Zoho WorkDrive

Getting started: Guide for team admins

Set up your team in Zoho WorkDrive and instantly connect with your co-workers. Give them a secure
shared space to store, organize, and manage files from any location at any time.

This document will explain the basic roles and responsibilities of an Admin in
a WorkDrive team account:

Invite members to your team 2

Admin Console 3

Dashboard

Manage team members

Generate activity report

Data administration

Manage devices

Create groups

Configure team settings 9

File conversion settings

Draft settings

Team Folder permissions

External share settings

Custom domain

WorkDrive app settings

Data retention

Migration 12
 Invite members to your team

Invite people to your team to exchange ideas and collaborate. Enter team members' email addresses
and assign each person a team role (Admin or Member). You can invite team members individually, or
batch invite multiple members with the same role.

To invite members:

1. Click Admin Console in the bottom-left corner of your WorkDrive account.

2. Click Members in the left panel.

3. Select the + INVITE MEMBERS button in the top-right corner. The Invite new members screen will
appear.

4. Enter the email address of the person you want to invite, and mark the appropriate checkbox in the Role
column.

5. Click Invite.

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 Admin Console

Easily monitor and apply settings to all your team members and their activities from the Admin
Console.

Let's look at the various features WorkDrive offers to team Admins:

Dashboard

The Admin Dashboard provides a comprehensive view of everything happening in your team account
and empowers you to perform important team-related actions.

Click Admin Console in the bottom-left corner of your WorkDrive account. The Admin Console page will
open in a new tab. Dashboard will be selected by default.

From this tab, you'll be able to view your current subscription details, active members, pending user
invites, remaining licenses, storage details, and a graphical summary of your team members' activities.

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 Manage team members

The Members section of your Admin Console will display a list of all your team members. You can see a
summarized view of active, suspended, or deleted members here.

1. Click Admin Console in the bottom-left corner of your WorkDrive account. The Admin Console page will
open in a new tab.

2. Click the Members tab in the left panel to open it on the right side of your screen.

3. From this tab, you'll be able to add people to your team, resend or revoke invitations, change member
roles, and delete or suspend members. Learn more about the Members tab.

4. Apply filters if you'd like to specifically view the list of active members, invited members, suspended
members, or deleted members.

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 Generate activity report

Activity reports give you detailed information about everything that is happening in your team account.
You can generate custom reports by applying filters based on folder locations, members, time frame,
and type of activity.

You can use reports for auditing and legal purposes. To generate a report:

1. Click Admin Console in the bottom-left corner of your WorkDrive account. The Admin Console page will
open in a new tab.

2. Click the Activity tab in the left panel to open it on the right side of your screen.

3. Apply required filters and click on GENERATE REPORT. The report will be displayed on your screen..

4. Click Export in the top-right corner to download the generated activity report.

All exported reports will be saved automatically in the Activities folder inside your My Folders. The report
will be saved as a CSV file.

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 Data Administration

The Data Administration tab gives you complete control over your team's data. From this tab, you can
perform the following actions:

Find files in Team Folders

Find files in your team members' My Folders

Manage deleted files in Team Folders

Manage deleted files in your team members' My Folders

Note:

Support for Data Administration is only available with the WorkDrive Business plan. Check out WorkDrive
Paid Plans.

Deleted items in the Admin Console will be permanently deleted based on the team's Data Retention Policy.

Deleted items in the Admin Console do not take up any storage space.

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 Manage devices

View and manage all your team members' connected devices from anywhere in the world.

1. Click Admin Console in the bottom-left corner of your WorkDrive account. The Admin Console page will
open in a new tab.

2. Click the Manage Devices tab in the left panel to open it on the right side of your screen. Here you'll see
the list of all your team members along with the number of connected devices.

3. Hover over a member's name and click the Settings icon.

Here you will have the following options:

Set app permissions for WorkDrive's desktop sync and mobile apps. When disabled, your team members
can only use the WorkDrive web application to access files.

Disconnect a member's device (log the user out of the app), or wipe offline files and disconnect a member's
device remotely from WorkDrive's mobile or desktop app.

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 Groups

Create groups in WorkDrive based on member roles or profiles, and easily share files or add group
members to Team Folders.

To create a group:

1. Click your profile picture in the top-right corner, and select Team Details. By default, the MEMBERS tab
will be selected.

2. Switch to the GROUPS tab.

3. Click the + GROUPS button in the top-right corner. The Create Group dialog box will appear.

4. Enter a group name and description.

5. Add members by entering their name or email address, and then assign each a Group role: Group Admin
or Group Member.

6. Click CREATE.

Tips:

Add a group to a Team Folder and assign the group a specific role (instead of adding each member
individually). Learn more about adding groups to team folders.

Share files with a group and assign the group a specific file access level (instead of sharing the files with
each member individually). Learn more about sharing files with groups.

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 Configure team settings

Apply useful and appropriate settings to your team members' data and activities from the Admin
Console.

Let's see the various settings WorkDrive offers to help Admins keep their teams secure and organized:

File conversion settings

Path: Admin Console > Settings > Content.

Choose, at a team level, whether or not newly uploaded documents, spreadsheets, and presentations
will be automatically converted to the respective Zoho WorkDrive format (Writer, Sheet, or Show).

Draft settings

Path: Admin Console > Settings > Content.

Draft settings in WorkDrive's Admin Console let team Admins choose whether to allow newly created
native documents, sheets, and presentations to be automatically saved as a draft in Team Folders.

If disabled, native files will be in the Ready state and be visible to other Team Folder members.

Team Folder permissions

Path: Admin Console > Settings > Roles and Permissions.

Decide who can create public and private Team Folders.

Toggle ON Team Admins Only to restrict other team members from creating a Team Folder.

Toggle ON Anyone on the Team to allow all your team members to create Team Folders.

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 External Share Settings

Path: Admin Console > Settings > Sharing.

Share files with external users and help your team members exchange ideas by enabling external share
settings. Disable these settings to prevent your company's data and team files from being shared
outside your team.

From this tab, you can:

Allow or restrict external sharing

Decide whether your team members can share files and folders with external users.

Allow or restrict downloading and printing for embedded files and folders
Decide whether anyone on the internet can download and print embedded files and folders from your
websites and blogs.

Mandate passwords
Require all users to set a password when creating custom external share links. Additionally, set a strong
password policy to make links more secure.

Set a default expiration period

Enable this option to set a default expiration period for external share links and download links.

Custom Domain

Path: Admin Console > Settings > Custom Domain.

The Custom Domain feature in WorkDrive helps you create a custom URL for your WorkDrive account.
Team members will then access their WorkDrive account through a domain name specific to their
organization or team.

You can share files and folders with external users using a customized domain name, which can
include your company name. This will help promote your brand.

Click here to learn more about creating a custom domain.

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 WorkDrive app settings

Path: Admin Console > Settings > WorkDrive Apps.

Manage access to WorkDrive's desktop and mobile apps at a team level from this tab:

Toggle ON Allow team members to use WorkDrive Desktop Sync apps to permit your team members to
use the WorkDrive Sync and TrueSync apps.

Toggle ON Allow team members to use WorkDrive mobile apps to permit your team members to use the
WorkDrive mobile apps for Android and iOS.

Data Retention

Path: Admin Console > Settings > Data Retention.

Our Data Retention Policy allows you to retain files and folders for a selected period, before they are
automatically deleted.

For Trash in My Folders and Team Folders, you can choose to keep files indefinitely or delete them after 7,
15, or 30 days.

For Deleted Items in Admin Console, you can choose to permanently delete files after 7, 30, 90, or 120
days.

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 Migration

With WorkDrive's built-in migration tool, you can easily migrate your data from Google Workspace,
Dropbox, and OneDrive to WorkDrive.

Note: WorkDrive currently only supports migration from Google Workspace, Dropbox (Business plan),
and OneDrive (Microsoft 365 Business Standard plan).

You must raise a request to enable the migration tool. Once our support team validates your request,
the migration tool will be enabled in your WorkDrive account. Then, you can proceed with the migration
process by yourself.

For any questions, please contact [email protected]

WorkDrive website: www.zoho.com/workdrive

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