WorkDrive Now Manages File Storage for New CRM Signups
Hello everyone!
Zoho introduced Zoho CRM’s direct integration with WorkDrive! This launch brings together two powerful platforms, simplifying file management within your CRM. Starting now, new CRM users across all data centers will have WorkDrive as their primary file storage tool.
So, what’s new in this release? First off, you can now link your CRM organization with an existing or newly created WorkDrive account. Once connected, the integration will run seamlessly through the Documents tab, which used to be supported by Zoho Docs. From here, all attachments uploaded to a CRM record will automatically be sorted into predefined folders under the record owner's My Folders section in WorkDrive.
Let’s dive into how new users can set this up quickly!
Quick Setup Guide
Configuring this integration is a one-time process when setting up a new CRM account. If you don’t have a WorkDrive account yet, no worries—one will be created for you and linked immediately.
Notably, once a WorkDrive account is associated with your CRM, you won’t be able to unlink it. So, be sure of your decision before proceeding.
You have two options:
- Map an existing WorkDrive account.
- Create a new WorkDrive account.
In this upgraded version, users can access two key folder types: My Folders and Team Folders.
My Folders for viewing attachments
Whenever you add attachments to a CRM record, they’ll automatically be placed in predefined folders in your My Folders section. These folders are organized into a clear structure (Apps > Zoho CRM > Module Name > Record Name > Attachments). Only attachments linked to records you own will be visible to you, and while you can view them, editing or deleting them in WorkDrive or CRM isn’t possible.However, there are a few limitations:
- External sharing of attachments isn’t available through WorkDrive or the Documents tab.
- While others with access to a shared record can view its attachments on the record page, they won’t be able to see them in the Documents tab or WorkDrive.
- Attachments from notes or emails won’t automatically be stored in these folders.
Team folders for collaboration
The Team Folders section offers full collaboration capabilities. You can create new team folders within the Documents tab or link existing folders from a connected WorkDrive account.
You can share a file with someone outside of your organization by creating an external share link in the Documents tab.
Activities carried out by various users in a team folder can also be monitored within CRM.
WorkDrive admin-related features like Admin Console can be accessed only from the WorkDrive side. You can click Open WorkDrive to quickly go there.
In short, the Documents tab will now function as a window into your WorkDrive account!
If you are on the free Essentials plan, you will not be able to access Team Folders from the WorkDrive side.How does access to the Documents tab work?
CRM admins can regulate access to this tab using the Documents permission in a profile.
Individual team folders can have their access controlled by assigning CRM users, groups, and roles to specific folder roles.
The available actions for CRM users will vary based on the team folder roles they are assigned. See the image below for a list of actions corresponding to each role
Non-CRM users can be granted access to the same team folder from the WorkDrive side.
Cost and storage
When you create a new WorkDrive account, it defaults to the free Essentials plan, offering 5 GB of organizational storage and 1 GB per user. This is available to all Zoho CRM editions. For paid WorkDrive accounts, storage limits apply across all integrated apps, and you can always upgrade to gain more space. Additional storage can be purchased through the File Storage page in CRM.
Keep an eye on non-inclusive storage files such as templates and certain file types uploaded via specific fields, as they’ll soon count toward your total storage. Also, storage used across other Zoho apps will be pooled together, giving you one shared storage limit without any app-specific caps.
What's next?
With the complexity of migrating large amounts of data, this update will rollout to existing CRM users over the coming months.
For more details contact pfc-group.com.
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