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.

Notes
  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 to view the following manage options:
    1. Click Share Details to open the share dialog and manage access by adding or removing members or modifying permissions for a file or folder.
    2. Click Remove access to instantly remove sharing access for the selected file or folder.

      Important: You can also select multiple files and folders, and remove share access in bulk.
Notes
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.

Also read:


      Create. Review. Publish.

      Write, edit, collaborate on, and publish documents to different content management platforms.

      Get Started Now


        Access your files securely from anywhere

          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
            Redefine the way you work
            with Zoho Workplace

              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 Sign now offers specialized one-on-one training for both administrators and developers.

                  BOOK A SESSION







                              Quick LinksWorkflow AutomationData Collection
                              Web FormsEnterpriseOnline Data Collection Tool
                              Embeddable FormsBankingBegin Data Collection
                              Interactive FormsWorkplaceData Collection App
                              CRM FormsCustomer ServiceAccessible Forms
                              Digital FormsMarketingForms for Small Business
                              HTML FormsEducationForms for Enterprise
                              Contact FormsE-commerceForms for any business
                              Lead Generation FormsHealthcareForms for Startups
                              Wordpress FormsCustomer onboardingForms for Small Business
                              No Code FormsConstructionRSVP tool for holidays
                              Free FormsTravelFeatures for Order Forms
                              Prefill FormsNon-Profit

                              Intake FormsLegal
                              Mobile App
                              Form DesignerHR
                              Mobile Forms
                              Card FormsFoodOffline Forms
                              Assign FormsPhotographyMobile Forms Features
                              Translate FormsReal EstateKiosk in Mobile Forms
                              Electronic Forms
                              Drag & drop form builder

                              Notification Emails for FormsAlternativesSecurity & Compliance
                              Holiday FormsGoogle Forms alternative GDPR
                              Form to PDFJotform alternativeHIPAA Forms
                              Email FormsFormstack alternativeEncrypted Forms

                              Wufoo alternativeSecure Forms

                              WCAG



                                        Create. Review. Publish.

                                        Write, edit, collaborate on, and publish documents to different content management platforms.

                                        Get Started Now







                                                          You are currently viewing the help pages of Qntrl’s earlier version. Click here to view our latest version—Qntrl 3.0's help articles.




                                                              Manage your brands on social media


                                                                • Desk Community Learning Series


                                                                • Digest


                                                                • Functions


                                                                • Meetups


                                                                • Kbase


                                                                • Resources


                                                                • Glossary


                                                                • Desk Marketplace


                                                                • MVP Corner


                                                                • Word of the Day


                                                                • Ask the Experts


                                                                  Zoho Sheet Resources

                                                                   

                                                                      Zoho Forms Resources


                                                                        Secure your business
                                                                        communication with Zoho Mail


                                                                        Mail on the move with
                                                                        Zoho Mail mobile application

                                                                          Stay on top of your schedule
                                                                          at all times


                                                                          Carry your calendar with you
                                                                          Anytime, anywhere




                                                                                Zoho Sign Resources

                                                                                  Sign, Paperless!

                                                                                  Sign and send business documents on the go!

                                                                                  Get Started Now




                                                                                          Zoho TeamInbox 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

                                                                                                                          • View and manage items in Shared with Me

                                                                                                                            All files and folders shared with you directly by other users or via groups will be listed under Shared with Me. Based on the permission you have on each file or folder, you will be able to view, download, edit, or share those items. Go to your Zoho ...
                                                                                                                          • Manage all shared items in a Team Folder

                                                                                                                            WorkDrive allows you to manage all shared files and folders in a team folder easily from a single place. You 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 ...
                                                                                                                          • Manage all shared items in My Folders

                                                                                                                            WorkDrive allows you to manage all shared files and folders in your My Folders easily from a single place. You can view a list of all shared items and track which items are shared with whom, which are shared externally, which are shared across the ...
                                                                                                                          • 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 and folders in Team Folders and My Folders Transfer ownership of files and folders Manage all deleted items in your ...
                                                                                                                          • Restore or permanently delete items in your team

                                                                                                                            Files and folders deleted from Trash in My Folders and Team Folders will be temporarily moved to Deleted Items in Admin Console before they are permanently deleted from your team based on the data retention policy. Team Admins can choose to restore ...
                                                                                                                            Wherever you are is as good as
                                                                                                                            your workplace

                                                                                                                              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