Zoho Directory in WorkDrive

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:
  1. Add Users
  2. Open WorkDrive app
  3. 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:
  1. Click Disable to make a user inactive in the application.
  2. Click Enable to make a user active in the application.
  3. 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.

  1. Security policies that you configure in Zoho Directory apply to all Zoho apps.
  2. 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:
  1. Password strength
  2. Password expiration period
  3. Refusal of previously used passwords
  4. Minimum password length
  5. Mixed password
  6. Minimum special characters
  7. 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:

Verification codes will be sent to a mobile phone.

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:
  1. Your current IP - Your IP will be displayed on the screen
  2. Static IP - Add a Static IP
  3. 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.

For more details, please refer Security Enforcement.

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:
  1. Change password
  2. Enable two-factor authentication
  3. Add security question
  4. Add allowed IPs
  5. Manage device logins

For account related queries, refer https://www.zoho.com/accounts/help/faq.html.

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.
  1. Groups created within the WorkDrive app are considered WorkDrive Groups. These Groups can't be used in other Zoho apps.
  2. Org Groups created in Zoho One (Collaboration Groups, not Department Groups) can be used to assign Group members to WorkDrive and other Zoho apps.
  3. 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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