Bigin - WorkDrive Integration

Bigin - WorkDrive Integration

Businesses require you to exchange files with clients for various purposes. Confidentiality of the clients' documents is the utmost priority for any business. The File Cabinet topping in Bigin, powered by WorkDrive, helps you to send and receive files from your clients securely.

With the WorkDrive-Bigin integration, you can create a new folder for each client,  receive a notification every time a file is uploaded to the folder, and secure your files with an OTP authentication to ensure it reaches only the desired recipient.

Install File Cabinet

  1. Log in to your Bigin account. 
  2. Click Settings from the top-right corner and select Toppings from the left pane.
  3. Search for 'File Cabinet' and click Install. The Set Up WorkDrive window will appear.

  4. Click Connect with your WorkDrive account to connect the file cabinet with your existing account.

  5. Click Create a New WorkDrive account if you do not have a WorkDrive account.

A new Zoho WorkDrive account will be created in the backend in the Essential plan (storage limit: 5 GB) if you don't have a WorkDrive account. 
If your existing WorkDrive account is an individual account, then it will be converted as Team Account upon integration.

Enable File Cabinet topping

File Cabinet topping can be enabled for a single contact or for multiple contacts. You can also assign a workflow to enable a File Cabinet when a contact is created.

For a single contact:

  1. Select Contacts from the left pane.
  2. Click the required contact. In the Files section click Enable File Cabinet.
    A link will be generated.
  3. Copy the link to share it with the contact.
  4. Click Send to email the details of the link to the contact.

You can also edit the content of the email.

For multiple contacts:

  1. Click Contacts from the left pane.
  2. Check the box next to the contact's names to select the required contacts. 
  3. Check the box next to the Contact Name if you'd like to select all contacts.
  4. Click More and select Enable File Cabinet from the drop-down.

  5. Edit the email content if required, then click Send & Enable File Cabinet.
A unique link will be sent to the selected contacts.

Assign Workflows

Workflows in Bigin helps you automate repetitive tasks and streamline processes. In this case, you can assign a workflow to enable File Cabinet every time a contact is created.
  1. Navigate to Settings at the top-right corner.
  2. Select Workflows from the left pane and click +New Workflow from the right.
    The Create New Workflow window will appear.
  3. Click the Module drop-down and select Contacts.
  4. Enter a name for the workflow, a description and click Next.
  5. By default the On a Record Action will be selected in the Trigger section. Select Created and click Next.
  6. Select All Contacts in the Conditions section and click Next.
  7. Choose Enable File Cabinet in the Actions section.

    The Create File Cabinet Action window will appear
  8. Enter the name for the action, edit the email content (if required), and click Save.
    You'll be directed to the Workflow page.
  9. Click Save.
When a new contact is created, File Cabinet will be automatically created and the contact will receive an email with an unique link. 

Secured file sharing

The link that is sent to the contacts is OTP secured. An OTP is sent to the registered email ID that they will have to enter to access the link shared with them.
  1. Open the link. The Verify your email address screen will appear
  2. Click SEND OTP.

  3. Enter the 6 digit OTP sent to your registered email.
  4. Click View Folder to access the link shared. 

Upload and view files

  1. Once the File cabinet is enabled, the Files section will be divided into internal and external files.
  2. Navigate to the Contacts module and click the selected contact to open it.
  3. Click the Files section.
Internal Files: The Bigin organization users can upload and view files in this section. The contacts will not be able to access the internal files. 
  1. Click Browse and choose from any one of the below options:
Upload from this Computer: Upload files or folders from your device
Attach from Cloud: Upload files or folders from your drive account.
Zoho WorkDrive: Upload files or folders from your WorkDrive account.
Link (URL): Enter the file URL to upload files in the folder. 

External Files: The files uploaded by contacts and the files shared by Bigin users to the contacts can be viewed here.
  1. Open the link sent in the email. It will direct you to the WorkDrive folder
  2. Click New from the top-right corner and choose from the below options:
Folder: To create a new folder.
Upload files: To upload a new file from your device.
Upload folder: To upload a new folder from your device.

Disable File Cabinet

You can disable file cabinets for any contact if it is not required anymore. The link shared with the contact will be invalid and they will not be able to access the folders that was shared with them. 
  1. Navigate to the Contacts module and select the required contact.
  2. Select Files.
  3. Click the File Cabinet Actions drop-down and select Disable File Cabinet. A confirmation pop up will appear.
  4. Click Disable.

Uninstall File Cabinet

When the File Cabinet is uninstalled the files added will not be deleted. All the uploaded files can be accessed in the users WorkDrive account.
  1. Navigate to Settings in the top-right and select Toppings from the left pane.
  2. Search for 'File Cabinet' and click Manage. A confirmation pop-up will appear
  3. Click Ok.

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