What's New: A Zoho WorkDrive Timeline

Team admins can now add extra security to external share links created by their team with the settings below:

Enforce passwords for external share links

Team admins can mandate users to set passwords for all external share links. They can also set a strong password policy for extra security.

Learn more about enforcing passwords
 

Set a default expiration period for external links

Team admins can set a default expiration period for all external share links and download links to restrict unwanted access. If set, the default expiration period will be applied automatically, and users can choose to manually change or disable the expiration date as needed.

Learn more about setting a default expiration period

Notifications help you stay up to date with your team on any task or project. With WorkDrive, you can choose both your notifications and the platform where you'll receive them (web, mobile, or email).

Learn more about notification preferences

We have improved the comments feature in WorkDrive by providing Reply, Resolve, Reopen, and Copy Link options.

Learn more about our comment enhancements

Data templates and custom fields help you categorize and manage a large number of files easily. Now, users can mandate data template association to a folder to streamline file management across the entire organization.

Whenever a file or folder is added to a given folder, a data template will be associated automatically and users will get a pop-up prompt to add custom properties. Once data templates and custom properties are added to files and folders, it's easy for any user on the team to search for data using data templates filter and custom field criteria.

Learn how to mandate data template association to a folder

WorkDrive lets you collect files securely with links from both internal and external users. We have added the following enhancements to this feature.

Separate folder for each user

We have provided an option to create a separate folder for each user to store their files. Without this option, files uploaded by all users are stored in a single common folder.

• For an internal collection link, the uploader's name will be the default folder name.
• For an external collection link, the uploader's name will be the default folder name. You can also choose the uploader's email address or phone number as the folder name if you've enabled those options in the request user data field.
   

Export collection reports

You can now export collection submissions as a report in .xlsx format. The report will be saved to My Folders/Activities.

When you click view submissions, a new screen will open for the collection. You can view the list of users who have submitted, their details, and their uploaded files. Click export next to the open folder button to export the collection report.

Learn more about Collect Files enhancements

We have created a new view for team folders in WorkDrive. This will help you easily access Team Folders—Team Folders you're part of, Team Folders you can join, and Team Folders you have pinned.

We have also added Team Folder listing preferences in the left panel. From My Preferences, you can choose from the following:

• Show all Team Folders
• Show only pinned Team Folders
• Don't show any Team Folders

When you have numerous templates for various purposes, they can be difficult to locate and organize. With our new category support for Templates, you can create easy-to-manage groups for templates in your My Templates and Org Templates galleries. 

Learn how to create and manage template categories

Avoid manually searching through a long list of your templates. Use the built-in search bar for My Templates and Org Templates. Quickly locate your templates by name, author, or keyword. 
 
Learn how to search for a template

With the "templates" filter in global search, you can quickly locate templates in My Templates and Org Templates.

Learn more about finding your templates in global search.

You can now view more items in a folder with compact view mode.

To enable compact view, click the view icon at the top-right corner of your folder, and select Compact.

To apply compact view as your default, select Profile > My Preferences > User Settings > Default View > Compact.

Preview enhancements for PDFs

• Preview different sizes, zoom in and out, and fit your document to the screen.
• Instantly jump to any page using the page number field.

Preview enhancements for images

• Zoom in and out on images, fit to screen, or view original images using the preview options.

Zoho WorkDrive now supports generating previews and thumbnails for raw image file formats. The following raw image formats are supported:

dng, cr2, arw, nef, raf, rw2, orf, crw, nrw, raw, dcr, mrw, x3f, 3fr, cr3, pef, kdc, ppm, srf

Maximum file size - 250 MB
Maximum resolution - 50 MP (width*height)

Note: Previews for new uploads will be generated as soon as the files are uploaded, and previews for existing raw image files will be generated only on access.

Check all 220 different file formats that WorkDrive supports for preview.

WorkDrive provides users and developers with an extensive set of APIs to help integrate WorkDrive with both Zoho and third-party applications. We have published the official WorkDrive API Documentation page for all external users. Zoho Sign-in is not required for access.

You can find our complete WorkDrive API Documentation here.

Note: We periodically add APIs for new features and enhancements in WorkDrive. Bookmark this page to stay up to date.

WorkDrive now supports associating a Data Template to multiple files and folders at a time. You can add properties to all the selected items and update them later if required. Once you add the properties, you can easily search for files and folders using the Data Templates filter.

When your default system drive does not have enough storage space, you can choose a different drive to store and manage the cache for your TrueSync app in the computer.

WorkDrive TrueSync app for Mac now supports syncing multiple accounts to a computer.

• You can add a maximum of 3 WorkDrive accounts to your computer.
• You can only add one individual plan account.

Download the latest TrueSync app (version 3.5.14)

WorkDrive TrueSync app for Windows now supports syncing multiple accounts to a computer.

• You can add a maximum of 3 WorkDrive accounts to your computer.
• You can only add one individual plan account.

Download the latest TrueSync app for Windows (version 3.5.6)

Supported OS versions: Windows 7 & above

WorkDrive TrueSync app now supports auto-upgrading to the latest version for Mac OS. You must manually download and install the latest TrueSync app version 3.5.0 to avail this feature.

Download the latest TrueSync app for Mac (version 3.5.0)

Supported OS versions: OS X 10.13 & above

You can now quickly find your files by searching directly inside a particular Team Folder, My Folders, or a sub-folder inside these folders.

Learn how to search within a folder

WorkDrive TrueSync app now supports auto-upgrading to the latest version for Windows OS. You must manually download and install the latest TrueSync app version 3.4.0 to avail this feature.

Download the latest TrueSync app for Windows (version 3.4.0)

Supported OS versions: Windows 7 & above

The Health Insurance Portability and Accountability Act (HIPAA) requires Covered Entities and Business Associates to take certain measures to protect health information that can identify an individual. It also provides certain rights to individuals.

WorkDrive provides the following features or tools that can help users handling protected health information to be HIPAA compliant.

• Clearly defined user roles and permissions at team, team folder, and sub-folder levels.
• External share settings at team, team folder, and user levels.
• Data Retention Policy
• Team Activity Reports
• Device management
• WorkDrive app permissions
• Transferring file ownership when deleting a user
• Data Encryption in transit and at rest

Some features are only available in the WorkDrive's higher plans. Learn more about the available features in each WorkDrive plan here.

Learn more on HIPAA compliance with Zoho WorkDrive

Zoho WorkDrive is now available for all Workplace users, including those who subscribed before Zoho WorkDrive was introduced in the Workplace plan (i.e., for the users who have access to Zoho Docs).

Both Zoho Docs and WorkDrive will be available for some more months for Workplace users. Users can start exploring WorkDrive and its features for their team. We will be rolling out the migration tool in phases. This will help users to move their entire data from Zoho Docs to Zoho WorkDrive.

Read this announcement for more details

• In addition to Team Folders, users can now associate files and folders from My Folders and Shared with Me to the required data templates.
• Data Templates have been added as a separate section in the right panel for quick access, below the Info icon. Previously it was located inside the Info section.
• Associated Data Templates will be shown as a label in the file listing for quick access.

Learn more about Data Templates

Zoho WorkDrive now supports some advanced properties (metadata) for different file types. When you upload files from your desktop or from other cloud services with advanced file properties, you will be able to see them in WorkDrive.

Check the list of advanced properties supported for different file types here.

Team Admins can now enable or disable drafts at the team level. If enabled, any documents, spreadsheets, and presentations your team members create in Team Folders via Zoho Writer, Sheet, and Show will be first saved as Drafts. The files in the draft state will not be visible to other members until the owner marks them as ready.

WorkDrive now supports these 10 Indian languages for the web application:

• Assamese
• Bengali
• Gujarati
• Hindi
• Kannada
• Marathi
• Punjabi
• Tamil
• Telugu
• Urdu

With WorkDrive's Optical Character Recognition (OCR) feature, you can search for any text contained within images. English is the default OCR search language. In addition to that, Team Admins can now choose one more language from the Content Settings in Admin Console.

Now you can choose whether documents, spreadsheets, and presentations newly uploaded to My Folders should be automatically converted to the respective Zoho WorkDrive format (i.e., Writer, Sheet, or Show). Check the supported files for conversion in WorkDrive.

Team admins can now decide who can create private Team Folders in their team, whether Team admins only or anyone on the team.

Team admins can now allow or restrict anyone on the internet to download and print embedded files and folders from websites and blogs.

WorkDrive now supports the following features while previewing PDF files:

Thumbnails
Preview all pages in a PDF using thumbnails, and quickly jump to a required page. Page thumbnails are created automatically in the preview mode.

Bookmarks
Bookmarks that have been created in PDF files from other apps can now be viewed in WorkDrive. You cannot create new bookmarks in WorkDrive.

Find
Search for specific text within PDF files easily using the Find option.

WorkDrive now supports preview for .eml and .msg email file formats.

• In case there are any email attachments, attachments will only be listed for reference and cannot be viewed in WorkDrive.
• Inline attachments (images inside emails) also cannot be viewed.

You can now view thumbnails of pages, numbers, keynote, and sketch files in a WorkDrive folder when the folder's view is set to Thumbnail.

You will only be able to preview the first page of these file types.

Loop: Play audio/video on loop.

Copy URL at current time: Copy URL at audio/video's current time to share with others.

Playback speed: Choose a speed at which the audio/video should play. Available speeds: .25x, .5x, .75x, 1 (Normal), 1.25x, 1.5x, 1.75x, 2x 

Zoho WorkDrive now supports light and dark themes for preview.

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.

Starter plan

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.

Team plan

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.

You can now share files and folders for anyone on the internet with the default permissions (view and download) without creating an external share link.

To share files and folders externally with default permissions:

1. Select a file or folder and click the share icon in the top Actions bar. A share dialog box will appear.

2. Click Change Visibility next to Permalink. By default, existing collaborators will be selected.

3. Click the dropdown next to existing collaborators and select Anyone on internet.

This will be the default external sharing option in WorkDrive.

Refer to these help articles for more details:

Share files and folders externally from a Team Folder

Share files and folders externally from My Folders

You can now create custom download links for folders (in addition to files) stored in a Team Folder or My Folders and share them with external users. You can set a download limit and expiration for each download link.

You can also create multiple custom download links for the same folder and share them with different user groups.

Creating multiple embed codes for each file or folder has now been limited. You can only create one embed code for a file or folder, but you can add them to multiple websites or blogs. External users will only be able to view and download the embedded files and folders.

Zoho WorkDrive supports preview for 160+ file formats. You can embed all 160+ file types (including PDFs, images, and videos).

In addition to the previous 27 languages, WorkDrive web app and mobile apps now support these 3 new languages:

1. Thai (ไทย)
2. Indonesia (Bahasa Indonesia)
3. Malay (Bahasa Melayu)

View the list of all supported languages here.

Team members can now view the list of Groups created in their Team under Team Details.

The issue in previewing .docx, .xlsx and .pptx format files through the Files app have been fixed.

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.

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.

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.

• The issue in granting access level while sharing files and folders has been fixed.
• Issues that caused random app crashes have been fixed now.

• 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

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.

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 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.

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.

Zoho WorkDrive is now available in 27 languages for both web and mobile applications.

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.

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.

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.

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.

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.

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.

Deleting a Team Folder will erase all its files and folders, but you can now restore the deleted Team Folders from the Admin Console.

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.

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).

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.

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.

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.