Uploading a file to Workdrive, making it shareable and editable
Overview
After
a file has been uploaded to Workdrive. Real-time collaborative editing is
supported for native Zoho files (Writer, Sheet, Show). If you uploaded a
third-party file (like a Microsoft Word or Excel document), you can convert the
file inside WorkDrive. This will generate a native Zoho version of the file
that Lite users can edit in real-time.
1. Open
Workdrive, select the 9 dots upper left of the Zoho Mail window and select Workdrive
2. To
Upload a file select, + New, then Upload Files, select the file
then Open
3. The
first file above is a file from Word (the title provides a clue :), click the name to open it. Or right click the name to bring up the options in relation to this file, if it is no longer required move
it to Trash, scroll to the bottom of the list to find this option.
4. Note
the name and format top left (image below). The file can only be viewed not
edited in its Word format. To edit, the file must be converted to a Zoho format. Open With,
highlighted below, provides the opening options.
On the next
dialog select the option you require, here the file is converted to Zoho Writer
to avoid duplication.
5. The
file will be opened and editing available for the Workdrive owner only. Note the
name no longer has the Word extension
Making a file Shareable and Editable
To make the
file shareable and editable by other organisation members (or even external
people) who do not have the Cloud Office option, the following steps are
required.
1. Select
Share
2. Enter
the email address, (Add more if multiple people need access). Once they
have all been added then set the Access Level, Edit in the
example below.
Note
if more than one email address is added and the Access Level set, the same
access will be applied to all new users. If you want differing access levels
then add the email addresses individually.
A
message can be added and an Expiration date can be set to limit the access.
If
the email is not recognised by the system then it will generate a One Time
Password for validation of the email address.
The following image details the options available under the New external share
link, highlighted above
Set
password - extra security can be added.
Show
download – enables users to download the file for printing
Request
user data – if enabled users will have to provide details to access the file
3. Once validated the new user can edit the file. Changes will occur in real time for all those viewing the document. In the image below the cursor highlighted on the top line shows a different colour to the cursor on the line below. This indicates another is editing the file and as they do so their email address will appear temporarily while the edit is made.