5 Habits of a Successful Zoho Docs Administrator

An admin newbie? Still trying to learn the ropes? Being the guy with “all the power” is not as fancy as it sounds. It’s a two-sided coin, where the word RESPONSIBILITY is spelled out in bold.

Not to worry! We are here to help you get a sneak peek into the admin cheat sheet and let you in on some best habits to keep.


1. On board Users and Assign Roles:

Sounds like a piece of cake? Well, it is. Onboarding users and assigning them roles are the most important tasks too. The IT Admin invites the users to join the account, thus initiating the onboarding process and helping the teams to start working right away.

Now that the crew is on board, the admin moves on to the next step of assigning roles. While most associates are assigned the role of ‘Users’, which allows them to create and collaborate on documents, a few others are assigned ‘Administrators’ to keep a tab on user accounts and security settings.

2. Guard Your Gates:

Once the users are assigned roles, the admin should shift the focus to protecting the territory. Internal and external communication by the organizational users has to be scrutinized to ensure that no critical data is lost or compromised. There are different ways in which the admin accomplishes this task.

Right Access Privileges

Being choosy is not always bad. And in this case, a definite no. The Admin Allows or Denies a user access to Share and Publish files outside the organization, thus keeping a check on what goes out of your company firewall.

Strong Password Policies

The admin also needs to define the security policies within the organization and keep the business information protected. That said, the admin should focus on creating a strong password policy to ensure the information is not easily compromised and safe from any security threats.

Dynamic IP Restrictions

Let’s face it, BYOD is the new trend. Businesses do not operate within four walls anymore. While the employees are proactively working from multiple devices across the globe, the admin still holds the authority to keep a tab on the user accessibility. The admin should allow a range of IP addresses that can access information from any device from anywhere.

3. Analyze Reports:

Usage reports and activity logs are the most insightful data for an administrator. It gives the admin the complete control on the business information that is accessed and shared by the users within and outside the organization.

4. Find Information when in Need:

Every organization has their own share of ups and downs. When things are going south, like when slapped with a lawsuit, the need for supporting documents becomes quite critical. In such situations, the admin should track down every potentially relevant document to help the team work faster. It cuts hours of work and cost as the files are easily located using the e-discovery tool. The admin should scrutinize all the files owned by the user and download them for verification.

5. Minimize Data Loss:

When a user is leaving the organization, the primary actions are to delete the account, block access to other accounts, and get on with the life. But that’s not what an effective admin does. The Admin transfers the ownership of all the documents owned by the departing user before deleting the account. It not only keeps the data secure, but also maintains a record of all the documents for any future reference.

So next time you think you are on for a tough task, you know where to look! If you are an admin newbie and looking for some help, here’s the guide to help you get started right away.


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