Zoho Mail - WorkDrive Integration

Zoho Mail - WorkDrive Integration

Zoho WorkDrive’s integration for Zoho Mail unlocks access to your WorkDrive storage in four ways:

Insert files from WorkDrive

WorkDrive's picker component in Zoho Mail allows the users to insert files from their WorkDrive account as an email attachment or link.
When sent as a link, the data can be accessed by the recipients depending on the sharing permissions chosen by the user.

You can attach the files in Zoho WorkDrive while sending an email in Zoho Mail by following the below steps.
  1. Click New Mail in the top-left corner of the Zoho Mail application.

  2. In the composer, select the WorkDrive icon from the formatting toolbar.

  3. Select the required files from Zoho WorkDrive when it opens in eWidget.

  4. Once selected, click Pick at the bottom.

  5. Choose how you want to share the selected item. It can be either sent as a link or a downloadable copy of the file. If chosen to be attached as a copy, the files will be downloaded and attached as a copy in the mail.

  6. If chosen to be attached as a link, the sender will have to further choose who can access the file. It can be any of the following.

    i. Only the recipient of this email can access the file. (User must be part of the same team to access).
    ii. Only the members who have access to the file already.
    iii. Only the members of the same team can access the file. 
    iv. Anyone on the internet can access the file.
Someone who is not an Admin or Organizer will have only the (ii) option while attaching a file. The attached file in the mail can only be accessed by the users who already have access to the file. The last option, Anyone on the internet, is not allowed if the external sharing option is disabled in the WorkDrive Team, Team Folder, or My Folders settings.
  1. While choosing the (iii) option, which is the same team option, the sender will have to choose the file permission level for the recipient. Your file will be added as a link, which can be viewed and accessed by the recipients depending on the sharing permissions you choose.

Sending a file as a link will save space in your inbox and ensures others will always see the latest version of a file.

Save email attachments directly to WorkDrive

The users are allowed to save the attachment files they receive in Zoho Mail through emails, streams posts, notes, and tasks, directly to their WorkDrive account.
  1. Sign in to your Zoho Mail account.

  2. In the Attachment viewer, locate the attachment you want to add to your WorkDrive account.

  3. Click the More options icon.

  4. Hover over Add to Cloud and choose Add to WorkDrive.

  5. The WorkDrive eWidget will open on the right. Choose the destination WorkDrive folder to which the attachment file will be saved.

  6. Click Add at the bottom to save the file to your WorkDrive account.

Only members with Admin, Organizer, and Editor roles can add files from Zoho Mail to a WorkDrive Team folder.

Set filters to save emails and attachments to WorkDrive automatically

Filters in Zoho Mail help the users organize their emails automatically, by setting actions. Filters are also used to automate certain actions for emails that match certain conditions.

One such filter that integrates Zoho Mail and WorkDrive is the Add to WorkDrive filter. Using this filter, Zoho Mail users can automatically store emails and attachment files they receive through email to their WorkDrive account, based on certain set conditions. 

Here is how one can use the "Add to WorkDrive" filter in Zoho Mail:
  1. Log in to Zoho Mail.
  2. Click the Settings icon.
  3. Go to Filters.
  4. Open the Incoming Emails Filter tab.
  5. Click New Filter.
  6. Enter the following details in the Create Filter pop-up:

    i. Filter Name - A name that identifies the filter.
    ii. Condition Type - Prescribes the combination of conditions that need to be checked for. (OR, AND, All incoming emails) 
    iii. Conditions - The parameters that need to be satisfied by the emails.

  7. In the Actions section, scroll down through the options and select Add to WorkDrive in the first box.
  8. In the second box, choose one of the following:

    i. Attachment only - Saves only the attachment files.
    ii. Email (EML) + attachment - Saves both email and attachment in .eml format.
    iii. Email (HTML) + attachment - Saves both email and attachment in .HTML format.

  9. When you click on the third box, the WorkDrive eWidget will open on the right. Choose the destination WorkDrive folder to which the attachment file will be saved.
  10. Click Save.

You can only set your My Folders storage or Team Folders, in which you have one of Admin, Organizer, or Editor roles, as your destination folder, while creating this filter.

Save a copy of your email (.eml file) to WorkDrive

Users can now save an entire email content as a copy to WorkDrive in EML (Electronic Mail Format) file format. This way, you can have a backup of important emails and preview them right from WorkDrive whenever you need them.
  1. Sign in to your Zoho Mail account and right-click on an email.
  2. Click Add to and select WorkDrive (.eml file) in the list of options.

  3. The WorkDrive eWidget tab will open on the right.
  4. Select a WorkDrive folder to which the EML file should be uploaded.
  5. Click Add.
    The selected email will be uploaded as an EML file in WorkDrive.

  1. An EML file will contain the email content along with the details, such as subject, sender email address, recipient email address, date and time of the email, and attachments (if any).

  2. Currently, you cannot download attachments in an EML file from the WorkDrive preview. Only the file name will be available for reference.

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