What's New: A Zoho WorkDrive Timeline
Storage limit increased for various plans
To serve our users better, we have increased the storage limit for WorkDrive's Starter and Team plans, and the Professional plan in Zoho Workplace.
Previously, the Starter plan provided 100 GB/team for up to 10 users and an additional shared storage of 10 GB/new user after that.
Now, the Starter plan will offer 1 TB/team for up to 10 users and an additional shared storage of 100 GB/new user after that.
Previously, the Team plan provided 1 TB/team for up to 10 users and an additional shared storage of 100 GB/new user after that.
Now, the Team plan will offer 3 TB/team for up to 10 users and an additional shared storage of 300 GB/new user after that.
Please refer to the WorkDrive pricing page for more details.
WorkDrive as part of the Zoho Workplace bundle
Previously in Workplace, the Professional plan provided a shared storage of 10 GB/user. Now, the Professional plan will offer a shared storage of 100 GB/user.
Please refer to the Workplace pricing page for more details.
Note: These changes will apply to both the existing and new WorkDrive users.
Introducing Data Templates and Custom Fields
In WorkDrive, you can now create Data Templates to classify files and folders and add custom information or properties as metadata to organize them. Once you associate files and folders with custom values, you can easily search for and manage data using the Data Templates filter.
Data Templates are ideal for any company that stores data in files and folders and manages them daily or at regular intervals.
Note: This feature is only available in the WorkDrive's Business edition.Learn More
Attach files and folders from WorkDrive within Zoho CRM
Zoho CRM users can now attach WorkDrive files and folders as links in various modules and emails. You can choose one of the following link settings when you attach files and folders:
Anyone in the team or organization can view: This means any member of your team or organization in WorkDrive can view them.
Members with access permission: Only members given permission in WorkDrive can access them.
Anyone with the link can view: Any external users, regardless of whether they have a WorkDrive account, can access them through the shared link.
- When WorkDrive files are attached as links, team or organization members and external users will have access to the latest updated versions.
- When you link a WorkDrive folder to a CRM Module, such as a CRM lead, you can keep adding new files to the folder from the WorkDrive app. All the new files will be automatically available in the respective CRM lead record's attachment list and can be accessed by all members with access permissions.
Share files and folders with Groups
A team member can now share a file or folder with Groups (including both WorkDrive Groups and Org Groups).
Note: This Groups feature is only available in Team, Business, and Enterprise editions of WorkDrive.Learn More
Newly supported languages in the web app
In addition to the previous 27 languages, WorkDrive web app now supports these languages:
- Thai (ไทย)
- Indonesia (Bahasa Indonesia)
- Malay (Bahasa Melayu)
View the list of all supported languages here.
Search using text in images (Optical Character Recognition)
WorkDrive's new Optical Character Recognition (OCR) feature extracts text from all your images, as well as from documents where images have been added. Extracted text will be converted into searchable metadata, making it even easier to search for your saved files.
For example, if you use the search term "car," the OCR feature will fetch all images and documents where the word "car" occurs in images.
- Supported languages for text extraction: 70 (check out all the supported languages here)
- Supported image formats - JPEG, JPG, PNG, TIF, TIFF, BMP
- Supported document formats - PDF, DOCX, DOC, PPT, PPTX
Search using objects in images (Object Detection)
With WorkDrive's Object Detection feature, you can search for image files based on the actual objects they depict.
For example, if you use the search term "car," the Object Detection feature will fetch all images that have a car in them.
Here's the list of supported object categories in Object Detection Search.Learn More
Scan documents and upload (iOS app)
Quickly scan and upload documents as images or PDFs with the WorkDrive iOS mobile app. You can choose your preferred location to save (e.g., My Folders, Shared with Me, or a Team Folder) and rename the files if needed before saving them to WorkDrive.
Share files and folders with Groups (iOS and Android apps)
You can now share files and folders individually with Group members using the WorkDrive iOS and Android mobile apps. This is similar to sharing files and folders with team members—just add the Group name instead of team members in the Share dialog, give an appropriate access level, and share.
You can learn how to create Groups in WorkDrive here. The Groups feature is only available in the Team and Business editions of WorkDrive.
Groups created in Zoho One (Collaboration Groups), Zoho Workplace, and Zoho Directory are said to be Org Groups. You can share a file or folder with these Org Groups as well.
View Group details (iOS app)
Team members can now view the list of Groups created in their Team under Team Details.
Bug fix (iOS app)
The issue in previewing .docx, .xlsx and .pptx format files through the Files app have been fixed.
Dark mode support (iOS app)
WorkDrive's iOS mobile app will now support the iOS 13 dark mode feature.
New default view (iOS and Android apps)
When you close and open the mobile app, you will now be shown your last accessed section (e.g., Recent Files/Favorites/Offline) or folder (e.g., My Folders/Shared with Me/Team Folder) by default.
Drag and drop on iPad
iPad users can now drag and drop files from other apps such as Files and Photos to WorkDrive with the Multitasking feature.
Enhanced upload experience (Android app)
When you upload files, you can now view the upload status of each file on your screen. You can choose to remove any files from the upload list, if needed.
Filters enabled in Search (Android app)
When you search for a file or folder in the Android mobile app, you can now use filters, such as Location, File types, and Time, to further narrow down your search results.
Zia Search (iOS and Android apps)
When there are no search results found in WorkDrive, you can now search across Zoho apps using Zia Search. You must have installed the Zia Search app to use this feature.
Tighter integrations with other Zoho apps (Android app)
When you view your team members under Team Details in WorkDrive, you now have the option to:
- Use Zoho Cliq to chat with, call, and video conference with that team member.
- Use Zoho Mail to send an email to that team member.
- Use Zia Search to search for that member's details and interaction across all Zoho apps.
Note: You must have installed Zoho Cliq, Mail, and Zia Search apps on your mobile to use these respective features.
Bug fixes (Android app)
- The issue in granting access level while sharing files and folders has been fixed.
- Issues that caused random app crashes have been fixed now.
Grant 'Share' access to files and 'Organize' permissions for folders in Team Folders
- You can share files in a Team Folder by using the Share permission. This enables collaborators to create, edit and share files inside the folder, and add comments to them. Learn More
- You can share folders in a Team Folder with Organize permission. This enables collaborators to create, edit, organize and share files inside the folder, and add comments to them. Learn More
WorkDrive Picker for Zoho Mail
When you try to attach WorkDrive files in Zoho Mail via Widgets, you will see two options:
1. Attach as a link
2. Attach as a copy
Attach as a link
Recipients will be able to see the latest changes and edit files based on their permission level.
You can choose from one of the following link settings when you attach files:
- Recipients of this email can view (these users must be part of your WorkDrive team)
- Anyone in your team can view
- Anyone in your organization can view (only for Enterprise edition)
- Anyone with the link can view
Note: Edit permission will be available in the future.
Attach as a copy
Files will be downloaded and attached as a copy to the recipients.
- Folders can only be attached as a link. They cannot be attached as a copy.
- Zoho format files (i.e., Writer, Sheet, and Show files) can only be attached as a link.
WorkDrive Picker for Zoho CRM
Zoho One users of CRM can now attach WorkDrive folders as links in various CRM modules.
You can choose one of the following link settings when you attach files:
- Anyone in the team can view
- Anyone with the link can view
Once you link a WorkDrive folder to a CRM Module, say a CRM lead, you can keep adding new files to the folder from the WorkDrive app. All the new files will be automatically available in the respective CRM Lead record's attachment list.
WorkDrive Picker for Zoho Connect
Attach WorkDrive files from Team Folders and My Folders as links in your Connect posts, tasks, and events.
You can choose one of the below link settings when you attach files:
- Anyone in the team can view
- Anyone with the link can view
Cloud Picker for Zoho Books, Zoho Invoice, and Zoho Subscriptions
WorkDrive is now available via Cloud Picker in Zoho Books, Zoho Invoice, and Zoho Subscriptions. With this integration, you can attach WorkDrive files as a copy from Team Folders or My Folders.
You can attach WorkDrive files as a copy in Estimates, Sales Orders, Delivery Challans, Invoices, Purchase Orders, Bills, Vendor Credits, Manual Journals, and Chart of Accounts.
You can attach WorkDrive files as a copy in Estimates, Delivery Challans, Invoices, and Expense receipts.
You can attach WorkDrive files as a copy to Customers in Zoho Subscriptions. You can upload a maximum of 10 files, 5MB each to a customer.
WorkDrive Picker for Zoho ShowTime
After creating a session, you can attach materials from WorkDrive as links. "Anyone with the link can view" is the only available link setting for WorkDrive files.
For remote and face-to-face sessions:
- You can only attach presentation files.
- You can only attach one presentation per session.
For on-demand sessions:
- You can attach PDFs, videos, and presentations.
- You can attach multiple files per session.
Enhancements in WorkDrive Picker
You can now search for files and folders while picking from WorkDrive. You can directly upload files to WorkDrive via the WorkDrive Picker and attach them as links in the required place.
Import your data from Zoho WorkDrive into Zoho Analytics
Zoho Analytics now supports importing your data from Zoho WorkDrive. With this option, you can import CSV, Excel (XLS and XLSX), HTML, JSON, XML and Tabular text files in My Folders or a Team Folder for advanced reporting and analysis.
You can schedule the import settings which will synchronize the data from WorkDrive in the selected periodic interval.
Manage your Zoho Forms attachments in WorkDrive
You can now store and manage attachments from Zoho Forms in WorkDrive. You can also choose to store the form submission as a PDF file in WorkDrive.
Integration of WorkDrive with other Zoho apps via WorkDrive Picker (attach files as links/copies) and Cloud Picker (attach files as a copy) is the first step towards making WorkDrive a central repository of files.
"Edit" permissions for externally shared folders
You can now assign Edit access when you share folders with external users. When an external user is granted permission, they will only be able to edit Zoho's native format files (i.e., Writer, Sheet, and Show files) in the shared folder.
External users with edit access do not need to have a Zoho account to edit these files.Learn More
Embed files in websites and blogs
Easily create embed codes for files and folders stored in Team Folders or My Folders and add them to your website or blog. For embed codes, you can set a password, allow or restrict downloads, and request user data from external users.
You can create multiple custom embed codes for the same file or folder to add them to different websites or blogs with different sharing specifications.
WorkDrive's reports for each embed code shows you the number of views and downloads made by external users, as well as any requested user details, such as name, phone number, and email address.Learn More
Direct Download links
Create download links for your files to send to your stakeholders. Similar to embed links, you can also apply usual external sharing settings to these download links. Also, you can restrict the number of downloads for a file. Once it reaches the threshold, no more downloads will be allowed via the link.
Clean, responsive mobile web access
Externally shared files and folders will now look even cleaner and be easier to navigate on your mobile browsers. File Previews for videos, PDFs, and images will be easier to view and navigate, too.
WorkDrive is now a part of the Workplace bundle
WorkDrive is now included, along with Writer, Sheet, and Show, when users sign up for Zoho's Workplace bundle.
For existing users, Zoho Docs will be replaced by WorkDrive. For new users, Zoho Docs will not be available.
- WorkDrive's Basic edition is mapped to Workplace's Standard plan
- WorkDrive's Starter edition is mapped to Workplace's Professional plan
You can upgrade your WorkDrive edition separately without upgrading your Workplace plan. Check the details of all editions of WorkDrive here.
WorkDrive Gadgets now available for Zoho Desk
Our new integration lets you add WorkDrive files into Zoho Desk as attachments in Requests. You can download the attachments from Zoho Desk if needed, and if you no longer need the attachment, simply delete it from the request.
WorkDrive Gadgets now available for Zoho Sign
With this integration, you can import WorkDrive files into Zoho Sign as attachments while performing the following actions:
- Send for signatures
- Sign yourself
- Create Templates
File Upload via Email
Team Folder admins can allow team members and external users to upload files to their Team Folders via email. If Allow file uploads via email is enabled, WorkDrive will generate a unique email address for that Team Folder. Any attachments sent to that email address will be uploaded to the specified location in the Team Folder.Learn More
"Pick from WorkDrive" option enabled in Zoho Projects
This integration lets you pick files from WorkDrive and attach them as links to your Tasks and Bugs in Zoho Projects. The default share permissions in WorkDrive will apply to the associated files.
Our built-in migration tool is now available for G Suite and Dropbox Business users
It's now even easier to migrate your data to Zoho WorkDrive from G Suite Drive or Dropbox Business with our built-in migration tool.
To do so, the Super Admin or an Admin of the WorkDrive account should first raise a request for migration. Once we have the requirements, we will enable the migration tool in their WorkDrive account. The Super Admin or Admins can then find the Migration tool in their Admin Console and start the migration from there.
Groups feature enabled for all WorkDrive users
Create Groups based on member roles or profiles, and easily add the entire Group to Team Folders. This reduces the need for adding members individually to a Team Folder.
The Groups feature is only available in the Team and Business editions of WorkDrive.
You can now buy storage add-ons in WorkDrive
If your team needs additional space in WorkDrive, you can easily buy more storage, available in increments of 10 GB, 100 GB, and 1 TB.
The additional amount will be automatically added to your WorkDrive subscription for both monthly and yearly plans. Refer pricing page for more details.
Zoho Mail Integration
Zoho Mail's integration with WorkDrive supports adding email attachments to WorkDrive and sharing WorkDrive files as links in emails. The Zoho WorkDrive integration is enabled by default in the eWidget, so no further configuration is required.Learn More
WorkDrive for Microsoft Office Add-on
The WorkDrive for Microsoft Office add-on helps you save MS Office files from desktop to Zoho WorkDrive, and open and edit MS Office files from Zoho WorkDrive on your desktop via the Office add-on.
Supported MS Office versions
Microsoft® Office (versions: 2013, 2016, and 2019)
Windows only (versions: 7, 7 professional, 8, 8.1, and 10)Learn More
Allow or restrict downloads in Team Folders
Team Folder Admins can allow or restrict the option to download and print files in a Team Folder. When it is restricted, Team Folder members with the viewer role and other team members with view-only access will not be able to download and print files.
Note: When download is restricted in a Team Folder, users with viewer role and view-only access can't sync the Team Folder and its sub-folders, respectively, to their computer via the WorkDrive Desktop Sync app.Learn More
Zoho WorkDrive web and mobile apps support 27 languages
Zoho WorkDrive is now available in 27 languages for both web and mobile applications.Learn More
External users can now edit Zoho-format files
WorkDrive users can share their Zoho-format files created in Writer, Sheet, and Show with external users by creating external share links. External users can now be given VIEW or EDIT access to these shared files.Learn more
Manage all external share links in a Team Folder
Admins and organizers of a Team Folder can now view and manage all their external share links in one place. They can hover over an external share link to copy the link, view stats, modify settings, and even delete the link.Learn more
Zoho WorkDrive for Gmail add-on is live in the G Suite Marketplace
The Zoho WorkDrive for Gmail add-on, which is available for both G Suite users and free Google users, will help you increase your productivity by saving email attachments directly to your WorkDrive account and sharing WorkDrive files or folders via email.Learn more
Stable new installer for windows OS (.msi)
WorkDrive Desktop Sync has a new stable installer (.msi) for Window OS. It can now be installed separately for standard and admin users accounts. We recommend installing the sync app as an admin, which requires an admin password. For standard users, the password is not required, but some features won't be available.
Export your Team Activity Report
Admins can now export the generated team activity report. All exported reports will be saved automatically to the Activities folder in My Folders. The report will be saved as a CSV (comma-separated values) file.Learn more
WorkDrive Desktop Sync will notify you when files and folders are shared with you
When a file or folder has been shared with you by your team members, you will receive a notification in WorkDrive Desktop Sync. You can click Add To WorkDrive to sync the file or folder to your system, if required. Kindly note that if you have not enabled selective sync, by default, all shared files and folders will be added to WorkDrive.
Desktop Sync starts up faster after a system restart
We've sped up how quickly WorkDrive Desktop Sync starts when your system is restarted, even if you have a large amount of data in the sync folder.
Import files directly from other cloud storage services
With the cloud picker option in Zoho WorkDrive, you can now import files from third-party cloud storage services like Google Drive, Box, Dropbox, OneDrive, and Evernote.Learn more
Groups support for Zoho One users
Create groups in Zoho One and view them in your Zoho WorkDrive account. Groups can be added to Team Folders in the same way that you add members to them. All group members will have the same role (Admin, Organizer, Editor, or Viewer) in the Team Folder.
With groups, you don't have to manually invite or remove members with the same role to a Team Folder. Any changes that you make in a group (in Zoho One), like adding or removing members, will be reflected everywhere the group has been used.
Restore Team Folder
Deleting a Team Folder will erase all its files and folders, but you can now restore the deleted Team Folders from the Admin Console.Learn more
New contextual menu in WorkDrive desktop sync
The contextual menu shown here has been added to the WorkDrive Desktop Sync for Windows and Mac operating systems.
Copy Zoho WorkDrive Link
Get the permalink of any file using the Copy Zoho WorkDrive Link option.
View on Zoho WorkDrive
Directly open any file from the Sync folder in your browser to preview, edit or share it.
Move to Zoho WorkDrive/My Folders
Right click on any file on your desktop to quickly move it to your My Folders in the WorkDrive Sync folder.
External users can now upload files
When you share a folder externally, you can give VIEW or UPLOAD access to external users. External users can preview, download, and upload files (maximum file upload size = 250 MB).Learn more
View access stats for external users
You can view a list of the external users who have accessed the file via the external share link, their number of views and downloads, and the date and time they last accessed the file.Learn more
Migrate from Zoho Docs to Zoho WorkDrive
Zoho WorkDrive, a file management app for teams and businesses, will soon replace Zoho Docs. Use the migration tool to effortlessly migrate all your data from Docs to WorkDrive.
This migration is only applicable for teams and businesses with more than one user. Note that individual users can continue to use Docs until the WorkDrive app for individual users is available.
WorkDrive picker enabled in CRM for Zoho One users
Zoho One users of CRM can now share WorkDrive files directly from CRM modules with their team members or external users.
Change Super Admin contact
The Super Admin of a team can now be changed directly from the Profile Settings in the Admin Console. The Super Admin is the user who creates the team. All important emails related to payment invoices and the account will be sent to the Super Admin.Learn more
Transfer ownership of files when deleting a user
If a member switches to a different team or leaves the organization, you can easily transfer ownership of all their files to another member before deleting their account.Learn more