Help Documentation

Online Collaboration

1. Online Workspaces

Zoho Docs makes it easy for you to share files Online easily and securely with its easy to use Sharing functionalities.

Online Workspaces

What are On-line Workspaces ?

Zoho Docs offers 'Workspace' feature for files & folder sharing in which you and your colleagues can collaborate on real time and get access to the files in from any where at any time. You can create workspaces for different projects and share it with your friends, team members, etc. It makes file sharing easy and provides a collaborative, secure file cabinet in the cloud, in which you can share your files and folders.

To create a Workspace :

create a Workspace

  1. Choose 'Workspaces' button from the left side menu and click on 'Create Workspace' from the top right end.
  2. Give a name and a description for the Workspace.
  3. Enter the Email IDs / Usernames of the users (whom you would like to add)
  4. Set the user permissions :

    Viewer - will be able to only view the files & folders

    Collaborator - will be able to view and edit the files

    Moderator - Will be able to view, edit & add more files to the Workspace

    Admin - Will be able to add, delete, view, edit the files and users in the Workspace

  5. Check the 'Notify users' check box if you want the members to be notified about the recent changes in the Workspace and click on Create.

The newly created Workspace will be listed in the left side menu under 'Workspaces' and for the members of the Workspace, it will be listed in the left side menu under 'Workspaces' with a Shared icon (a hand holding the Workspace). You can start uploading files and folders to the Workspace and the members of the Workspace would be able to access the files & folders based on the permissions you have set.

To add your existing files (under My Folders) to a Workspace :

add existing files to a Workspace

  1. Right click on the file and click on 'Add to Workspace'
  2. Choose the type of Workspace from the drop down menu
  3. Choose the destination Workspace and click on 'Add'.

To upload Files to the Workspace :

upload Files to the Workspace

  1. Choose the Workspace (click on the Workspace name in the left menu)
  2. Click on the 'Add File' button or the Upload button at the top left.
  3. Choose the files from your computer and click on Start upload.

To upload Folders to the Workspace :

  1. Choose the Workspace (click on the Workspace name in the left menu)
  2. Click on the down arrow in the upload button and choose 'Folders'
  3. Choose the folder from your computer and click on Start upload.

In the same way you can use the 'Create' button at the top to create new documents and the 'Create Folder' button to create new folders inside the Workspace.

Editing Workspaces :

Editing Workspaces

You can add, remove or change permissions for the Workspaces members at any time.

To Add / Remove users from the Workspace :

  1. Choose the Workspace (click on the Workspace name in the left menu)
  2. Click on the 'Edit Workspace' button at the tool bar
  3. The current members of the Workspace will be listed under 'Shared Users'
  4. To stop notifications for the user, uncheck the 'Notifications' check box
  5. To change the user permissions, click on the 'Role' drop down menu
  6. To remove the user, click on the 'X' sign
  7. To edit the name & description of the Workspace, click on the 'pencil icon'

To assign multiplte admins to a workspace :

Multiple Admins for Workspaces.

  1. Select a workspace.
  2. Right-click on the workspace and select the Edit option from the drop-down list.
  3. A pop-up box will appear, where you can invite users, check who has access to your documents and the roles they have been assigned.
  4. To assign other users as an admin, under the Roles column click on the drop down button and select the Admin option.
  5. The Admin option will get checked and his previous role i.e as a viewer, collaborator or moderator will be unchecked.
  6. The user will now become an admin of the workspace and will be able to carry out all admin functions.

To Unsubscribe shared workspace :

Unsubscribe shared workspace

  1. Select the shared workspace
  2. Click on 'Unsubscribe' option from the toolbar (OR) Right click and select 'Unsubscribe' option from the displayed menu
  3. A pop-up screen appears, click on "Ok" to unsubscribe from shared workspace.

2. Tasks

Zoho Docs lets you assign tasks to individuals and keep a track of what task has been assigned to whom and when it is due for completion.

With the Zoho Docs Tasks feature you can send your documents across your colleagues for reviews and approvals. You can even remind yourself about specific tasks using the 'Reminder' option.

To Add a Task :

Add a Task

  1. Choose the document and click on the 'Add Task' button (available in the tool bar)
  2. Choose the type of task :

    Review : Will get your document reviewed.

    Approve : Will get your document approved.

    Reminder : Will remind you about certain tasks.

  3. Set a Due date.
  4. Type in the Username or the Email Id of the user.
  5. Type in a description and click on 'Add'

Once you click 'Add' the task will be assigned to the user and he will be notified both via an email and also in his Zoho Docs home page.

To Approve / Review Tasks :

Approve / Review Tasks

  1. Click on the 'Tasks' icon at the right top of the page
  2. Choose the Task from the list
  3. You can access the document by clicking on its name
  4. Choose the status for the task
  5. Add a comment if you want and click on 'Ok'
  6. If you wish, you can add message to the task assigner by clicking on the 'Add Message' option.

Once the user completes the assigned Task, the Task owner will be notifed both via an Email and on his Zoho Docs home page.

3. Commenting on Files :

You can comment on your files, and also on shared files by clicking on the comment icon on files and shared documents .

Commenting on Files

4. Real Time Editing

In Zoho Docs, you and your colleagues can work collaboratively on a document in real-time, where all the shared users can edit at the same time collaboratively. You can see each other's changes in real-time and can also chat about your progress.

Chatting within the Document

To Enable the Real-time Editing :

  1. Make sure that the document is in Zoho format.
  2. Share the document with other users
  3. Open the document online for editing by just clicking on it
  4. As you start making changes to the document, other users will be able to see your changes and vice versa.

5. Chat

Chat

To start Chatting within the Document :

Chatting within the Document

  1. Click on the option which says 'Collaborators' at the right bottom of the page
  2. Type in a message and press the enter or command key
  3. All the collaborators would be able to see your message and as they reply, you would get their message.

Chat / Group Chat :

Since Zoho supports single sign on, with your Zoho Docs account, you would be able to use the free versions of all the 21 services of Zoho, which includes Zoho Chat. You can add any Zoho member (any user with a Zoho account) or your organization members in your buddy list to have instant chats.

To add a member to your Chat :

add a member

  1. Click on the chat icon at the bottom of the page
  2. The chat window will pop up, click on the 'Add user' button
  3. Enter the user's Zoho Username or Email Id and press the enter key
  4. Once the other user accepts your invitation, you will see him in your buddy list and can start chatting with him.

Group Chat:

Group Chat

You can start a group chat and start chatting with your group members by following the below steps :

  1. In the left menu, click on 'Groups'
  2. Click on the 'Group Home' option
  3. In the group listing, click on the 'Group chat' icon to start the group chat.

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