WorkDrive In Zoho CRM
A Zoho CRM extension that gives every record its own Zoho WorkDrive folder, then lets your team upload, preview, rename, search and share those files from inside the record - no tab-switching, no copy-pasted links, no files lost on someone's desktop.
Runs inside your own Zoho org - files stay in your WorkDrive.
Your CRM record and your files, finally in one place
Zoho CRM and Zoho WorkDrive are both excellent, and they barely talk to each other. Deal documents end up in three places at once: a few as CRM attachments, some in a WorkDrive folder nobody can find, and the rest in an email thread. The moment a colleague asks "where is the signed contract?", somebody loses ten minutes.
WorkDrive In Zoho CRM closes that gap. When a record is created, the extension creates a WorkDrive folder for it and stores the folder id on the record itself. From then on the record shows a live view of that folder: your team uploads, previews, renames, searches and shares files from the record they are already looking at, and the files live in WorkDrive where sharing, versioning and permissions already work.
Nothing is copied to a third-party server. The extension runs inside your Zoho org, talks to WorkDrive through a Zoho connector, and every file stays in your own WorkDrive team - which is exactly what a document workflow handling contracts and customer data should do.
At a glance
- Version
- 8.0(15 September 2026)
- Platform
- Zoho CRM
- Modules
- Leads, Contacts, Accounts, Dealsplus any standard or custom module you add yourself
- Requires
- Zoho WorkDrive plan
- Data location
- Your own WorkDrive
- Module pack
- v8.0(261 KB)
Six things it changes about working with files
Every one of these happens inside the CRM record your team already has open.
A folder for every record
Leads, Contacts, Accounts and Deals each get their own WorkDrive folder, created automatically when the record is - and since version 4.0 so does any other module you add, standard or custom. The folder id is stored on the record, so the link never breaks.
Preview without leaving CRM
Images, PDFs, CSVs and text files open inline in the record. No download, no new tab, no waiting to find out whether it is the right document.
Collect files from customers
Generate an upload-only link. The customer can add documents to the folder but cannot see, download or change anything already in it.
Folder names that make sense
Build the folder name from record fields plus smart tags - the record owner, the module, the date, the id - so folders sort and search the way your team thinks.
Bring existing attachments across
One click moves a record's existing CRM attachments into its WorkDrive folder, so you are not left with documents in two systems.
Share with the right permission
Create a full-access or download-only share link for a file or a whole folder, straight from the record.
Everything the extension can do
Inside the record
- Browse the record's WorkDrive folder as a related list
- Upload one or many files, with progress
- Inline preview for images, PDF, CSV, text and HTML
- Download any file
- Create sub-folders
- Rename files and folders
- Move to trash, restore, or delete permanently
- Search across the folder and everything under it
- Open the folder in WorkDrive in one click
Sharing
- Share a file or folder with a full-access link
- Share with a download-only link
- Collect Files - an upload-only link for customers and vendors
- Copy any link to the clipboard from the record
Automation
- Folder created automatically when a record is created
- Folder renamed automatically when the record is renamed
- Existing CRM attachments synced into the folder on demand
- Per-module folder structure provisioned during setup
Admin setup
- Create a new team folder, use an existing one, or point at any folder id
- Choose which record fields form the folder name
- Pick the separator between name parts
- Add fixed text and smart tags to the name
- Enable modules one at a time
Smart tags, so folders read and sort correctly
Drop these tokens into the folder name in the setup screen. They are resolved when the folder is created.
| Tag | Resolves to |
|---|---|
${record.id} | The record's CRM id |
${record.module} | The module label, e.g. Deal |
${record.owner} | The record owner's name |
${record.createdby} | Who created the record |
${zoho.currentdate} | 2026-08-29 |
${zoho.currentdatetime} | 2026-08-29 15-30 |
${date.year} | 2026 |
${date.month} | 08 - zero padded so folders sort |
${date.day} | 29 |
${zoho.loginuser} | The user who triggered it |
${zoho.loginuserid} | That user's email |
${zoho.adminuser} | The app owner's name |
For example
Acme Ltd - ${date.year}-${date.month} - ${record.id}
Acme Ltd - 2026-08 - 5798368000028572125
Where it earns its place
Sales teams handling contracts
Proposals, signed contracts and purchase orders live on the Deal, not in an inbox. Anyone opening the Deal sees the current paperwork.
Onboarding and document collection
Send the customer one upload-only link. Their documents land in the right folder without giving them access to anything else.
Field and site work
Photos and site reports go straight onto the Account from the record, and stay searchable in WorkDrive afterwards.
Teams already living in WorkDrive
Keep WorkDrive as the single source of truth for files, and stop maintaining a parallel pile of CRM attachments.
Setup guide & video walkthroughs
Step-by-step installation, the admin setup screen, folder naming and smart tags - with screenshots of every step.
Want a walkthrough before then? Ask us for a demo.
What is new in version 8.0
Released 15 September 2026. Updates arrive through Zoho Marketplace, and your settings and folders are kept.
Version 8.0
A maintenance release. The list of existing share links now shows the real date each link stops working.
- fixed
The Links that already exist list showed every link as no expiry, even when you had set an expiry date. The list now shows the date each link expires. The links themselves always stopped working on the date you chose; only the label in the list was wrong.
WorkDrive In Zoho CRM - questions we get asked
Install it, or have us set it up
The extension installs in a few minutes. If you would rather have the folder structure and naming rules designed around your process, we can do that with you.