Available only for WorkDrive Business plan and Zoho One bundle users.

File Suggestions helps you quickly access the files you need, without having to search or browse through folders. This tab lists smart, personalized file recommendations that reduce time spent looking for files.

File Suggestions goes beyond just showing recently opened files; it suggests what you might need next, based on your access history, usage patterns, and team activity.  

How Are Files Suggested?  

Files appear in the File Suggestions tab based on these five categories:

• You recently accessed: Files you opened lately, based on your most recent activity.

• You frequently accessed: Files you often opened in the recent past.

• You regularly accessed: Files you access on a periodically repeating pattern (such as weekly or monthly).

• Your Team frequently accessed: Files your Team members often open, indicating shared, high-usage files.

• Your Team recently accessed: Files your Team members opened lately, reflecting their recent activity.

These suggestions keep updating over time based on your activity and your team's usage, and will differ for each user as file activity patterns change.

Enabling File Suggestions

File Suggestions is turned off by default. A Team Admin must enable it for the team to access the File Suggestions tab.

To enable file suggestions for your team:

1. Click the Admin Console in the bottom-left corner of your WorkDrive screen.
   The Admin Console will open in a new tab, with Dashboard selected by default.

2. Click Settings from the left panel.

3. Select the File Suggestions tab from the Settings panel.

4. Toggle on the Enable File Suggestions option.

Once enabled, the File Suggestions tab will appear in the left panel of WorkDrive home screen for all team members.

How to access File Suggestions

• Click the File Suggestions tab from the left panel in your WorkDrive.
  Your personalized File Suggestions page will open, displaying a curated list of smart suggestions based on your and your team’s activity.

Suggestions may appear empty at first but will improve over time as you start interacting with more files.

Setting File Suggestions as your default page  

You can set File Suggestions as your default landing page for quicker access to the files you and your team work with most often.

To set File Suggestions as your default page:

1. Click your profile icon in the top-right corner in your WorkDrive.  A dropdown will appear.

2. Select My Preferences under the My WorkDrive section. The General tab will open by default.

3. Under the Default Landing Location section, select File Suggestions.

Once you're done, the next time you open WorkDrive, you'll be taken directly to your File Suggestions page.

Manage File Suggestions for Team Folders

Team Folder admins can decide whether files from a specific Team Folder should appear in the File Suggestions tab for other members of the team. This ensures only intended files are surfaced in the team member’s suggestion list.

To manage File Suggestions for Team Folders:

1. Select the Team Folder you want to manage.

2. Click the Manage button from the top bar. A dropdown will appear.

3. Select Settings from the dropdown. The Team Folder settings screen will open.

4. Toggle Include this Team Folder's files in Smart Suggestions OFF to hide its files from team members’ File Suggestions tabs.

If the toggle is ON, relevant files from this folder will appear in suggestions for its members.

This helps admins prioritise the most relevant content to the team while keeping sensitive or less important files out of everyday view.

Managing My Folders in Team's File Suggestions

You can choose whether files from your My Folders should be included in File Suggestions of other team members.

If this setting is enabled, frequently or recently accessed files from your My Folders may appear in the File Suggestions tab of other team members (if they have access). You can turn this off anytime to limit visibility.

 To manage My Folders in File Suggestions of other team members:

1. Click your profile icon in the top-right corner of WorkDrive.

2. Select My Preferences under the My WorkDrive section. The General tab will open by default.

3. Toggle Include My Folders' files in Smart Suggestions OFF to prevent your files from appearing in others' File Suggestions.
   Toggle on Include My Folders' files in Smart Suggestions to allow team members to see relevant files from your My Folders.
   
   

Manage File Suggestions for team-wide permalinks

When a file is shared using permalink with "Anyone in the Team" visibility setting, you can choose whether that file should appear in your team’s File Suggestions list.

This ensures that only essential files shared with the team appear in their File Suggestions, helping avoid unnecessary visibility of every shared item.

To manage File Suggestions for team-wide permalinks:

1. Select the file you want to manage.

2. Click the Share button. The Share Settings panel will open.

3. In the Permalink section, click Change Visibility. The link settings will appear.
   
   

4. Under the Who can access this file via permalink? dropdown, select Anyone in the Team.
   (The Allow Smart Suggestion option appears only when the file is shared with "Anyone in the Team". It will not be available if you're sharing with specific users or groups.)
   

5. Once you set the Access Level settings, The Allow smart suggestion option is disabled by default.
   
   Leave the Allow Smart Suggestion box unchecked to prevent this file/files from this folder from appearing in team members’ File Suggestions.
   
   Or simply check the Allow Smart Suggestion box to allow this file/files from this folder to appear in team members’ File Suggestions.