Search files and folders on Zoho WorkDrive

Search files and folders

You don't need to manually search through a long list of folders and files to locate what you're looking for. If you know the file name, the folder name, or the author's name, you can simply search using this information. If you only know a keyword inside the content of a file, you can also search for it in Zoho WorkDrive.

You can apply filters to further narrow down your search results. This can save you a lot of time when working on a range of projects.
WorkDrive now supports searching text (Optical Character Recognition) and objects (Object Detection) in images.

Search for a file or folder

1. Go to your Zoho WorkDrive account. 
2. Click the Search icon  in the top-right corner of the screen.



3. Type a keyword into the search bar.

As you type, the top 20 matches found for the keyword will appear below. You can scroll down to see the Team Folders, folders, and files found for the search.



What's included in matches:
  1. Files and folders that have the file, folder, or author name matching with the keyword will be shown.
  2. Team Folders that have the team folder name or name of the user who created the team folder matching with the keyword will also be shown.
4. Press the Enter key or click the Show All Results tab at the bottom of the search results.

A new search screen with filters will open



What's included in all results:
  1. Files that have content matching with the entire keyword will also be listed here. These results won't be shown as matches when you type keywords in the search bar. All word documents, presentations, spreadsheets, PDF files, or text files (including zip files) will be searched for any keyword match in their content.
  2. Team Folders, if found as matches in step three, will not be listed here.
  3. Files that have image text matching with the entire keyword will be listed.
  4. Files that have image objects matching with the entire keyword will be listed.
5. Add filters at the top of search results to narrow down your search further. 
 
All Location : Filter results based on their location from: My Folders, Shared with Me, and Team Folders. To choose a team folder, select the team first, then select a team folder in it.

All File Types : Filter results based on folders and file type: documents, spreadsheets, presentations, images, videos, etc.

All Dates : Filter results based on the date filters: Today, Yesterday, Last 7 Days, Last Month, or set a custom date.

6. Click on a file name to open it, or hover your mouse over the file and select GO TO FOLDER to go its location. To open a folder, click on its name.

Search within a folder

You can quickly find your files by searching directly inside a particular Team Folder, My Folders, or a sub-folder inside these folders.
  1. Go to your Zoho WorkDrive account.
  2. Select My Folders or a Team Folder in the left pane.
  3. Click the dropdown arrow next to My Folders at the top-left and select Search in My Folders.
    For a Team Folder, click the dropdown arrow next to the Team Folder name at the top-left and select Search in <teamfoldername>.



  4. Type a keyword into the search bar.
    As you type, the top 20 matches found for the keyword will appear below. You can scroll down to see the files and folders found for the search.

  5. Press Enter or click the Show All Results tab at the bottom of the search results.
    A new search screen with filters will open.

  6. Add filters at the top of search results to narrow down your search further. 
  7. Click on a file name to open it, or hover your mouse over the file and select GO TO FOLDER to go its location. To open a folder, click on its name.
You can also search inside a sub-folder from your My Folders or a Team Folder. To do this, go to your My Folders or a Team Folder, then open a sub folder, then right-click and select Search in {sub-folder name}.



Search for a template

You can now find a template from your gallery directly using global search. You no longer need to manually search through a long list of templates. 
Note: You can search and find only the templates that are available in  My Templates  or  Org Templates . You cannot search for  Public Templates .
  1. Go to your Zoho WorkDrive account.
  2. Click the Search  icon at the top-right corner.
  3. Click the dropdown next to SEARCH ALL in the search bar and select Templates.



  4. Type the template's or the author's name, or a keyword inside the content of a template.
  5. As you type, the top matches found for the keyword will appear below.
  6. Press Enter or click the Show All Results tab at the bottom of the search results.


Note: When the Templates filter is not applied, templates will not be shown in search results.
You can now save search keywords along with filters, making the process of generating search results effortless.
Note: Currently, you can save a maximum of 10 searches.

To save searches:
  1. Click the Search icon and enter your desired search keywords to find files or folders.
  2. Apply necessary filters based on your search criteria.
  3. Once the search results appear, click Save this search at the top.



  4. Provide a name for the generated search.
  5. Click Save to store the searched keyword and applied filters. You can then access your saved searches within the search window below Recent searches.



Manage saved searches

You can rename or delete saved searches whenever necessary.

To rename a saved search:
  1. Click the Search icon and select the saved search you want to rename. This will generate search results based on the selected criteria.
  2. Once the saved search results appear, click on the More actions (...) icon next to the search keyword and choose Rename.
  3. Make necessary changes to the name and click Save.



To delete the saved search:
  1. Click the Search icon and select the saved search you want to delete. This will generate search results based on the selected criteria.
  2. Once the saved search results appear, click the More actions (...) icon next to the search keyword and choose Delete.

Recent search listings

Your recent searches are now at your fingertips within the search window. Click the Search icon and access your recent searches within it.
Note: Currently, the search window will only display the three most recent searches.

Searching text within images - Optical Character Recognition (OCR)

This feature extracts text from all your images, i.e, from image files as well as from documents where images have been added. Texts will be extracted from images and converted into searchable metadata through the method of Optical Character Recognition (OCR).

For example, if you use the search term "car", the OCR feature will fetch all images and documents where the word "car" occurs in images.




Supported languages for text extraction: 110 (check out all the supported languages here)

Supported encoding for text extraction: UTF-8

Supported image formats - jpeg, png, jpg, tiff, tif, bmp

Supported document formats - pdf, docx, doc, pptx, ppt

  1. Only printed texts in images can be searched in WorkDrive (hand-written texts are not supported).

  2. Texts in images cannot be searched using the Finder option.

  3. If a font used in a file doesn’t conform to UTF-8 standards, any text content in that font cannot be extracted. WorkDrive doesn’t support adding new font styles for text extraction.
Here are the limitations related to OCR when searching for files and folders:
  1. Images with a file size of 20 MB or less will be eligible for OCR indexing.
  2. Images with dimensions (height or width) of 5,000 pixels or less will be eligible for OCR indexing.
  3. Only the first two images within a document will be indexed for OCR search.
  4. Only the first two pages of a document will be scanned for images during OCR processing.

Searching objects in images (Object Detection)



With WorkDrive's Object Detection feature, you can search for image files based on the actual objects present in them. For example, if you use the search term "laptop", the Object Detection feature will fetch all images that have the object laptop in them.
Here's the list of supported object categories in Search. We are constantly working towards adding new items.


  1. A search result is organized based on its relevancy score compared to all other results. Files with matching metadata (filename and author's name) are shown at the top of the search results, followed by files with matching content (text, image text and image object).

  2. Searching texts and objects in images is supported in both web and mobile apps.

  3. OCR and Object Detection will not be done on files uploaded before February 2020.

    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





                        Still can't find what you're looking for?

                        Write to us: support@zohoforms.com

                                                                       
                            



                            





                                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

                                      Zoho Desk Resources

                                      • Desk Community Learning Series


                                      • Digest


                                      • Functions


                                      • Meetups


                                      • Kbase


                                      • Resources


                                      • Glossary


                                      • Desk Marketplace


                                      • MVP Corner


                                      • Word of the Day


                                        Zoho Marketing Automation

                                          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 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







                                                                                            You are currently viewing the help articles of Sprints 1.0. If you are a user of 2.0, please refer here.

                                                                                            You are currently viewing the help articles of Sprints 2.0. If you are a user of 1.0, please refer here.



                                                                                                  • Related Articles

                                                                                                  • Supported languages for Optical Character Recognition (OCR) in Search

                                                                                                    With WorkDrive's Optical Character Recognition (OCR) feature, you can search for texts within images. English will be the default OCR search language. In addition to that, you can choose one more language from the Content Settings in Admin Console. ...
                                                                                                  • Add additional language for Optical Character Recognition (OCR) in Search

                                                                                                    OCR feature in WorkDrive enables searching of text within image files and document files with pictures in them. English is the default OCR search language. However, WorkDrive allows the Team Admin to select additional OCR language from the Admin ...
                                                                                                  • Supported object categories in Search (Object Detection)

                                                                                                    With WorkDrive's Object Detection feature, you can search for image files based on the actual objects present in them. Here's the list of supported object categories in Search: person bicycle car motorcycle airplane bus train truck boat traffic light ...
                                                                                                  • Advanced file properties in WorkDrive

                                                                                                    Zoho WorkDrive supports some advanced properties (meta data) for different file types. So, when you upload files from your desktop or from other cloud services with advanced file properties, you will be able to see them in WorkDrive. To view advanced ...
                                                                                                  • Find files and folders in Team Folders and My Folders

                                                                                                    Easily find any files or folders in Team Folders or My Folders, share items directly with other members, and change access levels if required. Find files and folders in Team Folders Click Admin Console in the bottom-left corner of your WorkDrive ...
                                                                                                    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