Create custom embed codes for files and folders in a Team Folder
Easily create embed codes for files and folders stored in a Team Folder and add them to websites or blogs. For embed codes, you can set a password, allow or restrict downloads, and request user data from external users. You can create multiple custom embed codes for the same file or folder and add them to different websites or blogs.
WorkDrive's reports for each embed code show you the number of views and downloads made by external users, as well as any requested user details, such as name, phone number, and email address.
- Zoho WorkDrive supports preview for 160+ file formats. View the complete list of supported files and their limitations here.
- With WorkDrive, you can embed all 160+ file types (including PDFs, images, and videos) on websites and blogs.
To create an embed code for a file:
1. Select a file from a WorkDrive Team Folder and click the share icon in the top action bar. A share dialog box will appear.
Alternatively, you can also right-click a file and select Share.
2. Click New embed code. An embed code dialog box will open.
3. Enter an embed code name for easy reference.
4. The available access level for files is View, meaning external users can only view the embedded files on websites and blogs.
5. To enable password access to the file, toggle Set password ON and enter a password.
You can add passwords when you share confidential files. This way, anyone who tries to open the embedded file will have to provide the password you've set for the file.
6. Toggle ON Allow downloads to let external users download the embedded file. If you wish to restrict users from downloading the file, toggle OFF.
7. Toggle ON Request user data and choose required user details, such as name, email address, and phone number.
When this is enabled, users have to submit their requested details to access the file. This way, you know who opens your file via the embed code.
8. Click Create. A new dialog box will open.
9. Click Copy Code and add the embed code to a website or blog.
10. Close the dialog box and click the share icon in the top action bar again to see the embed code created at the bottom of the share dialog box.
11. Click Actions next to the embed code and you will have these options:
Copy Code: You can copy the embed code and add it to a website or blog.
View Stats: WorkDrive will show you a list of external users who have accessed the embedded file, their number of views and downloads, and the date and time they recently accessed.
Change settings: You can change the embed code settings (password and download setting) at anytime after creating the code, or create a new custom code for the same file.
Delete embed code: You can delete the embed code if required.
When a file is embedded on a website or blog, external users can preview the file. They can also download the file based on download permissions set by the file owner.
To create an embed code for a folder:
1. Select a folder from a WorkDrive Team Folder and click the share icon in the top action bar. A share dialog box will appear.
Alternatively, you can also right-click a folder and select Share.
2. Click New embed code. An embed code dialog box will open.
3. Enter an embed code name for easy reference.
4. The available access level for folders is View, meaning external users can view the embedded folder and its files on websites and blogs.
5. To enable password access to the folder, toggle Set password ON and enter a password.
You can add passwords when you share a confidential folder. This way, anyone who tries to open the embedded folder will have to provide the password you've set to access the folder.
6. Toggle ON Allow downloads to let external users download the embedded folder. If you wish to restrict users from downloading the folder, toggle OFF.
7. Toggle ON Request user data and choose required user details, such as name, email address, and phone number.
If this is enabled, users have to submit their details to access the folder. This way, you know who opens your folder via the embed code.
8. Click Create. A new dialog box will open.
9. Click Copy Code and add the embed code to a website or blog.
10. Close the dialog box and click the share icon in the top action bar again to see the embed code created at the bottom of the share dialog box.
11. Click Actions next to the embed code and you will have these options:
Copy Code: You can copy the embed code and add it to a website or blog.
View Stats: WorkDrive will show you a list of external users who have accessed the embedded folder, their number of views and downloads, and the date and time they recently accessed.
Change settings: You can change the embed code settings (password and download setting) at anytime after creating the code, or create a new custom code for the same folder.
Delete embed code: You can delete the embed code if required.
When a folder is embedded on a website or blog, external users can see all the files stored inside. They can preview these files and download them based on download permissions set by the folder owner.
- You can generate multiple custom embed codes for a single file or folder and add them to different websites or blogs
- You can find separate access statistics for each embed code by clicking Stats in the share dialog box
- Deleting embed codes will remove access to embedded files and folders for external users
- The external sharing feature can be enabled or disabled at the team level by the super admin or an admin
- When external sharing is enabled at the team level, Team Folder Admins can choose to enable or disable external sharing within their Team Folders
- If external sharing is enabled, only Admins and Organizers in a Team Folder can create embed codes for their files and folders
- If external sharing is disabled,
Admins and Organizers in a Team Folder cannot create new embed codes or manage existing embed codes for files and folders
All previously created embed codes will become invalid, and embedded files and folders on websites or blogs will not be accessible to external users
Create embed codes for files and folders in My Folders
You can create embed codes for files and folders in My Folders the same way you do in Team Folders (explained above).
- If external sharing is enabled at the team level, any team members can create embed codes for files and folders in My Folders
- If external sharing is disabled, team members cannot create new embed codes or manage existing embed codes for files and folders in My Folders
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