Share files and folders internally from a Team Folder

Share files and folders internally from a Team Folder

Notes
  • By default, all files and folders within a Team Folder are shared to all its members. This avoids the necessity to share files and folders with individuals again.
  • Only the Admins and Organizers of a Team Folder can share its files and folders with other team members and external users.

Zoho WorkDrive allows you to share your files and folders internally from Team Folders in the following ways:
  1. Share a file or folder with members who are NOT part of your Team Folder
  2. Share a file or folder with your entire team

Share a file or folder with members who are NOT part of your Team Folder

  1. Select a Team Folder in the left pane under Team Folders.

  2. Select a file or folder and click the Share button in the top action bar. A share dialog box will appear.
    Alternatively, you can right-click a file or folder and select Share.

  3. Enter the email address of your team member and assign an access level.



    1. Permissions for files include:

      1. Share - Collaborators can share, edit, and add comments to the file

      2. Edit  - Collaborators can edit and add comments to the file.

      3. View and comment  - Collaborators can view and add comments to the file, but not edit them.

      4. Edit field values (Only for Zoho Writer files) - Collaborators can read the file and fill the fields assigned to them.

      5. View  - Collaborators can only view the shared file.

    2. Permissions for folders include:

      1. Organize - Collaborators can create, edit, organize, and share files inside the folder and add comments to them.

      2. Edit - Collaborators can create and edit files inside the folder and add comments to them.

      3. View and comment  - Collaborators can view and add comments to the file, but not edit them.

      4. View  - Collaborators can view files inside the folder and add comments to them.

  4. 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.

  5. Once done, click Share.
    Your collaborators can find the shared files and folders under their Shared with Me section.


Info
Share a sub-folder inside a Team Folder
You can share and give Edit access to a sub-folder or a file within a Team Folder for members with Viewer or Commenter role. This will be helpful when you need a Team Folder member with view/comment access to create, edit and comment on files available inside a Team Folder or its sub-folders.

Share a file or folder with your entire team

1. Select a Team Folder in the left pane under Team Folders.

2. Select a file or folder and click the Share button in the top actions bar. A share dialog box will appear.
Alternatively, you can also right-click a file or folder and select Share

3. Click Change Visibility next to Permalink in the share dialog box.


4. By default, Team Folder members and shared collaborators will be selected . Select Anyone in the Team and assign any of the below access permissions.

Permissions for files include:
Edit - Collaborators can edit and add comments to the file.
View and comment - Collaborators can only view and add comments to the file, but can't edit it.
View only - Collaborators can only view the file.
Permissions for folders include:
Edit - Collaborators can create, edit, and add comments to files inside the folder.
View - Collaborators can view and add comments to files inside the folder.
5. Mark the  Set Expiration  checkbox to set an expiration date for the shared file or folder. This makes your share link invalid after the set date.

6. Click Save .

7. Click Copy  to copy the permalink and send it to your team members via email or chat.

Notes
Files shared with your entire team will NOT appear on your users' Shared with Me . If your users have accessed a file or folder via a permalink, then it will appear in their Recent Files .

Remove or stop sharing files or folders

  1. Select a file or folder and click the Share button in the top action bar. A share dialog box will appear.
    Alternatively, you can right-click a file or folder and select Share.

  2. If you want to stop sharing a file or folder with individual collaborators, click the Share access dropdown and choose the Remove access option.

    Note: You can also set the expiration date by choosing the Set expiration option.

  3. If you want to stop sharing a file or folder with your entire team, click Change Visibility next to Permalink and change your preference to Team Folder members and shared collaborators.

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