When Zoho first introduced WorkDrive, it was envisioned as a robust file-sharing solution—a central hub for teams to store, access, and collaborate on content seamlessly. Fast forward to today, and WorkDrive 5.0 Phase 2 is here, proving that Zoho’s commitment to evolution is stronger than ever. With this latest update, WorkDrive transcends its origins, emerging as an intelligent, secure, and highly customisable content management platform.This release brings a suite of powerful tools designed to enhance collaboration, bolster security, and streamline workflows. Let us unpack the highlights of WorkDrive 5.0 Phase 2 and explore how it’s transforming the way teams work.
Safeguarding Sensitive Data with Data Loss Prevention (DLP) Policies
Data security is a top priority for any organization, and WorkDrive 5.0 Phase 2 delivers with its new Data Loss Prevention (DLP) policies. This feature empowers admins to automatically classify files containing sensitive information—like National IDs, bank details, or Social Security numbers—using 149 pre-defined sensitive information types spanning 47 countries. For more tailored needs, custom rules based on keywords, file names, or extensions can be created. Once classified, admins can restrict actions such as sharing, downloading, copying, or printing, ensuring sensitive data stays protected.
Not everything can be left to automation, though. WorkDrive also offers manual classification, allowing team members to apply custom labels to files that might slip through the cracks. While automatic policies apply only to new or modified files post-creation, this hybrid approach ensures comprehensive coverage. Available on the Business plan and Zoho One bundle, DLP policies are a game-changer for organisations prioritising compliance and security.
Folder Customisation: Precision Access Control
Collaboration thrives on clarity, and WorkDrive’s enhanced Team Folder customisation delivers just that. Previously, all members of a Team Folder had uniform access to its contents. Now, admins and organisers can restrict access to specific folders or hide them entirely from certain members or collaborators. This granular control—available across all WorkDrive plans, including Starter, Team, Business, and bundles like Zoho Workplace and Zoho One—means teams can tailor permissions to fit their unique workflows. Whether setting up a folder during creation or tweaking it later, this feature ensures the right people see the right content, no more, no less.
AI-Powered Transcription: Accessibility Meets Efficiency
Imagine turning hours of audio or video content into searchable, actionable text with a single click. WorkDrive’s new AI-powered transcription feature (in beta) does exactly that. Supporting English-language files in formats like MP4, WAV, and MP3, this tool generates transcripts complete with timestamps, letting users jump to key moments instantly. It is a boon for industries like media, education, and healthcare, where documentation and accessibility are critical. Available across all WorkDrive plans, this feature showcases Zoho’s in-house AI prowess and hints at even more intelligent tools to come.
Zoho AI: A Homegrown Intelligence Boost
Speaking of AI, WorkDrive 5.0 Phase 2 introduces Zoho AI—a free, secure, in-house AI service built on open-source large language models. Unlike its predecessor Zia, which relied on OpenAI, Zoho AI keeps your data within Zoho’s ecosystem, enhancing privacy. Admins can toggle between Zoho AI and OpenAI, selecting the preferred service for features like comment translation (supporting 74 languages) and file summarisation. The latter is particularly impressive, distilling lengthy documents into concise highlights saved as .zdoc files. While image generation remains exclusive to OpenAI, Zoho AI’s arrival signals a future of smarter, self-contained workflows.
Storage Smarts with Version Retention Settings
Advanced Sharing: Control at Your Fingertips
External sharing just got a major upgrade. WorkDrive now lets you fine-tune how files are shared—whether via email, custom links, or embeds—with the ability to enable or disable options individually. Add whitelisted domains and email addresses for an extra layer of security, ensuring files only reach trusted hands. For Business plan and Zoho One users, bulk management of shared items from the Data Administration section simplifies revoking access or links across multiple files. It has a level of precision that keeps collaboration both flexible and secure.
Bookmarks and Index View: Navigation, Redefined
WorkDrive 5.0 Phase 2 also introduces smarter ways to organise and find content. The Bookmarks feature lets you save web URLs and WorkDrive files in a centralised hub, eliminating the need for duplicates across folders. Meanwhile, Index View transforms folder navigation by letting users set a Zoho Writer file as a dynamic guide—imagine it as a clickable table of contents for your projects. Both features, available across all plans, make accessing critical resources faster and more intuitive.
Final Thoughts: A Platform That Grows With You
WorkDrive 5.0 Phase 2 isn’t just an update—it’s a leap forward. From DLP policies and AI transcription to folder customisation and beyond, these features transform WorkDrive into a powerhouse for secure, collaborative, and intelligent content management. Whether you are a small team on the Starter plan or an enterprise leveraging Zoho One, there’s something here to streamline your workday. As Zoho continues to refine and expand WorkDrive, one thing is clear: this is not just about keeping up—it’s about setting the pace.
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