CRM x WorkDrive: File storage for new CRM signups is now powered by WorkDrive

Availability

Editions: All

DCs: All

Release plan: Released for new signups in all DCs. It will be enabled for existing users in a phased manner in the upcoming months.

Help documentation:

Hello everyone!

We're excited to announce the first cut of Zoho CRM's native integration with WorkDrive! This highly anticipated release marks the first step in bringing together two of our most popular apps. Now, WorkDrive powers file storage for new CRM signups in all DCs.

The initial release includes the following changes:

You have the option to connect your CRM org with a current or new WorkDrive account.
Access this connected WorkDrive account seamlessly through the Documents tab, which was previously powered by Zoho Docs.
Attachments added to a CRM record will be automatically placed in pre-defined folders in the record owner's My Folders section.

First things first. Let's see how new users can set this up quickly!

Setup

Configuring this integration is a one-time process that happens when you first login to your new CRM account.

If you do not have an existing WorkDrive account, a new WorkDrive account will be created and linked automatically.

If you have a WorkDrive account, a Set up WorkDrive popup will appear.

You have two options:

Map an existing WorkDrive account.
Create a new WorkDrive account.

After setup, it is not possible to unlink the WorkDrive account associated with your CRM organization. Please exercise caution as we are currently unable to reverse this connection even on our end.

Documents tab

In Zoho CRM, the Documents tab is the central repository where all business-related documents are stored, organized, and shared across your organization. Examples of the kinds of documents that are stored in the Documents tab include brochures, request for information (RFIs), invoices, comparison docs, presentations, forms, contract templates, product manuals, internal handbooks, and so on. It was previously powered by Zoho Docs.

As mentioned before, for new signups, this tab is now powered by Zoho WorkDrive. Apart from a more modern UI, every CRM user will now have access to two kinds of folders: My Folders and Team Folders.

My Folders for viewing attachments

Attachments added to records in Zoho CRM will be automatically added to folders in this section of the Documents tab. These folders will follow a pre-defined structure (Apps > Zoho CRM > Module Name > Record Name > Attachments) and you can find them under My Folders. Please note that only the attachments of records owned by you will be visible to you. You will not be able to add, edit, or delete attachments in WorkDrive or in the Documents tab.

In this first cut, we have the following limitations when it comes to attachments:

You cannot share these attachments to external users via Documents tab or WorkDrive.
Sharing a record allows others to view its attachments on the record detail page, but not in the Documents tab or WorkDrive. This also applies to non-owners with access to the record, such as higher roles in the hierarchy.
Attachments to notes and emails will not be added to these folders.

Team folders for collaboration

The Team Folders section in the Document's tab provides full access to the power of WorkDrive within your CRM. Let's look at some examples.

You can create team folders within the Documents tab. But if you are connecting an existing WorkDrive account, it is likely that you have a ton of team folders already created there. Simply connect these team folders to the Documents tab and begin accessing them in the CRM.

You can share a file with someone outside of your organization by creating an external share link in the Documents tab.

Activities carried out by various users in a team folder can also be monitored within CRM.

WorkDrive admin-related features like Admin Console can be accessed only from the WorkDrive side. You can click Open WorkDrive to quickly go there.

In short, the Documents tab will now function as a window into your WorkDrive account!

If you are on the free Essentials plan, you will not be able to access Team Folders from the WorkDrive side.

How does access to the Documents tab work?

CRM admins can regulate access to this tab using the Documents permission in a profile.

Individual team folders can have their access controlled by assigning CRM users, groups, and roles to specific folder roles.

The available actions for CRM users will vary based on the team folder roles they are assigned. See the image below for a list of actions corresponding to each role

Non-CRM users can be granted access to the same team folder from the WorkDrive side.

Cost and storage

Creating a new WorkDrive account automatically maps you to the Essentials plan, with 5 GB storage for the org and additional storage per CRM user license based on edition (512 MB/user license for Standard and Professional, 1 GB/ user license for Enterprise and Ultimate). This is free for all Zoho CRM editions. If your CRM account is linked to a paid WorkDrive plan, its storage limits will apply to file storage in CRM.

You can upgrade your plan or buy additional storage on the File Storage page in CRM.

In the File Storage page, non-inclusive storage details refer to files not currently included in your WorkDrive's storage plan. They will count towards storage soon. These are:

Templates
Files added to a record via the File Upload field
Images added to a record via the Image Upload field
Notes attachments

If you've integrated other Zoho apps to WorkDrive, their storage will be combined and displayed as the total storage in WorkDrive. No app-specific restrictions apply to this storage, as it is shared among all apps.

What's next?

Due to the extensive file storage and permissions involved, we are handling the migration work with great care. Access for existing customers will begin in the upcoming months in a phased manner. Please follow this post for updates related this enhancement.

Thanks and do share your feedback in the comments section below!