Data templates are available in all paid WorkDrive plans.
Custom fields are only available in WorkDrive Business plans.

How Data Templates Works  

1. A Team Admin creates a Data Template and adds custom fields.
2. A data-template can be associated to file and folder.
   A data template can also be mandated to folder and Team Folder.
3. When files are created, uploaded, moved, or copied into the assigned location, users are prompted to fill in the custom fields.
4. Once filled, these custom field values are visible on the file without opening it, and can be used as search filters to find the right file quickly.
   
   

Real-World Example: Resume Management  

Associate a data template to a file / folder 

Pre-requisites

• To associate a data template, the Team Admin must have created data templates.
• You must have at least edit access to the file or folder to associate a data template.
• You must be allowed to associate the data template—based on the data template setting by admin, this could be limited to specific members or open to anyone with edit access.
  
  

Associate files and folders with data templates

1. Select a file or folder.
   
2. Click the Data Templates icon in the right panel, below the Info icon.
3. Under Data Templates, click + Associate Data Template.
   Alternatively, you can right-click on a file or folder and select Organize > Associate Data Template.
4. Select a data template.
   
   
   
   
5. Enter custom field values based on the custom field type.
   You must enter values for all mandatory custom fields to proceed.
6. After you enter all the required custom field values, click Associate.
   It would take some time for associated files to reflect in the search results.
   
   
   

Limitations

• You cannot associate files in the Draft state to data templates.
• If files and folders have been shared with you with edit access, you can associate those items with data templates.
• You can select multiple files and/or folders at once and associate a Data Template.
• A file or folder can have up to 5 Data Templates associated with it.
• A single Data Template can be associated with an unlimited number of files or folders.
• If a file/folder is part of a workflow, the edit permissions are restricted only to the performers of the current workflow state. Only these users will have permission to associate or disassociate a Data Template, while other users cannot associate or disassociate it.
  
  

Edit custom field values of files and folders

1. Select a file or folder that is associated with a data template.
2. Click the Data Templates icon in the right panel, below the Info icon .
3. Click on the required data template to open it.
4. You can see the previously added custom field values there. Click the Edit icon next to the data template name to make changes.
   
   
   
   
5. After you make the required changes, click Update.
6. To disassociate a file or folder from the data template, click the delete icon next to the data template name.

Limitations

• To disassociate a Data Template, you must have permission based on the admin’s settings, this may be limited to specific members or to anyone with edit access.
• You cannot disassociate a Data Template from multiple files and/or folders at a time, you have do it one by one.
• Anyone with edit access can update it.

Mandate a data template  

Only Team Folder Admins can mandate a Data Template.

1. Mandated data templates with custom fields require user input; without custom fields, they function as team-wide labels only.
   
2. When a Data Template is mandated to a Team Folder or a folder, it applies only to first-level folders and files added directly to the Team Folder, and not to any subfolders within the mandated location.
   

 

Mandate a data template to a Team Folder

1. Navigate to the left panel and click on the desired Team Folder.
2. Click Manage next to the Team Folder name at the top and select Settings from the dropdown. The Settings tab will open.
   
   
   
   
3. Click the Mandate Data Template tab.
4. Toggle on Mandate data template association to files and folders.
   
   
   
   
5. Choose a Data Template from the list and click Select.
   
   
   
   To select another, click Change and choose from the list.

• If the selected Data Template is set to All users, everyone with edit or higher access will be required to fill in the custom properties when they create, upload, move or copy files to this Team Folder.
• If the selected Data Template is set to Specific members or groups, only those members will be required to fill in the custom properties when they create, upload, move or copy files to this Team Folder.

6. Select how the data template should apply:

• Files only
• Folders only
• Both files and folders

            

Mandate a data template to a folder

1. Navigate to the left panel and click on a folder to open it on the right.
2. Right-click the required subfolder and select Properties.
   
   
   
   
3. Select Mandate Data Template.
4. Toggle on Mandate data template association to files and folders.
   
   
   
   
5. Choose a Data Template from the list and click Select.
   
   
   
   To select another, click Change and choose from the list.

• If the selected Data Template is set to All users, everyone with edit or higher access will be required to fill in the custom properties when they create, upload, move or copy files to this folder.
• If the selected Data Template is set to Specific members or groups, only those members will be required to fill in the custom properties when they create, upload, move or copy files to this folder.

6. Select how the data template should apply:

• Files only
• Folders only
• Both files and folders

Note: This setting will not apply to any subfolders inside this folder.

How mandatory data template association works  

1. Select the checkbox in the pop-up to apply the same properties to all new items.
2. Add custom properties to every item, one by one.

Notes:

• For Zoho office suite files, the Add properties pop-up will only appear when the files are marked as ready from the draft state.
• Before adding custom properties to a file or folder, if a user refreshes or closes the page, the pop-up will not appear again. You can see the associated data template in the data templates tab in the right panel, and you can add custom properties for the associated data template later when required.
  

Search files using custom field criteria filters  

Users can search using only the data templates they have permission to associate.

1. Click the Search icon in the top-right corner.
   Or simply click / in your keyboard to open the search box.
2. Click the dropdown arrow next to Search All , then select Data Templates .
3. Select the required data template from the list.
   
   
4. All matching files and folders that are associated with the selected data template will be shown.
5. Add the required custom field criteria for the data template.

Only the searchable custom fields will appear in the custom field criteria filters.

6. Click the + icon below to add a new criteria, then select AND or OR as the condition.
7. Click Search to view results.
   
   

Available search criteria for different custom field types