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    Getting Started with WorkDrive

    WorkDrive is an online file management and content collaboration platform designed to meet the unique needs of modern teams that work together. You can join your team on WorkDrive and start collaborating right away. Work effectively using Team Folders, share files securely, and experience seamless teamwork from any location at any time.

    Note

    The WorkDrive application will be available based on the policy assigned to your organization.

    Team Folders

    Creating  a Team Folder

    A Team Folder is a secure, shared workspace where you and your team can collaborate efficiently on files and folders. As your team takes on new projects, you can create Team Folders anytime in WorkDrive. Depending on the number of projects or tasks, you can set up multiple Team Folders and add relevant team members to each.

    WorkDrive offers two types of team folders: Private Team Folders and Public Team Folders.

    • Private Team Folders: Designed for exclusive collaboration, these folders are accessible only to selected members. The Team Folder admin must manually add members to grant access.
    • Public Team Folders: Ideal for sharing general information across the team. Any team member can join and access the files in these folders without needing admin approval. 

    To Create a new Team Folder:

    1. Log in to https://mail.gov.in
    2. Select WorkDrive from the top menu.
    3. Click the + sign next to Team Folders in the left panel.
    4. Enter the name of your Team Folder and choose the type of Team Folder you want to create, Public or Private.
    5. Add a brief description to help team members understand its purpose.
    6. Click Create. Your Team Folder is now set up, and you’ll be redirected to the Add Members tab.
    7. To add members, enter email addresses, assign roles (Admin, Organizer, Editor, Commenter, or Viewer), and then click Add.

    Team Folder roles and permissions

    Team Folder roles define the level of access each member has, ensuring clear responsibilities and secure collaboration. There are five distinct roles, each with specific permissions:

    • Admin: By default, the creator of a Team Folder is the admin of that Team Folder. The admin can add or remove members, add, edit, rename, move, and share files and folders while managing Team Folder settings.
    • Organizer: Organizers can add new members to a Team Folder, but cannot assign the admin role to anyone. They can also add, edit, rename, move, and share files and folders. Note that Organizers can move files and folders only within their respective Team Folders.
    • Editor: Editors can view, add, edit, copy, and rename files and folders, but cannot share or move, or delete them.
    • Commenter: Commenters can view, copy, comment on, and download files.
    • Viewer: Viewers can view, copy, and download files.

    Join a Team Folder

    You can join a public Team Folder within your team at any time. However, to access a private Team Folder, the Team Folder Admin or Organizer must add you. There is no limit to the number of Team Folders you can be a part of.

    1. Log in to https://mail.gov.in
    2. Select WorkDrive from the top menu.
    3. Click Team Folders in the left panel to view the list of all Team Folders in your organization.
    4. Hover over the desired Team Folder name and click Join.
    5. By default, you will be assigned the Viewer role. If you require higher access, the Team Folder Admin or Organizer can update your role accordingly.

    Manage Team Folder Members 

    Once a Team Folder is created, you can easily add or remove members as needed, or modify their roles. To manage the Team Folder members:

    1. Log in to https://mail.gov.in
    2. Select WorkDrive from the top menu.
    3. Navigate to the left panel and click on a Team Folder to open it on the right.
    4. Click Manage next to the Team Folder name in the top and select Members from the dropdown. The Manage Members dialog box will appear on your screen.
    5. From here, you can:
      1. Add members: Enter the email addresses of the members, assign appropriate roles, and then click Add.
      2. Remove a member: Click the X icon next to the member's current role.
      3. Edit a member's role: Click on the current role next to the member's name and assign a new role.

    File Creation

    Create files using the built-in office suite applications

    Easily create and edit documents, spreadsheets, and presentations using other productivity apps: Writer, Sheet, and Show.

    1. Log in to https://mail.gov.in
    2. Select WorkDrive from the top menu.
    3. Navigate to the left panel, then click My Folders or a Team Folder.
    4. Click the + New button in the top menu bar.
    5. To create a file, select the type of file you want to create (Document (Writer), Spreadsheet (Sheet), or Presentation (Show)). The selected file will open in a new tab for creation.

    Note

    • Storage for Writer, Sheet, and Show files in WorkDrive is free.
    • New Team Folder files created in the office suite are called "Drafts". Drafts are invisible to other members of the Team Folder until you click the Mark as Ready option.

    Upload files and folders from your system

    Simply drag and drop files or folders from your computer to upload them to your WorkDrive account. Alternatively, click the + New button in the top menu bar and select Upload Files or Upload Folder to choose and upload your desired items.

    • The maximum file upload size is 10 GB in Starter plan, 50 GB in Team plan, and 250 GB in Business plan.
    • Upload files in different formats (such as .docx, .pptx, or .xlsx format) and convert them to the supported format (using Writer, Sheet, or Show) for editing.
    • WorkDrive supports preview for about 220 different file formats, including images, videos, PDFs, and developer files.

    Upload a code snippet 

    You can now upload or type programming codes directly in your WorkDrive account. Simply copy a code from any external source and paste it to your Team Folders or My Folders to open the code in a snippet dialog box.

    The auto detect code feature in WorkDrive will identify the programming language based on the code you have entered. However, you can also choose the language from the available options.

    1. Log in to https://mail.gov.in
    2. Select WorkDrive from the top menu.
    3. Click New and select Code Snippet.
    4. Type or paste a code snippet in the space provided.
    5. Click the Auto detect code dropdown to choose your code language.
    6. Enter a file name and choose a location to save the file.
    7. Click Upload.

    WorkDrive Snap: Recording options in WorkDrive

    You can now record screens, video, and audio right from within the WorkDrive app and share it with your team. You can also record offline. However, to upload the file, you must be connected to the internet. Permissions and recording options vary depending on the browser and operating system.

    Note

    • You can record screens, audio, and videos for a maximum of 30 minutes.
    • Currently, the recording options will not work in the Safari browser.
    1. Log in to https://mail.gov.in
    2. Select WorkDrive from the top menu.
    3. Click the + New button in the top menu bar from My Folders or a Team Folder.
    4. Under the Recording menu, you'll find the following options:
      1. Screen recording: Capture your screen along with audio and video to create detailed walkthroughs or demonstrations. Once recorded, you can easily save and share the link with your clients for seamless collaboration.
      2. Video recording: Share your feedback instantly with your team using the video recording feature. Whether you’re reviewing a document late at night or want to provide personalized input, record your thoughts and share them effortlessly.
      3. Audio recording: Eliminate the hassle of taking notes during team meetings with the audio recording option. Record the discussion and share it with absent participants, ensuring no key details are missed. This also simplifies creating meeting minutes with complete accuracy.
    5. Choose one from the drop-down, based on your requirement, and give permissions to access your camera or microphone if prompted.
    6. Click Start Recording.
    7. Click the pause button to pause and resume recording.
    8. Once you have completed recording the screen, click Stop Recording. The Save Recording dialog will appear where you can preview the recording.
    9. Rename the file name in the Name field.
    10. Click Change Location to save the file in the preferred folder.

    Create a zip file

    Easily create ZIP files to back up multiple files and folders in WorkDrive web. If you want to store this data on your computer, you can simply download the ZIP file at any time and extract its items.

    1. Log in to https://mail.gov.in
    2. Select WorkDrive from the top menu.
    3. Go to My Folders or a Team Folder in the left panel.
      Additionally, you can create ZIP files from your Recent Files, Favorites, and Labels tab.
    4. Select the required files and/or folders.
    5. Click the More actions icon in the top action bar, then select More options from the dropdown.
      Alternatively, you can right click the selected files and/or folders and select More options.
    6. Select Zip.
    7. Change the file name if required. By default, the file name will be of the format "Zip file + Date + Time".
    8. Change the ZIP storage location, if required, then click Create.
    9. After the file is successfully zipped, click the Finder icon in the bottom-right to go to the ZIP location.
    10. Select the ZIP file to view all the files and/or folders in it.
    11. Click Download to download the ZIP file to your system.
    12. Click More actions icon > Extract To to extract all the files and/or folders in the ZIP file to a folder.
    13. Choose the destination location My Folders, Shared with Me, or a Team Folder. You can also create a new folder, if needed.
    14. Click Extract.

    File sharing and organization

    Share files securely

    WorkDrive allows you to share your files and folders in the following ways:
    To Share files directly with users (using email addresses)

    1. Log in to https://mail.gov.in
    2. Select WorkDrive from the top menu.
    3. Select a file and click the Share button in the top actions bar. Alternatively, you can also right-click a file and select Share > Add members.
    4. Enter the users' email addresses and assign an access level.
      1. Access levels for files: Share, Edit, View and Comment, or View.
      2. Access levels for folders: Organize, Edit, View and Comment, or View.
    5. Add a personal message if needed.
    6. Click Share.

    To Share files with anyone on the internet (using share links)

    1. Log in to https://mail.gov.in
    2. Select WorkDrive from the top menu.
    3. Select a file and click the Share button in the top actions bar. A share dialog box will appear.
    4. Click Change Visibility next to Permalink in the share dialog box.
    5. Select Anyone on the internet and click SAVE.
    6. Click Copy, then share the link with external users via email, group chat, or social networking sites.

    Note

    External users will only be able to view and download the file or folder.

    To Share files with a specific set of external users (using custom external share links)

    Note

    The option to share files with a specific set of external users will be available based on the policy assigned to your organization.

    1. Log in to https://mail.gov.in
    2. Select WorkDrive from the top menu.
    3. Select a file or folder and click the Share button in the top actions bar. A share dialog box will appear.
    4. Click on the New external share link. An external share link dialog box will open.

    5. Enter a link name for easy reference. Choose the Access Level.

      1. Access levels for files: Share, Edit, View and Comment, or View.
      2. Access levels for folders: Organize, Edit, View and Comment, or View.

      Note

      • You can set a password and link the expiration date to restrict access to users.
      • Toggle ON Allow downloads to let external users download the shared file.
      • Toggle ON Request user data and choose the required user details like name, email address, and phone number. If this is enabled, a user has to submit their details every time to access the file or folder. This way, you know who opens your file via the external share link.
    6. Click Create. The custom external share link will be created.
    7. Click Copy to copy the link, then share it with external users via email, group chat, social networking sites, or even public web pages.

    Create and manage Labels in WorkDrive

    Labels help you to easily identify and access files and folders across different locations in WorkDrive. You can add labels based on priority, status, task, and much more. Once you add a label to files and folders, you can view all those items under each label.
    Now, let's get started on how to create, add, and manage labels in WorkDrive. To create a label, follow the steps mentioned below:

    1. Log in to https://mail.gov.in
    2. Select WorkDrive from the top menu.
    3. Select Labels in the left panel above My Folders.
    4. Click Manage Labels in the top-right corner. The Manage Labels screen will open.
    5. Enter a label name in the field at the bottom, then choose a label color.
    6. Press Enter or click Create to create the label.

    To add a label to files and folders:

    1. Log in to https://mail.gov.in
    2. Select WorkDrive from the top menu.
    3. Select the required files and folders.
    4. Click the More actions icon (...) in the top action bar, then select Organize > Label As from the dropdown.
      Alternatively, you can right-click and select Organize > Label As.
    5. Search and select the required label. The selected files and folders will now be associated with the selected label.

    To Manage Labels:

    1. Log in to https://mail.gov.in
    2. Select WorkDrive from the top menu.
    3. Select Labels in the left panel. Files and folders added to each label will be listed there.
    4. Click Manage Labels in the top-right corner. The Manage Labels screen will appear with the list of labels created.
    5. Hover over a label, and you will be able to see rearrange, edit, and delete options.
      1. To rearrange the order: simply drag and drop the labels.
        Note: Only the first five labels will be visible by default. To view more labels, click the more options icon (...) next to the label name.
      2. To edit the label name and color:
        1. Click the Edit icon.
        2. Make necessary changes.
        3. Press Enter or click the Tick icon to save the changes.
      3. To delete the label: Click the Delete icon to delete the label.

    File Management

    Recent Files

    The Recent Files tab will automatically display all the files you have worked on recently for easy access. To view your recent files, follow the steps mentioned below:

    1. Log in to https://mail.gov.in
    2. Select WorkDrive from the top menu.
    3. Select the Recent Files tab in the left panel.
    4. Scroll down to see all your recent files.
    5. Click on a file name to open the file.
    6. To go to the file location:
      1. Select the file, then click the More actions icon (...) in the top action bar.
      2. Choose Go to folder location from the dropdown.

    Favourites

    Add frequently used or important files and folders to Favorites so that you can easily access them. To add files and folders to Favorites, follow the steps mentioned below:

    1. Log in to https://mail.gov.in
    2. Select WorkDrive from the top menu.
    3. Select the required files and folders, then click the More actions icon in the top action bar.
    4. Choose Organize > Add to Favorites from the dropdown.
    5. Alternatively, you can right-click the file or folder and choose Organize > Add to Favorites.

    To view your favorites, follow the steps mentioned below:

    1. Log in to https://mail.gov.in
    2. Select WorkDrive from the top menu.
    3. Select the Favorites tab in the left panel.
    4. Scroll down to see all files and folders.
    5. Click on a file or folder to open it.
    6. To go to the file or folder location:
      1. Select the file or folder, then click on the More actions icon (...) in the top action bar.
      2. Choose Go to folder location from the dropdown.

    Shared with Me

    All files and folders shared with you directly by other users will be listed under Shared with Me. Based on the permission you have on each file or folder, you will be able to view, download, edit, or share those items.

    1. Log in to https://mail.gov.in
    2. Select WorkDrive from the top menu.
    3. Select Shared with Me in the left panel. You can see the list of files and folders shared with you on the right-side of your screen.
    4. Under Shared with Me, click the dropdown arrow next to All at the top-left and select a particular group or user to filter the files and folders shared by them.
    5. You can find the sorting, view, and additional filter options at the top-right corner.
      1. To choose a sorting order, click the sorting icon and select Name, Last Modified, or Shared Time.
      2. To choose a view, click the view icon and select Thumbnail, List, or Compact.
      3. To filter items by type, click the filter icon and select All, Folders, or a file type.
      4. Available file type filters are: Documents, PDF, Spreadsheets, Presentations, Images, Videos, and Audios.

    Note

    You can remove files and folders shared directly by other team members from your Shared with Me listing. Removing items from your listing will not delete the actual file or folder owned by other users.

    Move files and folders

    Transfer files or folders from one location to another within your WorkDrive account. This process helps with organization and file management without creating duplicates. Follow the steps mentioned below to move files and folders:

    1. Log in to https://mail.gov.in
    2. Select WorkDrive from the top menu.
    3. Select the required files and folders in My Folders or a Team Folder.
    4. Click the More actions icon (...) next to the Download button in the top action bar.
    5. Select Organize > Move To from the dropdown.
    6. Select the destination location and click Move.

    Note

    • Only the Team Folder admins can move resources from their Team Folder to their My Folders.
    • Only the Organizers and Admins of a Team Folder can move files and folders within the Team Folder.

    Copy Files and Folders

    Create a duplicate of an existing file or folder in a new location while keeping the original intact. This action is useful for backup, sharing, or working on different versions of a file. Follow the steps mentioned below to copy files and folders:

    1. Log in to https://mail.gov.in
    2. Select WorkDrive from the top menu.
    3. Select the required files and folders.
    4. Click the More actions icon (...) next to the Download button in the top action bar.
    5. Select Copy To from the dropdown
    6. Select a destination folder to paste the selected items.
    7. Click Copy.

    Note

    You should have at least the Editor role in the destination folder to copy files and folders.

    Delete and restore files and folders 

    Weed out unwanted files and folders in your Team Folder by deleting them. If you make a mistake, though, you can restore them instantly. You'll never have to worry about accidentally deleting an important file again! To move a file or folder to Trash, follow the steps mentioned below:

    1. Log in to https://mail.gov.in
    2. Select WorkDrive from the top menu.
    3. Navigate to the left pane and choose My Folder or a Team Folder from which you want to delete a file or folder. The selected My Folder or a Team Folder, along with the list of associated files and folders will appear on the right.
    4. Right-click on the file or folder that you want to delete and select Move to Trash.
      Alternatively, select a file or folder that you wish to delete and click on the More actions icon (...) at the top and choose Move to Trash.
    5. The selected item will be moved to the Trash folder within the selected My Folder or a Team Folder.

    Note

    Only Admins and Organizers can move files and folders to the respective Team Folder's Trash.

    Restore a file or folder from Trash

    1. Log in to https://mail.gov.in
    2. Select WorkDrive from the top menu.
    3. Navigate to the left panel and choose a Team Folder or My Folder from which you want to restore a file or folder.
    4. The selected Team Folder or My Folder with the list of associated files and folders will appear on the right.
    5. Click the Manage button at the top and choose Trash. The Trash folder will appear.
    6. Select the file or folder you want to restore and click the Restore button at the top of the trash list.
    7. Alternatively, you can also hover over the file or folder and click Restore.

    Data retention policy in WorkDrive

    A Data Retention Policy allows you to retain files and folders in trash for up to a certain period (such as 30 days), then automatically delete them afterwards. With the team-level Data Retention Policies in WorkDrive, you can easily manage your files and folders to protect data and save storage.

    • For Trash in My Folders and Team Folders, you can choose whether you want to keep those files indefinitely or delete them after 7, 15, or 30 days.

    Maintain personal files in My Folders

    My Folders is your secure private space where you can create and store all your files and access them easily. You can move files from My Folders to any of the Team Folders for which you have at least the Editor role. You can also share files with your colleagues or friends.

    Simply search using the file name, the folder name, or the author's name. You can also search using a keyword related to the content of the file. Apply filters to further narrow down your search results based on location, file type, file owner, and date.

    WorkDrive also supports searching text (Optical Character Recognition) and objects (Object Detection) in images.

    • Searching text within images - Optical Character Recognition (OCR): This feature extracts text from all your images, i.e, from image files as well as from documents where images have been added. Texts will be extracted from images and converted into searchable metadata through the method of Optical Character Recognition (OCR).
      For example, if you use the search term "car", the OCR feature will fetch all images and documents where the word "car" occurs in images.
    • Searching objects in images (Object Detection): With WorkDrive's Object Detection feature, you can search for image files based on the actual objects present in them.
      For example, if you use the search term "laptop", the Object Detection feature will fetch all images that have the object laptop in them.

    Unlimited File Versions

    View all the file versions you and your collaborators have created. Easily switch back to any previous versions without overwriting your current version.

    1. Log in to https://mail.gov.in
    2. Select WorkDrive from the top menu.
    3. Select a file in a Team Folder.
    4. Click the More actions icon (...) next to the Download button in the top actions bar, then select Properties from the dropdown.
    5. Click the Versions tab to view the list of that file's versions.
    6. You will be able to do the following:
      • Upload a new version
      • Restore a version as the top version
      • Preview a version
      • Download a version
      • Save a version as a new file
      • Delete a version

    Activity Timeline

    View all collaborator activities on a file, such as editing, commenting, sharing, and more. Follow the steps mentioned below to view the Activity Timeline:

    1. Log in to https://mail.gov.in
    2. Select WorkDrive from the top menu.
    3. Select a file in a Team Folder.
    4. Click the More actions icon (...) next to the Download button in the top actions bar, then select Properties from the dropdown.
    5. Click the Activity tab to view all the activities on the file based on the date and time.

    Access Stats

    With WorkDrive's advanced access stats for a file, you can view who has accessed your file and what actions they performed (e.g., number of views and downloads). To view file access stats, follow the steps mentioned below:

    1. Log in to https://mail.gov.in
    2. Select WorkDrive from the top menu.
    3. Select a file in a Team Folder.
    4. Click the More actions icon (...) next to the Download button in the top actions bar, then select Properties from the dropdown.
    5. Click the Access Stats tab to view the number of users who have accessed the file, along with their total number of views and downloads.


     

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