account or move it to the Free Essentials plan.
    2. If you no longer need a WorkDrive account, you can permanently delete your team.

(Integration related)
  1. Which Zoho apps currently support tight integration with WorkDrive?
    Only Zoho Projects and Zoho Marketing Plus currently support tight integration with WorkDrive.
    1. If you already have a paid WorkDrive team account, you can directly map your Projects account with that WorkDrive account.
    2. If you don't have a WorkDrive account, a new WorkDrive team account will be created automatically with the Essentials plan for free. All Projects users will be added to the WorkDrive account.

  2. Can I choose to only upgrade a few users in Zoho Projects to a paid WorkDrive plan?
    When you upgrade your WorkDrive account, all users mapped or added via Zoho Projects will also be upgraded. Upgrading only a few Zoho Projects users or having a mix of subscription plans (i.e, Essentials and paid plans) will not be possible in WorkDrive.

  3. Can I directly add users to my WorkDrive account in the Essentials plan?
    No, you cannot add users directly to your WorkDrive account. You must upgrade your WorkDrive account and buy user licenses to add or invite any new users. Currently, only users in the integrated app can be added to WorkDrive.

  4. My WorkDrive account is in the 15-day free trial and I have connected it to a Zoho Projects account. What will happen when the WorkDrive trial is over?
    After the free trial, your WorkDrive account will have the Essentials plan for free. You can create and associate Team Folders from within Zoho projects, but you will not be able to create, view, or manage Team Folders in WorkDrive.

  5. Can I connect my WorkDrive account which is part of Zoho One to a Zoho Projects account which is not part of Zoho One?
    No. You have to create a new WorkDrive account and connect it with your Zoho Projects account.

  6. My Organization has multiple WorkDrive team accounts. Can I connect multiple WorkDrive accounts to a single Zoho Projects account?
    No.

  7. My Organization has multiple Zoho projects accounts. Can I connect a single WorkDrive account to multiple Zoho Projects accounts?
    No.

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