Manage all shared items in your team | Zoho WorkDrive

Manage all shared items in your team

WorkDrive allows admins to view and manage all shared files and folders in a team folder or a member's My Folders from the Data Administration tab in the Admin Console.

Admins can view the list of all shared items and track which items are shared with whom, which are shared externally, which are shared across the team, and more. You can also update or remove share permissions if required.

  1. Only admins and the team's super admin can view and manage all the shared items from the Data Administration tab.

  2. Support for Data Administration is only available in WorkDrive's Business plan. Learn more about WorkDrive plans and pricing

To manage shared items:



  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 Shared Items tab under Data Administration.
  4. Choose the required share type from the following:

    Direct sharing to external users (via email address)
    Visibility to anyone on the internet
    Shared via external share links
    Shared via download links
    Published outside team (via Writer app or embed code)
    Search by file/folder name
    Shared within team - a) All shared types, b) Direct sharing to team members (via email address), c) Visibility to anyone on the team, d) Published within team (via Writer app)

  5. Select a location from the following:
    All Locations
    My Folders
    Team Folders - Select a Team Folder

    When you select a team member's My Folders, you must enter a reason to continue with the search. The selected team member will be notified of the admin's action via email.

  6. Choose a file type to narrow down your results further.
    Available file type filters:
    All File Types
    Folders
    Documents
    Spreadsheets
    Presentations
    PDF
    Images
    Videos
    Audio

  7. Hover over a file and select Share Details to open its share dialog.
  8. Add or remove members and change or remove permissions as required.
When you search by file/folder name, any matching files and folders that have been shared with other users (via any share method) will be listed.

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