Zoho Directory in WorkDrive
Zoho Directory helps you manage users and applications in one place. You can quickly add or invite users, change roles, and enable or disable access to apps. You can also mandate custom security policies to your users, which include password policy, two-factor authentication, and allowed IPs.
Supported WorkDrive plan
: Business plan
Who can access Zoho Directory
: Only the Admins of Zoho Directory
Enable Zoho Directory for WorkDrive
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 Settings in the left panel. The Profile settings will be displayed by default.
3. Select
Security
, then click
Manage
.
The Zoho Directory app will open in a new tab.
4. Under
Add WorkDrive
, Click
Yes, Associate
.
Users in WorkDrive will be added to your Zoho Directory (ZD) account. You can view the WorkDrive users under
Applications
.
Manage WorkDrive users
2. Select
Applications
in the left pane.
3. Search and select
WorkDrive
from the list of Zoho applications.
Your WorkDrive team or org account, along with its users, will be listed on the right side.
In the top-right, you will have the following options:
- Add Users
- Open WorkDrive app
- Go to WorkDrive Settings
You can choose to add existing users or invite new users.
To add a user:
1. Select an existing user or invite a new user by entering their email address.
2. Assign a role in WorkDrive—
User
/
Team Admin
.
3. Click
Add
.
To change a user's role:
1. Hover over a user name, then click
Edit
.
Here, you can perform the following actions:
- Click Disable to make a user inactive in the application.
- Click Enable to make a user active in the application.
- Click Unassign to remove an invite for a user to the application.
To view a user's account activity:
2. Select
Users
in the left pane.
3. Select a user to view their details.
By default, the
Applications
tab will be shown.
4. Click the
Account Activity
tab.
Sessions and login history will be shown. You can clear any active sessions, if needed.
Configure Security Policies
Protect your account by adding extra layers of security with these authentications. Follow these simple steps to enable the security settings for your organization.
- Security policies that you configure in Zoho Directory apply to all Zoho apps.
- The Default policy applies to all users in the Zoho Directory.
Password Policy
If your employee's password is easy to spell, then it's easy to steal. Mandate a strong password to prevent unauthorized access.
To configure password policy:
2. Select
Security Policies
in the left pane.
3. Click
Getting Started
.
The Default Policy window will open. You can either continue to configure this policy or create a new one.
To configure Password Policy:
1. Toggle ON
Password Policy Setup
.
The
Password Settings
window will open.
You can set the following conditions for the password:
- Password strength
- Password expiration period
- Refusal of previously used passwords
- Minimum password length
- Mixed password
- Minimum special characters
- Minimum numeric digits
2. Click
Save Changes
.
3. Click
Yes, Confirm
.
Two Factor Authentication
Add additional security layers, such as Touch ID or Push Notification, to your account using your phone.
To configure Two-factor authentication:
1. Click the
Two-factor Authentication
tab.
2. Toggle ON
Two-factor Authentication
.
You can select the following authentication modes:
SMS
Verification codes will be sent to a mobile phone.
Smartphone
Google Authenticator, which is a mobile application synced to your account, lets you generate codes to authenticate your sign-in.
Face ID/ Touch ID
OneAuth to verify your fingerprint every time you sign in.
Push Notification
Notifications are sent to your mobile device each time you login. You can approve or reject the login request.
Time-based OTP
A time based, one time password will be generated in OneAuth application on your configured smart phone.
QR Code
Scan a QR code visible on your browser via OneAuth mobile Application.
3. Click
Enforce TFA
.
Once this feature is enabled, additional verification will be required for any further logins.
Allowed IPs
Restrict the IPs from which your account can be accessed. This way, you avoid logins from unauthorized places.
To configure Allowed IPs:
1. Click the
Allowed IPs
tab.
2. Select
Add IP address
.
A new window will open.
You can choose one of the following options:
- Your current IP - Your IP will be displayed on the screen
- Static IP - Add a Static IP
- IP Range - Add an IP range with From and To
Once you have configured the IPs, users will not be able to access their WorkDrive account from any other IP addresses outside your mentioned range.
How to enforce security policies to Groups and exclude users
Disable the Default Security Policy
to easily add new security policies and enforce them to Groups and exclude some users.
You will need to create the necessary groups before adding a new policy.
To add custom security policies:
2. Select
Security Policies
in the left pane.
3. Click the shield icon with a + on the top to create a new security policy.
4. Enter a display name for the security policy.
5. Add the required Groups.
6. Add Users to exclude.
Under
Policy Priority
, you can change the order of preference for the enforcement of the policy, if needed.
7. Click
Add
.
To view a user's security policies:
2. Select
Users
in the left pane.
3. Select a user to view details.
By default, the
Applications
tab will be shown.
4. Click the
Security Policies
tab.
The Two Factor Authentication (TFA) status will be shown. You can enable or disable TFA, or reset TFA configuration from there.
Under
Security Policies
, all configured security policies will be listed.
At account level, each user can configure their own security. They can do the following:
- Change password
- Enable two-factor authentication
- Add security question
- Add allowed IPs
- Manage device logins
Manage Zoho Directory Admins
Only users who have been assigned the Admin role in Zoho Directory can access it and manage users, security policies, domains, and Zoho Directory Sync.
Only the owner or Admins of the Zoho Directory can assign other users as Admin.
To assign Admins:
2. Select
Admins
in the left pane.
3. Click the + button.
4. Choose
users
from the Directory.
5. Click
Assign
.
To unassign users from Admin role, hover over the users' details, then click
Unassign
.
To change Owner:
2. Select
Organization
in the left pane.
3. Hover over the owner's details, then click
Change Owner
.
Manage Groups
Org Groups created in Zoho Directory can be used to add Group members to WorkDrive and other Zoho apps.
2. Select
Groups
in the left pane.
3. Click the
+ Add Group
button in the top-right corner.
4. Enter a Group name and description.
5. Choose the Group type as
Collaboration Group
.
6. Choose the required moderators and members to the Group, then click
Add
.
Moderators have the privileges to add or remove members and manage group settings.
7. Hover over a Group and click
Edit
to change the Group name or description.
8. Click the vertical dots icon. There will be two options:
- To add more members, click
Add Members
.
- To delete the Group, click
Delete
.
- Groups created within the WorkDrive app are considered WorkDrive Groups. These Groups can't be used in other Zoho apps.
- Org Groups created in Zoho One (Collaboration Groups, not Department Groups) can be used to assign Group members to WorkDrive and other Zoho apps.
- Org Groups created in Zoho Directory can't be added to Team Folders in WorkDrive.
Also read:
Manage Domains
Add and verify work email domains, and seamlessly add on-boarding users to Zoho apps.
Zoho Directory Sync
Zoho Directory Sync is a simple and secure directory and password synchronization tool, which helps in syncing user objects and their passwords in Active Directory (AD) with Zoho accounts.
Active Directory (AD) by Microsoft
is a centralized and standardized system that automates network management of user data, security, and distributed resources.
Zoho Directory sync automatically synchronizes user accounts in Zoho to match the user data in AD. Since the synchronization always happens from AD to Zoho, the data in AD is never compromised.
You can download the Directory Sync tool from the
Active Directory
tab in your Admin Console. A file named
ZohoDirectorySync.msi
will be downloaded to your computer. Open the file to start setup and install the tool on your machine.
An installation wizard will guide you through the process. Select the destination path of your choice and follow the wizard to complete the installation. After installing the Directory Sync tool, you can start your configuration steps, carefully guided by our tool's wizard.
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