Introducing Workspaces in Zoho Docs

Zoho Docs | January 7, 2010 | 1 min read

Sharing folders is something we have been asked for repeatedly by Zoho Docs users. And the workaround we’d suggested till now is to choose all files in a folder and share them. Here’s something more easy that solves this need – Workspaces. Zoho Docs users can now create workspaces and share them with colleagues and friends. Let’s see how the workspace option brings in greater flexibility

  1. Whenever you add new files to a workspace, they get shared to all the workspace’s members automatically. No need for you to share each file again to a set of email addresses.
  2. Consider a situation where a new member joins your work team. Whenever you add him/her to your workspace, he/she can see all the files that are there. The workspace acts as a repository.
  3. You can set different permissions (Viewer or Collaborator) for each of the members in your workspace
  4. You can better organize your files within a workspace by creating folders
  5. You can configure whether notification emails (sent each time a files shared) need to be sent to workspace members or not

Some screenshots that explain the new Workspace functionality.





Hope you like the new Workspace functionality in Zoho Docs. Enhancements like allowing members other than the workspace owner to upload files to the workspace are coming soon. Stay tuned!

Arvind
Marketing & Business Development, Zoho Reports, SaaS BI, P: +1 408 916 9191 x 8064

  1. Arpitha

    I am encountering a problem like cannot add any more folders in zoho workspace it says limit exceeds.. Is it limited to only 10 folders?
    But i have lot more folders to add to workspace… How to resolve this problem.. ??

  2. Arpitha

    I am encountering a problem like cannot add any more folders in zoho workspace it says limit exceeds.. Is it limited to only 10 folders?
    But i have lot more folders to add to workspace… How to resolve this problem.. ??

  3. rondenton

    I cannot figure out how to create a “shared workspace”? I can only create my workspace. What is the difference between how they work and how can I create a “shared workspace”?

  4. rondenton

    I cannot figure out how to create a “shared workspace”? I can only create my workspace. What is the difference between how they work and how can I create a “shared workspace”?

  5. Kuros

    I am encountering the error – “workspace folder limit exceeded”. Any ideas why/how to resolve this? Upgrading package does not solve the problem…

  6. Kuros

    I am encountering the error – “workspace folder limit exceeded”. Any ideas why/how to resolve this? Upgrading package does not solve the problem…

  7. dskeeles

    I’m currently looking to hierarchically organise docs, and was comparing Zoho & Google docs.Although workspaces support hierarchical documents, these don’t appear in the tree in the navigation sidebar – you have to navigate to the top in the main window, then down the tree that you want. Either that, or it’s not refreshing correctly. It feels half-baked.Google Docs seems to handle this better, so I’ve moved there.

  8. dskeeles

    I’m currently looking to hierarchically organise docs, and was comparing Zoho & Google docs.Although workspaces support hierarchical documents, these don’t appear in the tree in the navigation sidebar – you have to navigate to the top in the main window, then down the tree that you want. Either that, or it’s not refreshing correctly. It feels half-baked.Google Docs seems to handle this better, so I’ve moved there.

  9. acorpolongo

    I am unable to either import workspace documents into zoho projects or copy them from workspace to my folders in order to do so. There must be some way to integrate this new feature with projects easily.

  10. acorpolongo

    I am unable to either import workspace documents into zoho projects or copy them from workspace to my folders in order to do so. There must be some way to integrate this new feature with projects easily.

  11. Rebecca DeSantis

    It would be nice if there was an additional type of user in the workspace, such as Editor so that you can assign users within the workspace rights to write the doc with you.

  12. Rebecca DeSantis

    It would be nice if there was an additional type of user in the workspace, such as Editor so that you can assign users within the workspace rights to write the doc with you.

  13. sysmanager

    Without the possibility of share folder with groups or the possibility to add documents to workspace from non-owners users, imho, zoho is completly useless from a business company that need employers to collaborate.This functionaly are necessary for a real collaborative work enviroenment

  14. sysmanager

    Without the possibility of share folder with groups or the possibility to add documents to workspace from non-owners users, imho, zoho is completly useless from a business company that need employers to collaborate.This functionaly are necessary for a real collaborative work enviroenment

  15. Vivian

    Workspace urgently needs functionality which allows non-owners to post documents to the shared workspace of another collaborator.
    I have a situation with several members of a team and a shared workspace owned by me. None of them can post their work to the group workspace! Only to their own created workspaces and then share them? Am I missing something. Thanks. Otherwise, I think that Zoho is great!

  16. Vivian

    Workspace urgently needs functionality which allows non-owners to post documents to the shared workspace of another collaborator.
    I have a situation with several members of a team and a shared workspace owned by me. None of them can post their work to the group workspace! Only to their own created workspaces and then share them? Am I missing something. Thanks. Otherwise, I think that Zoho is great!

  17. Steve O.

    The Folders functionality doesn’t work inside a Workspace.
    When you create a folder, it does get created but then you instantly get a JavaScript dialog: “Cannot create sub folder with this name”.* The folder doesn’t show up in the “My Workspaces” tree structure on the left, but does show up on the main window on the right.
    * You cannot move or upload a document to that folder (even by navigating to it firsthand), since it doesn’t appear on that tree structure either.
    * You cannot select the folder via the checkbox to carry an action on it (the only thing you can really do is to right click on it and delete it)
    * Creating a sub folder inside that folder doesn’t work either, it creates a folder in the My Folders structure, which has nothing to do with “My Workspaces”Tested on:
    * Firefox 3.5.7, Shiretoko (Firefox x64) 3.5.7, Chrome 4.0.249.78, Internet Explorer 8.0.7600.16385 and Safari 4.0.4
    * Windows 7 x64 as well as Windows XP x86 (with the same 32-bit browsers only, of course)Your help is much appreciated.Steve.

  18. Steve O.

    The Folders functionality doesn’t work inside a Workspace.
    When you create a folder, it does get created but then you instantly get a JavaScript dialog: “Cannot create sub folder with this name”.* The folder doesn’t show up in the “My Workspaces” tree structure on the left, but does show up on the main window on the right.
    * You cannot move or upload a document to that folder (even by navigating to it firsthand), since it doesn’t appear on that tree structure either.
    * You cannot select the folder via the checkbox to carry an action on it (the only thing you can really do is to right click on it and delete it)
    * Creating a sub folder inside that folder doesn’t work either, it creates a folder in the My Folders structure, which has nothing to do with “My Workspaces”Tested on:
    * Firefox 3.5.7, Shiretoko (Firefox x64) 3.5.7, Chrome 4.0.249.78, Internet Explorer 8.0.7600.16385 and Safari 4.0.4
    * Windows 7 x64 as well as Windows XP x86 (with the same 32-bit browsers only, of course)Your help is much appreciated.Steve.

  19. Link Building Services

    Excellent step taken by Zoho. This will save a lot of time for everyone.

  20. Link Building Services

    Excellent step taken by Zoho. This will save a lot of time for everyone.

  21. ryan_fizzmod

    Seems pretty good, but some tweaking still needs to be done in my opinion.1) Sharing options: users who are not the workspace owner should also have the ability to create folders, etc
    2) Drag & Drop Folders would be easier (like mail)
    3) Having Multiple access levels per folder would be useful.
    4) Definitely agree with Dropbox integration.

  22. ryan_fizzmod

    Seems pretty good, but some tweaking still needs to be done in my opinion.1) Sharing options: users who are not the workspace owner should also have the ability to create folders, etc
    2) Drag & Drop Folders would be easier (like mail)
    3) Having Multiple access levels per folder would be useful.
    4) Definitely agree with Dropbox integration.

  23. epoeli

    gracias

  24. epoeli

    gracias

  25. conext

    This is enhancing Zoho Docs a lot. Congratulations!As fine tuning I suggest to make workspaces visible to Zoho Projects, otherwise such documents cannot be attached to projects.

  26. conext

    This is enhancing Zoho Docs a lot. Congratulations!As fine tuning I suggest to make workspaces visible to Zoho Projects, otherwise such documents cannot be attached to projects.

  27. Arvind

    Vitamincm: We haven’t thought about integration with Dropbox yet. Will explore possibilities.Jeff: Right click on the document and choose ‘Add to Workspace’. You will get a UI with the workspaces listed on the right. Click on the + sign to the left of the workspace you want the document to be added. It will list the folders within that workspace. Choose the appropriate folder and click the ‘Submit’ button. The file will get added to the workspace’s folder.I added a screenshot explaining this in the post too. Hope this helps.

  28. Arvind

    Vitamincm: We haven’t thought about integration with Dropbox yet. Will explore possibilities.Jeff: Right click on the document and choose ‘Add to Workspace’. You will get a UI with the workspaces listed on the right. Click on the + sign to the left of the workspace you want the document to be added. It will list the folders within that workspace. Choose the appropriate folder and click the ‘Submit’ button. The file will get added to the workspace’s folder.I added a screenshot explaining this in the post too. Hope this helps.

  29. Jeff

    This is a great next step. One question, I cannot share a zoho document to a created folder within a workspace, only to the workspace. Am I missing something, if not this needs to be addressed quickly.

  30. Jeff

    This is a great next step. One question, I cannot share a zoho document to a created folder within a workspace, only to the workspace. Am I missing something, if not this needs to be addressed quickly.

  31. Vitamincm

    This is a great addition. Is there any chance that integration with Dropbox is on the horizon? That would really boost the collaboration capabilities.

  32. Vitamincm

    This is a great addition. Is there any chance that integration with Dropbox is on the horizon? That would really boost the collaboration capabilities.