View file properties on Zoho WorkDrive

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. 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 versions 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 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 Upload new version .
6. Click the vertical dots icon  on a file version. You can do the following from here:
  • Restore the version as top version
  • Download the version
  • Preview the version
  • Save the version as a new file
  • Delete the 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.
  1. We currently only support uploading new file versions for file types not native to Zoho, such as docx, xlsx, pptx, .jpg, and .png.
  2. Native Zoho file types include Writer, Sheet and Show.

Bulk delete versions



To delete multiple versions at a time, you can use the bulk delete option.
  1. Select a file and click More actions > Properties > Versions.
  2. Click Bulk delete versions.
  3. 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.
    This will retain the latest major versions you have selected and delete all older versions.

  4. Click Delete.
  5. Click Delete in the confirmation dialog to delete the selected versions in bulk.
Note:
  1. 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.

  2. Once a version is deleted individually or via the bulk delete option, you currently can't restore it to the respective files. Restoring deleted versions during the retention period will be supported soon.


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.

    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











                                        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









                                                                                                          • Related Articles

                                                                                                          • View Team Folder Activity

                                                                                                            Feature availability: Available for Team and Business plans. Compare plans With the activity timeline in Team Folders, you can view the activities of your Team Folder members, collaborators, and external users. The timeline shows activity message for ...
                                                                                                          • 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 ...
                                                                                                          • Generate Team Activity Report

                                                                                                            Activity reports give you detailed information about any events that happen in your team. You can apply filters based on folder locations, members, time, and activities. Admins can generate reports on a regular basis, and secure them for future ...
                                                                                                          • Track live-user activity in MS Office files using WorkDrive Collaboration Widget

                                                                                                            Team members often collaborate and work on the same document simultaneously from different devices. However, in some cases, this can result in file duplication and conflicting versions. Wouldn't it be easier if, while using Desktop Sync or TrueSync, ...
                                                                                                          • Data Templates and Custom Fields

                                                                                                            If you're in a company that often works with customers on a day-to day basis, then you likely have to manage a lot of their data in multiple files and folders across various locations in your computer or on the cloud. You also may have faced a number ...
                                                                                                            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