View file properties
Learn everything about a file in Zoho WorkDrive by viewing its properties. Learn how to view general info, versions, activity, and access stats of a file.
View General Info
To view general information of a file:
1. Select a file in My Folders or a Team Folder.
2. Click the
More actions
icon
next to the Download button in the top action bar.
3. Select
Properties
from the dropdown.
The
General Info
tab will be displayed by default.
You can view the following information about the file:
- File Format
- User who created the file and the date created
- User who modified the file and the date modified
- Size (Size of the latest file version)
- Storage Used (Total storage used by different versions of the file)
- Permalink
- Number of comments
- Number of views
- Number of downloads
Also read: Advanced file properties in WorkDrive
View Versions
You can view the list of document versions you and your collaborator created. You can switch back to any previous versions, without overwriting your current version.
To view versions of a file:
1. Select a file in My Folders or a Team Folder.
2. Click the
More actions
icon
next to the Download button in the top action bar.
3. Select
Properties
from the dropdown.
The
General Info
tab will be displayed by default.
4. Click the
Versions
tab.
You can view the list of versions made to the file. Size and notes of the file version will also be listed.
5. Click
Upload new version
.
6. Click the vertical dots icon
on a file version. You can do the following from here:
- Restore the version as top version
- Download the version
- Preview the version
- Save the version as a new file
- Delete the version
1. For private Team Folders, a member must have the
Editor
role or higher to view the versions of a file.
2. For public Team Folders,
any Team Folder member
can view the versions of a file.
3. For shared files, any team member can view their versions.
Unlimited file versions are supported in all WorkDrive plans.
3. For shared files, any team member can view their versions.
Unlimited file versions are supported in all WorkDrive plans.
We currently only support uploading new file versions for file types not native to Zoho, such as, docx, xlsx, pptx, .jpg, and .png.
Native Zoho file types include Writer, Sheet and Show.
View Activity
You can view all of you and your collaborators' activities on a file, such as editing, commenting, and sharing.
Support for viewing file activity is only available in WorkDrive's
Team and
Business
pla
ns
. Check the details of all plans of WorkDrive
here
.
To view activity on a file:
1. Select a file in My Folders or a Team Folder.
2. Click the
More actions
icon
next to the Download button in the top action bar.
3. Select
Properties
from the dropdown.
The
General Info
tab will be displayed by default.
4. Click the
Activity
tab.
5. Scroll down to view all the activities on the file by you and your collaborators, based on the date and time.
1. For both private and public Team Folders, a member must have the
Editor
role or higher to view the activity of a file.
2. For shared files, a member must have the
share
permission to view activities on them.
View Access Stats
With the advanced access stats for a file, you can view
who has accessed
your file (both team members and external users) and
what actions they have performed
(number of views and downloads).
Support for viewing access stats is only available in WorkDrive's Team and
Business
plans
. Check the details of all plans of WorkDrive
here
.
To view access stats of a file:
1. Select a file in My Folders or a Team Folder.
2. Click the
More actions
icon
next to the Download button in the top action bar.
3. Select
Properties
from the dropdown.
The
General Info
tab will be displayed by default.
4. Click the
Access Stats
tab.
5. Under
Overall Access
, you can view the number of team members and external users who have accessed the file, as well as their total number of views and downloads.
6. Under
Permalink
or an external share link, you can view the corresponding total number of views and downloads for the file.
7. Click
Permalink
to view the list of team members who have accessed the file, and the date and time they have accessed it.
8. Click an external share link (refer to
Overview Webinar
in the screenshot above) to view the list of external users who have accessed the file (external users who have accessed the file via this external share link will be listed here), as well as the date and time they have accessed it.
In case of an external share link, if user data like
name
,
phone number
, and
email address
are requested, then those data will also be listed.
If the name is not requested, then users will be mentioned or called as
Guest#
(in sequence as Guest#1, Guest#2, etc.)
1. For both private and public Team Folders, a member must have the
Editor
role or higher to view the access stats of a file.
2. For shared files, a member must have the
share
permission to view their access stats.
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