View file properties
Learn everything about a file in Zoho WorkDrive by viewing its properties. Learn how to view general info, versions, activity, and access stats of a file.
General Info
To view general information of a file:
1. Select a file in My Folders or a Team Folder.
2. Click the More actions icon (...) next to the Download button in the top action bar.
3. Select Properties from the dropdown.
The General Info tab will be displayed by default.
You can view the following information about the file:
- File Format
- User who created the file and the date created
- User who modified the file and the date modified
- Size (Size of the latest file version)
- Storage Used (Total storage used by different versions of the file)
- Permalink
- Number of comments
- Number of views
- Number of downloads
Versions
WorkDrive offers unlimited versions for files. Team admins can choose to keep all versions or apply a limit based on the number.
You can view the list of file versions you and your collaborator have created. You can preview and download specific versions, switch back to any previous version without overwriting your current version, save a version as a new file, and more.
To view file versions:
1. Select a file in My Folders or a Team Folder.
2. Click the More actions icon (...) next to the Download button in the top action bar.
3. Select Properties from the dropdown. The General Info tab will be displayed by default.
4. Click the Versions tab.
You can view the list of versions made to the file. Size and notes of the file version will also be listed.
5. Click the Actions icon 
on a file version. You will find the following options:
- Restore as top version
- Mark as Keep Forever
- Download
- Preview
- Save as new file
- Delete
6. To upload a new version, click Upload new version > Choose a file > Upload New Version.
1. For private Team Folders, a member must have the Editor role or higher to view the versions of a file.
2. For public Team Folders, any Team Folder member can view the versions of a file.
3. For shared files, any team member can view their versions.
Unlimited file versions are supported in all WorkDrive plans.
3. For shared files, any team member can view their versions.
Unlimited file versions are supported in all WorkDrive plans.
- We currently only support uploading new file versions for non-Zoho format files, such as docx, xlsx, pptx, .jpg, and .png within WorkDrive.
- Zoho format files include Writer, Sheet and Show. Versions of these files are maintained in the respective services.
Bulk delete versions
To delete multiple versions at a time, you can use the bulk delete option.
- Select a file and click More actions > Properties > Versions.
- Click Bulk delete versions.
- Enter the total number of latest versions you'd like to keep from the dropdown (5/10/15/20). You can also set a custom number.
By default, the checkbox Include "Keep Forever" versions won't be selected.
This will retain the latest major versions you have selected and versions marked as "Keep Forever". All older versions will be deleted. - Select the checkbox to include Keep Forever versions.
This will retain the latest major versions you have selected and delete all older versions, including those marked as "Keep Forever". - Click Delete.
- Click Delete in the confirmation dialog to delete the selected versions in bulk.
- When a major version is deleted, all its minor versions will also be deleted.
For example, Major versions - 1, 2, 3; Minor versions - 1.1, 1.2, 1.3
If the major version 1 is deleted, all its minor versions, i.e., 1.1, 1.2, and 1.3 will also be deleted. - When there's a version limit in your team, users can mark a version as "Keep Forever" to prevent it from being automatically deleted. Learn more about version retention settings
Restore versions
Versions can be deleted manually or via version retention settings configured by a team admin. When deleted, a version can be restored from the Versions tab based on the team's data retention period (7/30/90/120 days).
- Select a file and click More actions (...) > Properties > Versions. By default, all the active versions will be listed.
- Click the Deleted tab to view the deleted versions.
- Select the required deleted versions and click Restore.
- Select the checkbox Mark as Keep Forever to prevent the version from being automatically deleted based on your team's version retention settings.
- Click Restore.
Notes:
- In Team Folders, users with organizer and admin roles can delete versions, and restore them during the retention period.
- The version retention settings will only apply to non-Zoho format files. This will not include Zoho office suite files (Writer, Sheet, and Show) where storage is free, and all versions will be retained until you manually delete them.
Activity
You can view all of you and your collaborators' activities on a file, such as editing, commenting, and sharing.
Support for viewing file activity is only available in WorkDrive's Team and Business pla ns . Check the details of all plans of WorkDrive here .
To view activity on a file:
1. Select a file in My Folders or a Team Folder.
2. Click the More actions icon 
next to the Download button in the top action bar.
3. Select Properties from the dropdown.
The General Info tab will be displayed by default.
4. Click the Activity tab.
5. Scroll down to view all the activities on the file by you and your collaborators, based on the date and time.
1. For both private and public Team Folders, a member must have the Editor role or higher to view the activity of a file.
2. For shared files, a member must have the share permission to view activities on them.
Access Stats
With the advanced access stats for a file, you can view who has accessed your file (both team members and external users) and what actions they have performed (number of views and downloads).
Support for viewing access stats is only available in WorkDrive's Team and Business plans . Check the details of all plans of WorkDrive here .
To view access stats of a file:
1. Select a file in My Folders or a Team Folder.
2. Click the More actions icon 
next to the Download button in the top action bar.
3. Select Properties from the dropdown.
The General Info tab will be displayed by default.
4. Click the Access Stats tab.
5. Under Overall Access , you can view the number of team members and external users who have accessed the file, as well as their total number of views and downloads.
6. Under Permalink or an external share link, you can view the corresponding total number of views and downloads for the file.
7. Click Permalink to view the list of team members who have accessed the file, and the date and time they have accessed it.
8. Click an external share link (refer to Overview Webinar in the screenshot above) to view the list of external users who have accessed the file (external users who have accessed the file via this external share link will be listed here), as well as the date and time they have accessed it.
In case of an external share link, if user data like name , phone number , and email address are requested, then those data will also be listed.
If the name is not requested, then users will be mentioned or called as Guest# (in sequence as Guest#1, Guest#2, etc.)
1. For both private and public Team Folders, a member must have the Editor role or higher to view the access stats of a file.
2. For shared files, a member must have the share permission to view their access stats.
Also read: Advanced file properties in WorkDrive
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