Data Administration | Zoho WorkDrive

Data Administration

The Data Administration tab in your Admin Console gives you complete control over your team's data. From this tab you can: 
  • Find files in Team Folders
  • Find files in your team members' My Folders
  • Manage deleted files in Team Folders and your team members' My Folders
This lets you take control over team files when necessary, such as when a device has been lost, or an account has been compromised. Let's take a detailed look at each of these functions.

Find files in Team Folders

  1. Click Admin Console in the bottom-left corner of your WorkDrive account.
    The Admin Console page will open in a new tab. Dashboard will be selected by default.
  2. Click Data Administration in the left panel.
  3. Click the Find in Team Folders tab under Data Administration.
  4. Choose a Team Folder to find all the files inside it.

Find files in your team members' My Folders

  1. Under Data Administration, click the Find in My Folders tab.
  2. Select a member. A dialog box will open and prompt you to specify a reason for accessing the member's files. The team member will be notified of this, along with the reason provided.
  3. Unlike Team Folders, you have to enter a keyword to search for files in the My Folders of your team members.
 
To share a file that's in the Team Folders or in your team members' My Folders, select the required file and click the share button  . You will have the following two share options:
  • Share the file individually with your team members by entering their email addresses. While sharing, you can specify members' access levels (view, edit, and share) for the file.

  • Click the permalink settings and set the visibility to 'Team Folder members and shared collaborators' or 'anyone in the organization'. You can then copy the link and share it with individual members whenever needed.
Learn more about how to share files and folders internally and how to share files externally.
Sharing files


Manage Deleted Files in Team Folders and your team members' My Folders

  1. Under Data Administration, click the Manage Deleted Items tab and choose a Team Folder to find all the deleted files in that Team Folder. 
  2. To find deleted files in your team members's My Folders, click the Manage Deleted Items tab and select a member.
  3. You can restore any files in the Team Folders or in team members' My Folders for a period of three months from the time of deletion. To restore a file, select the required file or folder and click the restore button .
Managing deleted files in Team Folders


Managing deleted files in My Folders of your team members


  1. Deleted items in Admin Console do not take up any storage space.
  2. Support for Data Administration is only available in WorkDrive's Business and Enterprise plans. Check the details of all plans of WorkDrive here.

    Zoho DataPrep Personalized Demo

    If you'd like a personalized walk-through of our data preparation tool, please request a demo and we'll be happy to show you how to get the best out of Zoho DataPrep.

    Zoho CRM Training

      Create, share, and deliver

      beautiful slides from anywhere.

      Get Started Now





              Zoho CRM Training Programs

              Learn how to use the best tools for sales force automation and better customer engagement from Zoho's implementation specialists.

              Zoho CRM Training

                Zoho SalesIQ Resources



                    Zoho TeamInbox Resources




                              Zoho DataPrep Resources

                                Zoho DataPrep Demo

                                Get a personalized demo or POC

                                REGISTER NOW


                                  Design. Discuss. Deliver.

                                  Create visually engaging stories with Zoho Show.

                                  Get Started Now











                                                        • Related Articles

                                                        • Manage all Team Folders in your team

                                                          In Zoho WorkDrive, all Team Folders can be managed at the team level by the Team Admins. This allows them to have a complete control over all the Team Folders' settings from one central space.   To manage Team Folders: 1. Click Admin Console in the ...
                                                        • Collect Files

                                                          WorkDrive lets you create collection links to easily request any number of users to upload files. Once users upload their files, you will be able to view their submissions and manage their files effortlessly. You can create separate collection links ...
                                                        • Data Retention Policy in WorkDrive

                                                          A Data Retention Policy allows you to retain files and folders for up to a certain period (such as 30 days), then automatically delete them afterwards. With the team-level Data Retention Policies in WorkDrive, you can easily manage your files and ...
                                                        • Data Templates and Custom Fields

                                                          If you're in a company that often works with customers on a day-to day basis, then you likely have to manage a lot of their data in multiple files and folders across various locations in your computer or on the cloud. You also may have faced a number ...
                                                        • Delete and restore files and folders in a Team Folder

                                                          Weed out unwanted files and folders in your Team Folder by deleting them. If you make a mistake, though, you can restore them instantly. You'll never have to worry about accidentally deleting an important file again! To delete a file or folder: ...

                                                        Resources

                                                        Videos

                                                        Watch comprehensive videos on features and other important topics that will help you master Zoho CRM.



                                                        eBooks

                                                        Download free eBooks and access a range of topics to get deeper insight on successfully using Zoho CRM.



                                                        Webinars

                                                        Sign up for our webinars and learn the Zoho CRM basics, from customization to sales force automation and more.



                                                        CRM Tips

                                                        Make the most of Zoho CRM with these useful tips.



                                                          Zoho Show Resources