In today’s data-driven landscape, businesses face the challenge of not only managing vast amounts of unstructured data but also extracting meaningful insights from it. This is where content intelligence comes into play—transforming static data into actionable insights. By leveraging AI, machine learning, and automation, content intelligence enables organizations to analyze, organize, and maximize the value of their content. From detecting patterns in large datasets to improving collaboration and decision-making, it’s giving teams the tools to revolutionize content management.
At Zoho WorkDrive, our mission is to help companies turn raw, unstructured data into organized, actionable insights and unlock the full potential of their information to make smarter decisions and foster innovation. With WorkDrive 5.0, we’re taking the first step towards that vision by pushing the boundaries of content management.
Building on the success of WorkDrive 4.0, which enhanced team efficiency and connectivity for hybrid work, WorkDrive 5.0 goes even further. It empowers businesses to leverage AI, automate workflows, enhance user experiences, strengthen security, and boost productivity. Our vision is clear: to enable organizations to work smarter, faster, and more securely while optimizing how they manage and utilize content.
1. Content Automation
1.1 Automate your content workflows
Automating processes is an important way for businesses to improve productivity and operational efficiency. WorkDrive now comes with a sophisticated workflow builder to map, manage, and automate content-centered tasks. This automation eliminates the need for manual follow-ups, reduces human errors, speeds up the content pipeline, and improves collaboration across teams.
Note: The WorkDrive Workflows feature is now integrated across Zoho content editors (Zoho Writer, Zoho Sheet, and Zoho Show) to enhance document collaboration and automation.
Enabled for new users – The Workflows feature will be activated by default for all new signups and incrementally rolled out to organizations with existing accounts that haven't used Zoho Writer workflows before.
Seamless migration for existing users – For organizations already utilizing Zoho Writer workflows, our team is actively working on migrating existing workflows to Zoho WorkDrive Workflows, ensuring a smooth transition without disruptions.
Learn more about WorkDrive Workflows
How to configure a workflow:
WorkDrive offers both automatic workflows—triggered by specific events—and manual workflows, giving organizations the flexibility to build custom file-based and folder-based workflows. By configuring triggers, states, transitions, and actions, admins are no longer restricted to a predefined set of flows. Only the team admin or super admin can create and automate Workflows in WorkDrive.
To help you get started, WorkDrive provides three predefined manual workflows:
Review
Approval
Review and Approval
Learn more about the default workflows in WorkDrive
For teams with unique requirements, custom workflows can be created to streamline processes. Here’s how an admin can set up and enable a custom workflow in WorkDrive:
Define workflow details – Specify the workflow’s name, description, and type (file- or folder-based).
Design the workflow – Use the intuitive Workflow Builder to configure steps, set conditions, and assign responsibilities.
Review and activate – Finalize the workflow, activate it, and automate tasks to enhance team efficiency.
Learn more about creating and enabling a customized workflow for your team
How it works in an organization:
When creating social media posts or blog articles, multiple team members are involved, including writers, designers, and approvers. With workflow automation in WorkDrive, a custom approval process can be set up where:
Once the designer uploads the draft, it’s automatically sent to the editor for review.
After the editor approves, the content is sent to the marketing manager for approval before publishing.
The workflow timeline shows each workflow’s status, assigned team members, and completed steps, making progress tracking easy. Dedicated sections for "Workflows Assigned to You" and "Workflows Started by You" streamline task management.
2. Data Security
2.1 Classify and protect sensitive data (DLP)
Manually reviewing each file or folder to classify sensitive data and restrict access is now a thing of the past. Introducing Data Loss Prevention (DLP) policies in WorkDrive—an intelligent way to safeguard your critical information. With DLP, you can identify and protect sensitive data, including personally identifiable information, customer records, financial documents, and intellectual property. Have WorkDrive apply your DLP policies automatically or manually select data to ensure it remains secure from unauthorized access. Only team admins or super admins can configure and manage DLP policies from the Admin Console.
How does it work?
2.1.1 Automatic classification (via DLP policy)
With automatic classification, WorkDrive enhances data security by automatically scanning and classifying sensitive files based on predefined rules. Once the DLP policy is enabled, WorkDrive detects sensitive information and applies real-time restrictions such as preventing external sharing, downloading, copying, or printing. This minimizes human error and ensures consistent data protection.
Key stages of automatic classification:
Built-in sensitive information types – Select from 149 predefined types across 47 countries and regions, including national ID cards, bank account details, Social Security numbers, and more. View the full list of supported sensitive information types.
Setting up DLP rules – Admins define rules based on content identifiers (e.g., personally identifiable information, specific keywords, or file types).
Monitoring edits and uploads – WorkDrive continuously scans new and updated files.
Scanning content – Files matching the DLP policy are identified.
Applying classification labels – Sensitive files receive labels like "Confidential" or "Restricted."
Enforcing restrictions – WorkDrive automatically enforces restrictions—such as warnings or blocks on external sharing, downloading, copying, or printing—based on classification labels.
Learn how to configure automatic classification in WorkDrive
Note: While automatic classification improves security, it may not be 100% accurate. Manual classification offers additional control.
2.1.2 Manual classification (via Classification Labels)
Users can manually apply classification labels to specific files when selective restrictions are needed.
Key stages of manual classification:
Configuring labels – Admins create labels with security restrictions.
Applying labels – Users with editing permissions assign labels by right-clicking a file.
Enforcing restrictions – Once a file is labeled, restrictions (e.g., blocking downloads or external sharing) are applied automatically.
Learn how to configure a classification label in WorkDrive
Both methods help ensure sensitive data remains secure by giving organizations greater control over their content management policies.
How does it operate within an organization, such as a bank?
Banks manage confidential data like account numbers, Social Security numbers, and financial statements. With DLP in WorkDrive, the bank can:
Classify documents stored in WorkDrive manually or run them through automatic checks to mark them as confidential.
Automatically detect and restrict the sharing of sensitive data outside the bank.
Prevent unauthorized downloads or printing of confidential documents.
2.2 Enforce folder-level access control in Team Folders
WorkDrive’s Team Folders provide secure shared spaces where you can bring in your team members, assign roles, and collaborate in real time. By default, all members can access every file and folder within the Team Folder. As a part of enforcing access control, we bring you folder customization, which gives you the power to restrict a member’s access to certain folders. Thus, hide specific folders entirely from them.
For example, an HR department may store sensitive documents like employment contracts, performance reviews, and payroll information in separate folders within one Team Folder. With folder-level permissions in WorkDrive, they can:
Restrict access: Grant access only to authorized personnel, such as HR managers and specific department heads, ensuring confidentiality.
Simplify management: Easily control who can view, edit, share, or download documents within each folder without needing to manage individual file permissions.
Maintain compliance: Protect sensitive information and comply with data privacy regulations by preventing unauthorized access.
Learn more about customizing folder permissions
2.3 Secure your digital assets
Introducing Watermarking in WorkDrive!
Watermarking is a security technique used to embed a visible or invisible mark, like text or logos, onto digital content to identify its owner and prevent unauthorized use. Now you can add a watermark to image files in WorkDrive. It protects intellectual property, enhances brand visibility, and verifies content authenticity.
For example, when sharing sensitive contracts, legal agreements, or case files with clients or external partners, there’s a risk of unauthorized distribution or misuse. By using watermarking in WorkDrive, legal teams can:
Protect confidentiality: Add watermarks with the recipient’s name, email, or access date to discourage unauthorized sharing.
Track accountability: Trace document leaks by identifying the source through personalized watermarks.
Maintain professionalism: Ensure sensitive documents are securely shared while preserving a professional appearance.
Learn more about Watermarking in WorkDrive
2.4 Hold the sharing reins
Effective data sharing enables seamless information flow within teams, across departments, and with external collaborators. With our latest updates, we’ve strengthened security measures to keep your data protected.
2.4.1 Granular control over external file sharing
Gain complete control over external sharing—whether via email, custom links, or embedded files—with the flexibility to enable or disable specific sharing options for your team members.
2.4.2 Whitelist domains and email addresses
Whitelisting allows access only to approved entities, such as specific email addresses and domains, and blocks others by default to reduce the risk of unauthorized access, cyberattacks, or data leaks. With WorkDrive, you can now whitelist specific email addresses and domains to ensure files only go to trusted collaborators while sharing externally via email address.
2.4.3 View and remove share permissions in bulk
With WorkDrive, you can now revoke share permissions in bulk, making it easier for teams that frequently collaborate with other departments or external clients to manage access. After a marketing campaign, a team may need to revoke access to shared files from external collaborators and temporary members. With bulk access removal, they can do this all at once, ensuring that only current team members have access and that sensitive information stays secure.
Learn more about the external share settings
3. Content Intelligence
3.1 Experience AI-powered transcription
Transcription converts spoken content into text using automatic speech recognition, human transcriptionists, or both. WorkDrive now generates transcripts for audio and video files using Zia—our integrated AI assistant. This enhances searchability, accessibility, and user experience.
Transcription helps organizations document meetings, webinars, and training sessions. Customer support team can use it to create webinar videos with annotations, notes, and captions to improve accessibility and SEO. It also enables content repurposing and quick editing through text search.
Learn more about audio/video transcription
3.2 Zia is here—smarter, safer, and all yours
We’re thrilled to announce that we have expanded Zia's capabilities. We have created an in-house AI service built on open-source large language models. Previously, Zia leveraged OpenAI for capabilities such as content generation, image creation, and comment enhancement—but with this enhancement, we’re bringing those intelligent features in-house.
Here’s what the enhanced Zia brings to the table:
Powerful AI features at no extra cost—zero third-party setup required
Enterprise-grade privacy and security—your data stays entirely within Zoho’s ecosystem
Flexible AI control—Team admins can enable both Zia and OpenAI, and choose the preferred AI service for each feature
Zia gives you the best of both worlds—intelligent automation and complete control.
3.3 Extract key insights
Tired of reviewing lengthy reports before meetings to recall key points? Don't worry, we've got you covered. Introducing file summary in Zoho WorkDrive. Now you can create concise summaries of documents or notes to help you grasp the essentials without reading the whole file.
It’s especially useful for project managers, team leaders, or anyone who deals with large volumes of information. This way, they can make faster decisions, save time, and share quick overviews with your team to keep everyone on the same page.
Learn more about summarizing files using Zia AI
3.4 Enable multilingual collaboration
Global teams often face language barriers when collaborating on shared documents. WorkDrive solves this with the new "Translate Comments" feature, which allows users to translate comments into their preferred language and add appropriate replies without leaving the platform. We currently support translation for 57 languages.
Imagine a multilingual privacy team working together on an audit document. With WorkDrive, they can read and provide feedback in their native language, ensuring everyone understands the input without language barriers. This boosts communication, speeds up reviews, and enhances collaboration.
Learn more about translating comments using Zia AI
4. Integration
4.1 Zoho CRM's repository powered by WorkDrive
Zoho WorkDrive is now tightly integrated with Zoho CRM, transforming file storage within CRM from a fragmented system into a centralized and well-structured repository. Zoho CRM initially used Zoho’s Distributed File System (ZFS) for file storage, but with WorkDrive evolving into an intelligent content management system, it became the ideal centralized solution. By integrating with WorkDrive, Zoho CRM aims to unify file management and offer a scalable, structured, and efficient solution for handling CRM-related files.
Key benefits for CRM users:
Centralized storage – CRM files are stored in a structured Team Folder for improved collaboration, control, and accessibility.
Granular permissions – WorkDrive permissions align with CRM record access, enhance security, and simplify file-sharing workflows.
Two-way sync – Files update seamlessly between WorkDrive and CRM in real time.
Scalability and cost savings – WorkDrive's flexible storage plans reduce reliance on CRM’s built-in storage limits.
Advanced file management – Supports bulk deletion, structured folders, and external sharing.
Seamless migration – CRM attachments will move to WorkDrive gradually, ensuring a smooth transition.
For example, a sales team uses Zoho CRM to manage customer interactions, track leads, and close deals. They frequently share proposals, contracts, and product brochures with clients. However, managing these documents manually across multiple platforms leads to version control issues and delays in retrieving the latest files.
By integrating Zoho CRM with WorkDrive, the sales team can seamlessly link customer records with designated folders in WorkDrive. They can access, share, and update files directly from the CRM interface, ensuring that the latest versions are always available.
Learn more about Zoho CRM - WorkDrive integration
4.2 Content meets project management
We’re excited to announce that Zoho WorkDrive is now an integral part of the Zoho Projects Plus bundle! Zoho Projects Plus is a powerful, AI-driven work management platform designed to revolutionize project collaboration. It enables teams to seamlessly manage projects, integrate data-driven insights, and embrace a hybrid work model. By combining four key Zoho applications, it provides a comprehensive solution for all your project management needs:
Zoho Projects – Traditional/Waterfall project management
Zoho Sprints – Agile, iterative workflows
Zoho Analytics – Advanced reporting, risk prediction, and data visualization
Zoho WorkDrive – Centralized document storage and seamless collaboration
Learn more about the Projects Plus bundle
How does it add value?
As AI and hybrid project management gain traction, here's how the bundle helps organizations drive productivity:
Hybrid project management – Supports both Classic and Agile frameworks, offering flexibility
AI-driven insights – Predict bottlenecks, mitigate risks, and generate reports effortlessly
Seamless integration – Eliminates tool-switching with a unified platform
Scalable for enterprises – Ideal for large teams managing complex projects
With Zoho Projects Plus, businesses can enhance efficiency, improve collaboration, and leverage AI-powered decision-making—all in one place.
What is WorkDrive's role in the bundle?
With WorkDrive as the central repository, teams can easily store project-related documents, securely share files, collaborate in real-time or asynchronously, preview over 200 file formats, edit images and PDFs, and much more.
4.3 WorkDrive add-in for Microsoft Outlook
We've got great news for Microsoft Outlook users! Say goodbye to the hassle of manually downloading attachments from Outlook and uploading them to WorkDrive, or vice versa. With the new Zoho WorkDrive add-in for Microsoft Outlook, you can seamlessly share WorkDrive files and save email attachments directly to WorkDrive—all without leaving the Outlook app.
Imagine a legal team that frequently exchanges contracts, agreements, and legal documents through Outlook. Instead of juggling downloads and uploads, the team can now save attachments directly to specific WorkDrive folders and share files using secure links, which ensures everyone is always accessing the most recent document versions.
This streamlined workflow not only saves time but also keeps files organized and boosts collaboration, allowing the legal team to focus more on casework and less on administrative tasks.
Learn more about the WorkDrive add-in for MS Outlook
5. Productivity
5.1 Optimize storage with smart file version controls
5.1.1 Version retention
WorkDrive automatically keeps a version history every time a file is updated. However, storing too many versions can quickly consume valuable storage space that could be used for other important documents. With Version Retention Settings, you can control how many versions are saved, helping you optimize storage and keep things organized.
For example, in a creative agency that frequently updates large design files and videos, storage can fill up fast. By setting a limit—such as keeping only the latest fifty versions—the admin can automatically free up storage space while preserving recent updates. This ensures efficient storage management and smooth project workflows without the clutter of unnecessary file versions.
5.1.2 Bulk version deletion
After completing a project, the creative agency has numerous versions of design drafts, videos, and documents stored on WorkDrive. These outdated versions take up unnecessary storage space.
With Bulk Version Deletion, the agency can quickly remove old versions of those files and keep only the final approved versions. This saves storage usage, keeps files organized, and ensures sufficient space for upcoming projects.
Click here to learn more about Bulk Version Deletion
5.2 Create a central hub for your essential files
Finding the right information at the right time enhances productivity. Zoho WorkDrive is committed to creating capabilities that can help you locate the required information on time. On that note, we bring you "Links" in WorkDrive.
The Links feature centralizes files, folders, and external links to provide quick access without duplication or relocation. This ensures files remain up to date across multiple folders and helps boost team productivity by streamlining file management, improving content discovery, and reducing duplication.
5.3 Collaborate without boundaries
Collaboration doesn't end within your organization; it extends beyond. That's why we are introducing edit support for non-Zoho users in WorkDrive. To ensure secure sharing, external collaborators need to verify their email via OTP authentication to access the shared files.
Imagine a consulting firm that shares project documents with clients who don’t have Zoho accounts. Earlier, the clients could only edit non-native files via version upload. They can now edit Zoho Office Suite files securely and leave comments directly. This streamlines feedback, speeds up reviews, and maintains data security for efficient project collaboration.
Learn more about editing the externally shared files
5.4 Leverage built-in image annotator
Say hello to WorkDrive's built-in image editor powered by Zoho Annotator!
A design team frequently works on social media posts, visiting cards, and illustrations. With WorkDrive’s built-in image editor, team members can easily annotate, highlight, and revise visual content—without ever leaving the platform.
How it helps:
Highlight key interface elements using arrows, boxes, or markers for quick feedback.
Add text annotations and tags to explain design decisions or flag issues for review.
Blur or smudge sensitive data in screenshots before sharing with external stakeholders.
Use layering tools to organize multiple annotations and keep visuals clean.
Quickly crop, zoom, or rearrange elements to focus the discussion during team reviews.
This integrated tool eliminates the need for third-party editing software and speeds up collaboration by allowing teams to update and finalize visuals in real time—all while keeping files securely within WorkDrive.
Learn more about WorkDrive's built-in Image Annotator
5.5 Accelerate folder navigation and content access
Introducing the index view in WorkDrive! Organize and display the contents of a folder in a structured, user-friendly format. For instance, software development teams can use this feature to manage multiple documents, including requirement specs, setup guides, and troubleshooting tips, within a project folder.
Manually searching for key resources slows down their productivity. By creating a Writer document with organized links to essential guides and documents, and setting it as the Index for the folder, team members can quickly access important resources without opening each file individually. This improves navigation, enhances productivity, and streamlines onboarding for new team members, ensuring easy access to critical project information.
Learn more about the Index view
5.6 Connect your desktop to WorkDrive seamlessly
Say goodbye to manual backups! With WorkDrive TrueSync, you can now select specific desktop folders to automatically sync with your WorkDrive web account. Any changes or files added—whether from your desktop or directly in WorkDrive—are instantly reflected in both places, ensuring smooth two-way synchronization.
Learn more about syncing desktop folders seamlessly to WorkDrive
WorkDrive as an intelligent content management platform
Advanced AI and machine learning: We are implementing a homegrown AI model that can analyze, categorize, and tag content automatically. This includes natural language processing (NLP) for document analysis, image recognition, and predictive analytics to uncover insights from data. You can also integrate third-party AI models based on your requirements.
Intelligent search and discovery: WorkDrive enables powerful search capabilities using AI-driven indexing and contextual search, allowing users to find relevant content quickly and efficiently.
Automated workflows and integration: You can incorporate workflow automation for repetitive tasks like approvals and integrate seamlessly with other business applications to enhance productivity with WorkDrive.
Data security and compliance: Companies can implement advanced security measures, including data loss prevention (DLP), intelligent access controls, anomaly detection, and compliance management, ensuring data integrity and regulatory adherence.
Collaboration and personalization: WorkDrive will provide collaboration tools with AI-driven suggestions, personalized content delivery, and contextual recommendations to improve team productivity and engagement.
Insights and analytics: We are working towards providing actionable insights through advanced analytics, helping teams make data-driven decisions by understanding content usage, engagement, and effectiveness.
With all of these capabilities, WorkDrive will empower organizations to extract actionable insights from unstructured data by leveraging AI, machine learning, and automation in a secure platform. The future of content management lies in intelligent systems that adapt to your needs. With Zoho WorkDrive, your team is ready to take on that future—efficiently, intelligently, and collaboratively.
Your feedback helps us drive continuous improvement of the platform, so please write to us at support@zohoworkdrive.com with any questions, comments, or ideas.
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