WorkDrive - Zoho Mail Integration

WorkDrive - Zoho Mail Integration

WorkDrive allows its users to perform multiple functions while using Zoho Mail. There are three ways one can access their WorkDrive storage while accessing Zoho Mail:
  1. Using WorkDrive Picker component to pick files from WorkDrive storage.
  2. Using WorkDrive Adder to save mail attachment files directly in WorkDrive.
  3. Setting Filter Conditions in Mail to automatically add attachments to WorkDrive.

Inserting files through WD picker component in the mail composer

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.

    The Writer, Sheet, and Show files cannot be downloaded and attached as a copy.
  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.

Adding attachment files to WorkDrive from Zoho Mail

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.

Setting Mail filter to upload files directly in WorkDrive

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.

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