Tips and Tricks #26: Three WorkDrive features to help you save time

Tips and Tricks #26: Three WorkDrive features to help you save time




Hello everyone!

We are back with an exciting tips and tricks post for this week. In case you haven't read our previous WorkDrive Tips and Tricks articles, you can find them here.

Today, we will be exploring three WorkDrive features that will help you save time and get work done faster.

 


 1.  Convert files automatically to WorkDrive formats  

As an admin, you can decide whether you want to automatically convert files uploaded to Zoho Writer (word processor), Zoho Sheet (spreadsheet tool), and Zoho Show (presentation tool) formats. This way, your team can continue working on files without wasting time manually converting them to the necessary formats. This option can be enabled at both Team Folder and Team level.
 
A few pointers to note while managing these settings:
  • When you disable external sharing at the team level, Team Folder Admins will not have control over the settings for any Team Folder within the Team.
  • When external sharing is enabled at the team level, then Team Folder Admins can choose to enable or disable external sharing in their Team Folder.
  • If external sharing is enabled in a Team Folder, only the Admins and Organizers of the Team Folder can share files and folders externally
To manage this setting at a Team Folder level:
  1. Select a Team Folder from the left pane.
  2. Click Manage next to the Team Folder name in the top and select Settings from the dropdown. The Settings tab will open.
  3. Toggle ON/OFF button under Convert All Files to Zoho WorkDrive's Format on Upload to enable or disable file conversion.

 
To manage the same setting at a Team level:
  1. Click your team name at the top-left corner and select Admin Console from the dropdown. The Admin Console page will open in a new tab.
  2. Select Settings from the left panel.
  3. Select Content.
  4. Toggle Convert All Files to Zoho WorkDrive's Format on Upload to ON/OFF to enable or disable file conversion.
  5. Select the checkbox if you want to allow Team Folder Admins to choose whether to convert all files to Zoho WorkDrive format on upload in their Team Folders.
 



2.  Manage all share links from a single place 

We understand how important collaboration is in today's workplace, especially with external stakeholders. With WorkDrive's external sharing feature, your team can securely work with anyone outside your organization without losing control of your data. WorkDrive also compiles a single view of all external links created with a Team Folder, making it easier to track and manage them.
 
To manage external sharing within a Team Folder:
  1. Navigate to the left panel and select a Team Folder.
  2. Click Manage next to the Team Folder name in the top and select Settings from the dropdown.
  3. Click the External Sharing tab.
 
These settings are available only to the Admins and Organizers of the Team Folder. They can view and manage all their external share links, download links, and embed codes from here.
 
You can find the following details in the external sharing section:
  • Name of the external share link, download link, or embed code
  • Name of the user who created the external link
  • Time and date the file was created
  • Name of the file or folder for which the external share link, download link, or embed code is created

 


3.  Sharing WorkDrive files right from your mail app 

Currently, WorkDrive offers an add-on for Zoho Mail and Gmail users. You can pick files from WorkDrive and send as email attachments and save incoming attachment to any Team Folder without leaving your email tab.
 


This add-on also helps you manage the share settings of your Files and Folders directly from your email app. This way you don't need to switch between apps to modify or create shareable links for every email.
 
 
We hope you found these tips useful! If you have any questions, feel free to ask in the comments below or email us at support@zohoworkdrive.com.
 
Stay tuned for more useful tips every week from Zoho WorkDrive!



      • Recent Topics

      • Cliq iOS can't see shared screen

        Hello, I had this morning a video call with a colleague. She is using Cliq Desktop MacOS and wanted to share her screen with me. I'm on iPad. I noticed, while she shared her screen, I could only see her video, but not the shared screen... Does Cliq iOS is able to display shared screen, or is it somewhere else to be found ? Regards

      • How to install Widget in inventory module

        Hi， I am trying to install a app into Sales Order Module related list, however there is no button allow me to do that. May I ask how to install widget to inventory module related list?

      • Paid Support Plans with Automated Billing

        We (like many others, I'm sure) are designing or have paid support plans. Our design involves a given number of support hours in each plan. Here are my questions: 1) Are there any plans to add time-based plans in the Zoho Desk Support Plans feature? The

      • editing/applying online payments

        We have customers who pay part or all of an invoice and then cancel their service and want the payment as a credit to future work. It would be ideal if we could make it an excess payment and then void the invoice. I can't make it an excess payment because

      • Contacts per department

        Hello, Is it possible to limit Contacts to a Department? Thanks

      • Good news! Calendar in Zoho CRM gets a face lift

        Dear Customers, We are delighted to unveil the revamped calendar UI in Zoho CRM. With a complete visual overhaul aligned with CRM for Everyone, the calendar now offers a more intuitive and flexible scheduling experience. What’s new? Distinguish activities

      • Is there a plan to allow for the hierarchical organization of Customers / Companies in Zoho Billing?

        We have a few customers who have organizational structures that we haven't quite found a way to deal with in Zoho Billing. In CRM, these sub-companies (or subsidiaries or whatever you want to call them) all have another CRM account as the parent account.

      • This site can’t be reached mail.zoho.com took too long to respond

        In my office at any system, we couldnt able to login zoho email. it shows " This site can’t be reached mail.zoho.com took too long to respond". please fix it soon.

      • Credit Management: #2 Configuring Right Payment Terms for Credit Control

        Think about the last time you ordered something online and saw that little note at the checkout, "Pay on Delivery" or "Pay later". It's simple, but it actually sets the tone. As a business owner, you know exactly when payment is expected. Now, imagine

      • Can send email from zoho mail, but can't receive any.

        Hi, My domain is sattvameditationresort.com. I've updated MX records with those of Zoho. But i can't send any mails to this email id from gmail. I have checked the MX status with MXTOOLS, its showing the correct entry either. The error is as shown below:

      • My domain did not activate

        Hi, my domain (apsaindustrial.com.ar) did not activate, and the phone verification message never arrived. Please would you solve this problem? Thanks.

      • Host not found?

        Howdy! So i'm trying to add my custom domain for with the mail server. I have 100% control of my DNS and have tried every single option (TXT, CNAME, and even HTML) multiple times, ensuring i did it properly, to no luck. I get the same error message every

      • Emails are going to notification folder and not in inbox

        emails are going to notification folder and not into inbox

      • Error AS101 when adding new email alias

        Hi, I am trying to add apple@(mydomain).com The error AS101 is shown while I try to add the alias.

      • Related list Mobile Device

        Hello, We use an the Zoho creator application to make reports linked to Accounts. On the computer: it's easy to go the Account and see all the created reports in the related list below On iPad/Phone ZOHO CRM APP: we cannot see the reports on those accounts

      • Report on opportunities showing only the last note added.

        Hi I need to create a report that shows the most recent note added to each opportunity. This is so management can see what the latest update is according to the assigned salesperson. One workaround is to use the status field but this implies added manual work and mistakes as the salesperson would have to copy the existing status to a note before adding the latest status... otherwise the activity history would be lost. My current workaround is a report on Notes with Opportunities as the related module.

      • Please add Zelle as an online payment option

        Hello, I would like to request Zelle be added to the online payment service providers for Zoho Invoice. Considering how ubiquitous Zelle has become as a way to pay people via the major banking institutions, I feel like many freelancers would benefit from

      • Zoho Sheet for Desktop

        Does Zoho plans to develop a Desktop version of Sheet that installs on the computer like was done with Writer?

      • This user is not allowed to add in Zoho. Please contact support-as@zohocorp.com for further details

        Hello, Just signed up to ZOHO on a friend's recommendation. Got the TXT part (verified my domain), but whenever I try to add ANY user, I get the error: This user is not allowed to add in Zoho. Please contact support-as@zohocorp.com for further details I have emailed as well and writing here as well because when I searched, I saw many people faced the same issue and instead of email, they got a faster response here. My domain is: raisingreaderspk . com Hope this can be resolved.  Thank you

      • How to display the CONTACT ID in the Contact page

        Hi, I've seen this conversation below and it is exactly the same question I'm raising now, but unfortunately the last message is not solved https://help.zoho.com/portal/community/topic/show-contact-id-while-editing-contact-form I need to show the ContactId and I don't know how to do this. The last message included in the conversaton shows the way but not it is not completed. "I am sorry by default we do not have the option to show the record ID for the contacts in the field in a record. When you

      • CRM x WorkDrive: We're rolling out the WorkDrive-powered file storage experience for existing users

        Release plan: Gradual rollout to customers without file storage add-ons, in this order: 1. Standalone CRM 2. CRM Plus and Zoho One DCs: All | Editions: All Available now for: - Standalone CRM accounts in Free and Standard editions without file storage

      • Create Canvas list view templates from images powered by Zia

        Currently available for all paid editions of Zoho CRM in the US, EU, IN, JP & CN DCs. Designing a personalized CRM interface just got even easier. In today’s fast-evolving digital landscape, AI is transforming the way we work by automating complex tasks

      • Painfully Slow Zoho mail

        Since yesterday Zoho Mail seems to have starting functioning very slowly and having a few bugs. It's slow to open mails, slow to send, slow to change between email accounts. Sometimes clicking on a particular folder (eg Sent folder) stops working and

      • "Wrong password or login" Problem to configure Zoho on MAIL App on my Macbook

        Hi, I'm having problems to configure my e-mail on my MAIL App(Macbook pro). My e-mail is hari@trespontoum.net Actually was working perfectly, and still working on my Iphone. My MAIL App prompt me that my login or password is wrong. I tried to change 3

      • "User already exist in your org"

        Hello, I've just read a discussion about this issue, which didn't solve my problem. I'm trying to add the following emails: sales@kiss-my-boutique.co.uk returns@kiss-my-boutique.co.uk orders@kiss-my-boutique.co.uk I'm getting an error message each time I try and add them. None of them are primary or secondary emails and none of them have been created as users before. I know this as when I try and login and do 'forgot my password' all I get is an error message saying 'user invalid'. Please advise.

      • Operation Not Permitted

        Hi, I have problem in adding user after verifying the domain but it seems like error appeared which is "operation not permitted". For your information, I had delete other domain before did it.

      • Email forwarding setup fails

        I'm trying to set up email forwarding from my Zoho email to my gmail address. I followed the directions to set up email forwarding here: https://www.zoho.com/mail/help/email-forwarding.html. I did only steps 1-6. After doing this, rather than setting

      • Passing the CRM

        Hi, I am hoping someone can help. I have a zoho form that has a CRM lookup field. I was hoping to send this to my publicly to clients via a text message and the form then attaches the signed form back to the custom module. This work absolutely fine when

      • Shopify store email issues- Not getting emails

        Hi We have migrated from Microsoft outlook to Zoho back in March, we have a shopify store, the domain is hosted on namesilo, not shopify, I have seen some people here complaining about not getting emails from customers who fill out the contact form on

      • How do I fix this? Unable to send message; Reason:554 5.1.8 Email Outgoing Blocked.

        How do I fix this? Unable to send message; Reason:554 5.1.8 Email Outgoing Blocked.

      • Invoice Discount Account

        Is there a way to change the account used for Discounts applied to an invoice? The current Discount account (ZB native account) type is an "Income" type. I would like to change it to "Other Income", but that is not possible, I am assuming because it contains

      • Need Inactive accounts to be visible in Reports in Zoho Books

        I N=need Inactive accounts to be visible in Reports in Zoho Books to do recons of the accounts but when i see the same they are not visible in the Accountant - Account Transactions report

      • API Support for Creating Invoices with Batch-Tracked Items

        Hi Zoho Community, I am working on an integration where we create invoices in ERPNext and push them to Zoho Books. I need to send batch-tracked items (batch numbers) when creating invoices. I could not find any reference in the Zoho Books API documentation.

      • javax.mail.authenticationfailedexception 535 authentication failed

        Hi, I am facing 535 authentication failed error when trying to send email from zoho desktop as well as in webmail. Can you suggest to fix this issue,. Regards, Rekha

      • Phantom Opening Balance

        While experimenting w/ creating a composite item, Zoho added funds to Petty Cash and added Bank Account equal to previous day's balance. I'm unable to undo the adding of funds. Attaching screenshots of both bank account and petty cash transactions.

      • Importing customer comments and multiple shipto addresses

        I am evaluating Zoho Books and have most of my data imported with two exceptions: (1) Import customer comments - in my current system I have several comments of different types, and I need to bring these into Zoho. Preferably Books customer records, but

      • Detailed Account Reports - Add Running Balance

        When one clicks into an account from a report (say P/L or Balance Sheet), the default reports have the Debit, Credit, and then the Amount. The Amount column (last one) is duplicate information. It would be far better and fit more peoples' use cases if

      • How to Billed from two different GST Numbers

        How to Billed from two different GST Numbers. Suppose ABC & Co had GST registration in Delhi and Haryana and Zoho account is created with Delhi GST Registration number. Now i also want to issue invoice from Haryana GST Registration number. How can i proceed ?

      • Payment system for donations management

        I manage an organization where we receive donations from payers. Hence, there is no need to first create invoices and then create payments received against the invoices. What are the recommended best practices to do this in ZohoBooks?

      • How do I associate pricebooks to a customer?

        I setup a few pricebooks, that worked fine. But now the only thing I can do with it, when I enter a quote or sales order, I can select which pricebook to use, but I have to do this product by product every time I add one. Is there a way to connect a pricebook

      • Next Page