Zoho Workdrive 3.0 – All You Need to Know

Companies and professionals all across the world have started to embrace the hybrid work model. This is the reason that so many business processes have moved on the internet already. The tools that enhance a business can be accessed quickly and it is also easy to collaborate with the distributed teams as a top priority. 

Hence, Zoho has come up with the latest version of Zoho WorkDrive which helps in accessing files and collaborating with a team from any location. It is an online file management system that helps users to make the most out of features for improved team focus on goals and for driving a productive workforce.

Zoho realizes that in the middle of a transition, data accessibility, and content collaboration, there are some online file storage challenges that many organizations face. Hence, the introduction of Zoho WorkDrive 3.0 for accessing, collaborating, and optimizing the data from wherever you may be.

In this blog, we will understand all about Zoho WorkDrive 3.0 in complete detail. 

Building WorkDrive APIs

WorkDrive 3.0 integrates easily with the business apps and also streamlines data flow across a company. It is a cloud-based file collaboration system that can be easily integrated with other applications or third-party tools. It comes with the below-mentioned features. 

1. Optimize Team Folders

The team folders are like a virtual workspace where it is possible to create, share, and even collaborate on files. With Zoho WorkDrive 3.0, it is now possible to help your teams access and work on documents effectively with some new enhancements.

• Pin a Folder: The overall number of team folders that are created in a company can be an important number. With these folders, it can be pretty challenging to find data when it is needed. 
  If you are on a call with your clients but cannot find the folder with the project details for that client then there can be a problem. The Pin feature allows users to locate Team Folders by pinning them at the top of the list.

• Better Interface: Zoho WorkDrive 3.0 is a content collaboration platform that comes with a detailed view of Team Folders so that you can find the right data at the right time. You can find the Team Folders that you have pinned and also the ones that you are supposed to join. 
  In this update, there is also a feature to add an ability that helps in determining which Team Folders must be displayed on the left-hand side panel. Moreover, it is also possible to show all the Team Folders, only the ones that are pinned, and sometimes none.

• Duplicate the Team Folder: A shared space that is made for one team or a fixed purpose is called a team folder. Think of a hospital that is supposed to share the same patient care plans with different nurses or doctors. 
  The new features of Zoho enable the users to copy the complete team folder for sharing and collaborating with a different set of members.

2. Better Content Visibility

It was a thing of the past to scroll up and down for locating the right documents. The Zoho WorkDrive 3.0 helps in seeing more items in a folder using the compact view mode of WorkDrive.
The team members can easily check the contents of a folder and take note as the WorkDrive 3.0 brings improved content visibility.

3. Work On the Go

In the present world, most mobile devices have turned into an extension of office devices. The Zoho WorkDrive 3.0 brings the latest mobile app enhancements. Some of them are mentioned below.

• Access Folders: The entire process of allowing each file for offline access can be pretty time-consuming. Zoho WorkDrive 3.0 allows you to make a complete folder available offline for accessing work files on the go. This is even without a working internet connection.
• Improved Creativity: Regardless of whether you are working on a design plan or you are making a character, it is possible to create and upload to the WorkDrive using Scribble. You can use the pencil, sketch, colour palette, and eraser for bringing your ideas to life.
• Widgets: If you are tired of logging into a mobile application each time for finding a file or uploading a document then the widgets can be used for uploading images and searching WorkDrive directly from the home screen.

4. WorkDrive Genie (Beta) for Mac

There have been many requests for the WorkDrive update ever since it was launched. Zoho has introduced the new WorkDrive Genie (Beta) for Mac in the new Zoho WorkDrive 3.0.
Windows and Mac users can easily edit the files stored in WorkDrive using a compatible application from the desktop.

5. Standardized Document Format

From legal documentation to client logs and employee records, the templates help in creating files with a consistent document setting. The new release of Zoho WorkDrive 3.0 comes with two major enhancements.

• Categorize Templates: Most enterprises in the present world require using templates for many purposes. This can often make it difficult to find and even manage the documents in just one place. 
  The new version comes with categories. With the creation of categories, it becomes easy to group the templates in any way you want.

• Search Templates: Looking for a new template is not a challenging task anymore. One can find the desired template using the built-in search bar. All you have to do is know the name, author, and keyword in the content so that you can search directly from this bar. 
  In the new enhancement, you can use the global search for finding a template from the gallery without any further need to look through the templates manually.

6. Preview Enhancements

The new version of Zoho WorkDrive 3.0 allows you to preview the PDFs and even the images in a wide range of sizes.
The new feature of Preview Enhancements helps to zoom in and out easily, reset zoom for fitting the size of a window, and jump to any page.

7. Data Integrity

The purpose of data templates is to classify and organise most files at a team level. With the new update of the cloud-based file collaboration system introduced by Zoho WorkDrive 3.0, it is possible to help users in associating a Data Template automatically.
Moreover, it is also possible to automatically add the custom properties to each file or folder. This is how most users can look for and instantly locate the required file.

8. Manage Collected Files

Zoho WorkDrive helps in receiving documents from internal and external users. It comes with improved functionality for managing the collection process.

• Categorize Files: The storage of all files in just one place made it challenging to access the right data at the right time. The new version of Zoho WorkDrive 3.0 allows users to create a folder for each user based on their name, phone number, and email address.
• Collection Report: It is necessary to receive the files securely but it is important to know the details of submission. These collections might take some time and be user-specific. You can get a detailed log of everyone who has submitted the files and at what time by creating a collection report.

9. PDF and Image Annotations

Annotations are called note that is added to a text or a diagram for providing added information. The new version of Zoho WorkDrive 3.0 comes with PDF and image annotation features.

• PDF Annotation: PDFs are massively used in an organization and many times, you might even want to work with a client or a team member on a portfolio. By using the Zoho WorkDrive 3.0, you can easily use the annotation and collaborate with the team. Most users can also go to a page and add comments to a text or an area on the page.
• Image Annotation: Let’s say that you have been working on a creative with your designer and you wish to give suggestions when they send the design. By using the image annotation, you can easily add comments on any specific part of an image and also work with your designer.

10. Improved Video Experience

The videos can be used in most organizations for boosting reach, engagement, and even sales. Zoho understands the importance of videos and brings three main features.

• Video Annotation: Imagine that the team is working on a marketing video and it has to be sent to the product team for review. Once the video is sent to the product team, they will note the frames that must be changed and communicate this to the marketing team ahead. 
  Using the video annotations, the team can go to any frame and add comments with a timestamp. This is how the team can directly share their expectations and the marketing team will be able to work on the video efficiently.

• Video Cover Image: The Zoho WorkDrive 3.0 adds a lot more visibility and value to a video by using the cover image option from the WorkDrive. You have an excellent option of changing the default system-generated cover image as well. 
  WorkDrive comes with an option to change the default images to a custom cover image while showing just what is there in the video. The newly updated images can now appear in all previews, embedded views, and as a thumbnail in the listing.

• Video Chapters: Most of the videos tend to be boring. This is why Zoho WorkDrive 3.0 comes with chapters for navigating easily among the sections. 
  The video chapters also help in breaking a video into sections so that you can see what is covered in the video and jump to the topic you are interested in.

11. Better Security

The sharing allows most companies to send across important files to customers, business partners, and stakeholders. This is a new feature that comes with two enhancements for making external links a lot more secure.

• Passwords: The organizations share sensitive files with their business partners and hence, it is important to share the content securely because it might go out of the company. 
  Zoho WorkDrive helps to mandate all users for setting passwords when it comes to creating external share links. It also helps in setting a strong password policy if needed while making the links more secure.

• Expiration Period: There are times when many companies have to share official agreements, legal notices, and offer letters. Zoho WorkDrive 3.0 comes with an enhancement that allows users to set a default expiration period for external share links and downloading links to restrict any unwanted access. 
  The default expiration period can also be applied automatically. Moreover, users can choose to manually change and even disable the expiration date if it is needed.

12. Notification Mode

Finally, the Zoho WorkDrive 3.0 also helps users to decide on the notification mode so that it is easy to know what is happening to a corporate file while being updated on the tasks and team projects.
The Zoho WorkDrive helps you to choose the list of notifications you need along with the kind of medium that is needed to receive notifications.

Conclusion

There is never any need to worry about transferring company data when it comes to opting WorkDrive. Using the Zoho WorkDrive 3.0, you can easily move the files from a desktop or other cloud services.

The important thing to remember is that all businesses run on data regardless of the industry that they may be in. The main goal is to offer users an efficient data management tool for sharing, storing, and working together on documents.

Hence, Zoho WorkDrive enhancements are released each year for improving online file management. In the coming time, all users can eagerly look forward to the exciting new updates from Zoho with many new features.