Zoho WorkDrive is Zoho's file storage and collaboration tool — its equivalent of SharePoint, OneDrive or Dropbox. If you're on Zoho One and not using it, it's worth a look: you may already be paying for far more storage than you realise.
How much storage do you get?
When we covered this in 2025, each Zoho One organisation got 5 TB of WorkDrive storage, plus an extra 0.5 TB per employee beyond the first 10 — so 30 employees would have 15 TB. Check Zoho's current allowances for your plan. One client we worked with had filled their Microsoft storage and was about to pay for more, when they already had more than double that capacity in WorkDrive as part of Zoho One.
Familiar features
- A desktop app that syncs files to a normal folder on your computer.
- Shared team folders and external sharing links.
- Automatic version history — revert to, download or "keep forever" any earlier version.
Zoho has also announced WorkDrive integration with Zoho CRM attachments, so files attached to CRM records will live in WorkDrive.
Protect sensitive files
Data classification labels
In the WorkDrive admin console under Data loss prevention, create classifications that control what people can do. For example, a Confidential label that blocks downloading, copying and printing. Apply labels to individual files, or automatically to folders and file types.
Sensitive information detection
Create a region policy — for example, one that identifies UK personally identifiable information such as driving licence, passport, NHS and electoral numbers. Matching documents are classified automatically when they're uploaded, so the restrictions apply without anyone remembering to add them.
Retention
Set how long deleted files are retained before permanent deletion (e.g. 30 days), and custom retention and versioning rules for very large files.
Document approval workflows
WorkDrive workflows move a file through stages — for example Review requested → Changes suggested → Approved — much like a Blueprint in Zoho CRM. Start a workflow on a file (or trigger it automatically for files uploaded to a folder or by a specific person), name the reviewer and approver, and each gets an email and a task list of documents waiting on them. The full history is tracked.
Good uses: contracts that must go through legal, or marketing artwork that needs sign-off — instead of "stage 1" and "stage 2" folders.
Watch the June 2025 What's New in Zoho webinar for a demo.