How to Control Access and Share Documents in Zoho Writer

How to Share Documents and Control Access and in Zoho Writer

Overview

Zoho Writer lets you share document with individuals, groups, or all users of your organization. It offers a range of privacy settings to ensure that your documents are only visible to the people you choose, and also help you control what your collaborators can do on your documents. Zoho Writer offers the flexibility to share documents to:
  1. Specific users within your organization
  2. Everyone in your organization
  3. Users without a Zoho account (using an OTP)
  4. Anyone on the internet

Steps:

            Open the Document, Click the Share button located in the top-right corner.

Share with specific users

      In the Share dialog that opens:
  1. Enter the email address of the user to whom you wish to share the document.
  2. Click the Access Level dropdown to choose the desired document access permission.
                             
  1. Customize share based on your preference:

    1. Click Add Message to include a short note or instruction with the share notification.

    2. Check the Set Expiration box if you want to limit access to a specific period. Choose the desired expiration date and time.

You can also use the existing external share link option to share documents with users who are not a part of your organization. Unlike the new OTP-based sharing, this external share link option will allow any user who has the link to access the document and view, edit, or add comments as per the permission set for that document.

  1. In the Share dialog that is displayed:
Click New external share link.
    1. In the dialog that opens, enter a name for the URL and choose the desired access level.
    2. Enter the email addresses or link name of the contacts with whom you want to share the document with.
    3. Set password if required. Please note that, you have to share the password manually to your collaborators.
    4. Set an expiration date for your password by toggling on Set expiration after  if you want to prevent your contacts from accessing the file after a specific date.
    5. Enable Download and Print actions if required. 
    6. Turn on Request user data and choose the required data from the dropdown, i.e., Email, Phone and Name. If this is enabled, the person with the link will be allowed to access the document only on entering the requested data. (email, name and phone)
    7. Click Create, to create a new external link.



External Sharing with OTP

You can now securely share documents with collaborators even if they don't have a Zoho account with an one-time password (OTP). This allows them to view and edit documents, track changes, and add comments without a Zoho account. Their changes and comments will be highlighted using their email address.

OTP-based sharing offers an enhanced layer of security and simplifies access control, as it ensures only the authorized collaborators can access the documents and also perform only the specified operations.

External users will only be notified via email when a document has been shared. After verifying their email address via OTP, a user can access shared files and folders.



After creating a New External Link, you can copy the link or remove sharing by clicking the Share button from TopBand



Troubleshooting Tips

Problem : 1

Description : How should i share my document with external collaborators so they can view comments and tracked changes without being required to sign in?

Solution       : Share the document in one of the following ways to achieve this

            1.Create an External Share link with 'view' access.

            2. Direct sharing - involves a OTP authentication.

Related Articles / Videos

      Create. Review. Publish.

      Write, edit, collaborate on, and publish documents to different content management platforms.

      Get Started Now


        Access your files securely from anywhere

          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







                              Quick LinksWorkflow AutomationData Collection
                              Web FormsEnterpriseOnline Data Collection Tool
                              Embeddable FormsBankingBegin Data Collection
                              Interactive FormsWorkplaceData Collection App
                              CRM FormsCustomer ServiceAccessible Forms
                              Digital FormsMarketingForms for Small Business
                              HTML FormsEducationForms for Enterprise
                              Contact FormsE-commerceForms for any business
                              Lead Generation FormsHealthcareForms for Startups
                              Wordpress FormsCustomer onboardingForms for Small Business
                              No Code FormsConstructionRSVP tool for holidays
                              Free FormsTravelFeatures for Order Forms
                              Prefill FormsNon-Profit
                              Intake FormsLegalMobile App
                              Form DesignerHRMobile Forms
                              Card FormsFoodOffline Forms
                              Assign FormsPhotographyMobile Forms Features
                              Translate FormsReal EstateKiosk in Mobile Forms
                              Electronic Forms
                              Drag & drop form builder

                              Notification Emails for FormsAlternativesSecurity & Compliance
                              Holiday FormsGoogle Forms alternative GDPR
                              Form to PDFJotform alternativeHIPAA Forms
                              Email FormsEncrypted Forms

                              Secure Forms

                              WCAG

                                      Create. Review. Publish.

                                      Write, edit, collaborate on, and publish documents to different content management platforms.

                                      Get Started Now






                                                        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


                                                              • Desk Community Learning Series


                                                              • Digest


                                                              • Functions


                                                              • Meetups


                                                              • Kbase


                                                              • Resources


                                                              • Glossary


                                                              • Desk Marketplace


                                                              • MVP Corner


                                                              • Word of the Day


                                                              • Ask the Experts


                                                                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 Demo

                                                                                                  Get a personalized demo or POC

                                                                                                  REGISTER NOW


                                                                                                    Design. Discuss. Deliver.

                                                                                                    Create visually engaging stories with Zoho Show.

                                                                                                    Get Started Now









                                                                                                                        • Related Articles

                                                                                                                        • How to share, publish, or embed fillable forms using Zoho Writer fillable templates

                                                                                                                          Overview Zoho Writer fillable template allows you to create and share general purpose forms (like feedback forms) and customized business forms (onboarding forms, service request forms, material request forms, survey forms, etc.) to collect data and ...
                                                                                                                        • Zoho Writer's Approach to User Data Privacy and Compliance

                                                                                                                          Privacy and Compliance We value your privacy and security, and we want to be transparent about how we handle your data in Zoho Writer. This page explains how we collect, use, store, and share your data when you use our tool. How we collect data? In ...
                                                                                                                        • Zoho Mail Extension to Send Documents as an Attachment

                                                                                                                          Zoho Mail is a simple yet powerful collaborative communication platform for businesses of all sizes. The Zoho Mail extension integrates seamlessly with Zoho Writer and allows users to instantly share the desired content as an attachment. Steps to ...
                                                                                                                        • Unsplash Extension to Find & Insert Images

                                                                                                                          Discover and embed high-quality images directly from Unsplash into your Zoho Writer documents, all from within Zoho Writer. With the Unsplash and Zoho Writer integration, get seamless access to a vast library of images from Unsplash to enhance your ...
                                                                                                                        • How to push filled form's data to Zoho CRM on submission

                                                                                                                          Overview Zoho Writer allows you to automate the transfer of filled form data using Webhooks or Deluge Custom Functions, enabling powerful integrations with third-party apps, internal systems, or other Zoho services. These methods are ideal for ...
                                                                                                                          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