Zoho Docs - Admin Guide
Quick Start Guide for Admins
©2014 Zoho Corp, All Rights Reserved.
Contents
1 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
1.1 About this guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
1.2 Zoho Docs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
1.3 Admin Console . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
1.3.1 Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
1.4 Zoho Training Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
2 Get Started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
3 Organizational Profile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
4 Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
4.1 Setting User Roles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
4.2 Managing Apps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
5 Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
6 Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
6.1 Privileges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
6.2 Change Super Admin . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
6.3 SAML Based SSO . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
7 Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
7.1 Password Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
7.2 Allowed IPs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
8 Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
8.1 Usage Stats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
8.2 Activity Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
8.3 Storage Stats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
9 Admin Governance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
9.1 Document Finder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
9.2 Transfer Document / Folder Ownership . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
9.3 Restore Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12
10 Manage Your Subscription . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
10.1 Access & change billing information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
10.2 Purchase extra storage space . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
10.3 Purchase user licenses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
10.4 Downgrade your account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
11 Contact Us . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Quick Start Guide for Admins : Zoho Docs
Page 2
Introduction
About this guide
This guide is intended to help the organization administrators understand the functionalities of
the Admin Console and also set up Zoho Docs for their organization.
Zoho Docs
Zoho Docs is a comprehensive cloud-based document management system which allows you
to create, share, collaborate, and manage all your business documents in one single location.
It stores all your files securely in the cloud and helps you share files with anyone within the
organization, or with external partners, clients and customers. With Zoho Docs, your organization
can handle document creation, file sharing, file synchronization; precisely online using any
device (PC, Laptops, mobile phones and tablets). You can now focus on business productivity
gains than spending enormous time in managing business documents.
Admin Console
As the organizational administrator, you hold the power to control how the information is being
shared. The Admin Console allows you to manage users and groups, set password policies,
manage security settings, generate periodical usage reports to monitor the type and volume of
content that are being produced by the users in an organization, etc.
Features
Admin Console allows you to take control of the following:
1.
2.
3.
4.
5.
6.
7.
Set up organization profile
Manage user accounts
Create and manage groups
Set up organization policies
Manage security settings
Monitor usage and activity reports
Admin Governance (or) Document ownership control
As the administrator you are empowered to find and access any file or folder, change the
ownership, and restore deleted documents.
Quick Start Guide for Admins : Zoho Docs
Page 3
Zoho Training Options
We believe that this quick start guide will help you understand the usage of Zoho Docs Admin
Console from the illustrations furnished for every feature and option. You can help yourself to
the various training materials available, and learn more about the product features.
1. User Guide - A step-by-step guide about product implementation, features and functions.
2. How-To Videos - Video tutorials that helps you understand the various features and functionalities of Zoho Docs.
3. FAQs - Get your questions instantly answered with the help of FAQs.
4. Webinars - Webinars help you to gain in-depth knowledge about the product and its features.
Get Started
This section will guide you to the admin console page and help you customize the organizational
settings, add users, and complete the account setup.
To open admin console screen:
1. Log in to your Zoho Docs account (https://docs.zoho.com)
2. On the top-right corner of your Zoho Docs home page, click the Settings
icon. The
Settings drop-down list is displayed.
3. From the drop-down list, click Admin Panel. The Admin Console page is displayed. Or, on
the bottom-left corner of the Zoho Docs home page, click the Admin Settings option.
Organizational Profile
This tab allows you to change the default Zoho Docs settings and customize it to suit your
organizational needs. You can add your organization details including name, logo, contact
details and regional settings in this tab.
To customize your organization settings:
1. In the Organization Name field, enter the name of your organization.
2. In the Customize Logo field, click Browse to add your company logo.
Quick Start Guide for Admins : Zoho Docs
Page 4
IMG1: Organizational Profile
Users
After you have customized your organizational profile, you can create user accounts by adding
the users to the organization. Only by becoming members of your organization, the users will
be able to use the features and the storage space your organization has subscribed for.
This tab displays the list of users added to your organization. You can add users to your
organization using the Add User button. You can also import users in bulk using the Import
User button.
To add user:
1. In the User tab of the Admin Console page, click the Add User button.
2. Enter the email address of the user and click Add User . You can add as many users as you
want by following these steps.
IMG2: User Management
Note: You can use the Import User button to import users in bulk.
Quick Start Guide for Admins : Zoho Docs
Page 5
The added users will receive an invitation mail and upon accepting the invitation, they will
become members of your organization. When the users accept the invitation, they will be asked
to provide their Zoho password. They will be prompted to create a Zoho account if they don’t
have one already.
Setting User Roles
Zoho Docs provides 3 user roles:
Super Admin
By default the user who subscribes for Zoho Docs and sets up the organization is the Super
Admin of the organization. Only the Super Admin has access to modify the Subscription details
of the organization. Also, the Super Admin can only make another user as the Super Admin to
the organization.
Administrator
You also can change organization settings and manage user accounts and data. You can perform
all the actions like add / delete users, create and manage groups, set password policies, manage
sharing settings, transfer ownership of documents, restore files and folders, etc.
Users
The users do not have access to the Admin console. They can however access their accounts and
manage their personal settings.
By default, all the members are added as ‘Users’ but the super admin can change the role of
any user to ‘Admin’, which will confer admin privileges to the user.
Managing Apps
All Zoho Docs apps, by default, are enabled for all the users. You can disable the apps for any
user by clicking the app icons in the user profile.
Groups
You can create groups based on the departments/verticals available in your organization and
add corresponding team members to the group. This enables group collaboration and allows
the users to share files with the team or a group of members easily.
Quick Start Guide for Admins : Zoho Docs
Page 6
To create groups:
1. In the Admin Console page, click the Groups tab.
2. Click the Create Group button. A dialog box appears.
3. Enter the Group Name and Description in the respective fields. Browse and upload a logo
for the group, and add members by entering email addresses.
4. Click Create Group and the group will be added to your Groups list.
IMG3: Create Groups
Settings
This section explains all the tabs available under the Settings menu. You can manage the
settings for access privileges, admin rights, and SAML authentication under this menu.
Privileges
Privileges tab allows you to set the Share, Export and Publish permissions for documents for the
users. With these options, you can choose to allow or deny rights to the users to share, export
and publish documents within or outside your organization.
Quick Start Guide for Admins : Zoho Docs
Page 7
IMG4: Admin Privileges
To set privileges:
1. Under Settings tab, click Privileges.
2. Click the appropriate check-boxes under Share, Export, and Publish section to manage the
documents shared in your organization.
Change Super Admin
You can also change or edit the email address of the super admin, in case there has been
change in administration.
To change super admin:
1. Under Settings tab, click Change Super Admin.
2. In the Super Admin drop-down list, select the name of the user to whom you want to tranfer
the ownership.
3. Click Save. The Super Admin rights will change automatically for the new user.
IMG5: Change Super Admin
Quick Start Guide for Admins : Zoho Docs
Page 8
SAML Based SSO
SAML is a derivative of XML and is a set of Standards. SAML enables Single Sign On for all browserbased applications across various domains and for all the users of the same organization.
Zoho Docs supports SAML based authentication mechanism for SSO. When you use the SAML
based authentication, the users of the Organization need not have separate credentials for
logging into Zoho Docs and other applications. SAML is available for the subscribers of Zoho
Docs.
Advantages of using SAML:
1. When you use SAML, it facilitates simple and secure authentication mechanism for users to
access their files.
2. It helps the Administrator to manage users centrally and have a single central authentication
system.
3. The users can have the password policies set up in the SAML provider only.
4. It also reduces the password maintenance and other security overheads for managing the
users.
Security
You can manage all the security related settings under this menu. It allows you to set password
policies, and restrict access to certain IP addresses.
IMG6: Admin Security
Password Policy
Using password policy you can enable stringent password rules, thus reducing the chances of
data exposure or hack by outsiders or malicious users. You can define specific password rules
including password expiry period, Minimum no of Password Length, Minimum Passwords in
History, Minimum no. of Special Character and Minimum no. of Numeric Character.
Quick Start Guide for Admins : Zoho Docs
Page 9
To set password policies:
1. Under Security tab, click Password Policy.
2. Enter the required details to create a strong password policy.​
Note: Refer the guidelines provided in the right pane to create a strong password policy.
Allowed IPs
To ensure data security, you can use Allowed IPs option to define the trusted IP addresses that are
used by the organization members to access files. You can specify which device or network is allowed
to access Zoho Docs. All computing devices such as computers, smart phones have an unique IP
address which can be used for identification. Using the ‘Allowed IPs’ feature, you can specify a list of
IP addresses or an IP address range that can have access to Zoho Docs. This functionality will come
handy when you do not want users to access their Zoho Docs accounts from unauthorized devices.
To allow IPs:
1.
2.
3.
4.
Under Security tab, click Allowed IPs.
To add IP adrresses to the list of allowed IPs, click the Add button.
Enter the range of the IP adress that you want to allow.
Select the role for which you want to allow the access, and click Add. The range fo IP adresses
will be allowed for the set role.
Reports
This menu helps you generate usage reports for your organization. You can check the
usage statistics, activity logs, and storage space availability.
IMG7: Admin Reports
Quick Start Guide for Admins : Zoho Docs
Page 10
Usage Stats
Usage Stats page depicts the summary about the organization’s used space and the amount of
free space that is available. You can also find the disk usage by each member of the organization
in graphical format.
The Summary Details chart displays the breakup of the total space used by the organization and
the free space remaining. It also gives the admin a complete picture of the total number of users
in the organization, the number of documents that has been, folders created and other details.
The Total Document Type, Document Created by type and Document Modified by type are
more streamlined graphs that show the percentage of different type of documents created by
the users, which are further classified as ‘created by’ and ‘modified by’ type.
Activity Log
You can track the log in, log out, events and other activities of each member of the organization
in the Activity Log. A description of the activity performed with the log time is displayed for
under this list. You can also perform an advanced search to filter out the event details. To export
the list of activities to your local drive, use the Export Activities button which will download an
spreadsheet of the activities to your computer.
Storage Stats
You can track the details of the storage space available for your organization. You can also
check the amount of space utilized by each user. It also displays the number of folders,
documents, and shared files created by the each user.
Admin Governance
This tab enables you to perform all administrative functions needed to manage your
organizational data. As an administrator, you can find and access any user’s document, transfer
document / folder ownership and restore lost documents.
Document Finder
You can trace the documents or files or folders of any Zoho Docs user of your organization in the
Document Finder tab.
Quick Start Guide for Admins : Zoho Docs
Page 11
IMG8: Admin Governance
To find documents:
1. Under Admin Governance tab, click Document Finder.
2. Enter the name of the document owner in the Owner search box, and click Submit All
the documents created by the user is displayed. You can download any file by using the
download icon next to each document.​
Transfer Document / Folder Ownership
You can transfer the file / folder ownership by using Transfer Document Ownership option.
To transfer document ownership:
1. Under Admin Governance tab, click Document Finder.Enter the name of the document
owner in the Owner search box, and click Submit.
2. In the top right corner of Zoho Docs homepage, click the Settings icon.
3. In the settings drop-down list, click Admin Panel. The Admin Console page is displayed.
4. Click the Admin Governance tab, and then click Transfer Document Ownership or Tranfer
Folder Ownership.
5. In the Owner search box, enter the username of the current owner of the document and
click Submit. All the documents owned by the user will be listed.
6. Select the check box of the document(s) you wish to change the ownership, and click
Change Owner. The Change Owner dialog box is displayed.
7. In the Change to User, enter the user name of the person you wish to assign as an owner to
your document(s).
8. Click Change Owner. Your document’s ownership is now successfully changed.
Restore Document
If one of your users has accidentally deleted one or more documents, you can easily retrieve
them back using the Restore Document option.
Quick Start Guide for Admins : Zoho Docs
Page 12
To restore a document:
1. Under Admin Governance tab, click Restore Document.
2. Enter the name of the document owner in the Owner search box, and click Submit.​All the
documents that were deleted from the trash are displayed here.
3. Click the check-box next to the document(s) that you want to restore and click Restore.
Manage Your Subscription
This section explains how you can manage your Zoho Docs subscription and other various
activities related to your business account.
Access & change billing information
Using this option you can change or edit the billing information entered during sign up.
To access billing information:
1. In the top-right corner of your Zoho Docs homepage, click the Settings icon. The Settings
list is displayed.
2. In the Settings list, click Manage Subscriptions. The Docs account page is displayed.
3. On the top-right corner of the page, click Settings
icon > Billing Details. Your current
billing details is shown.
4. To change the card details, click Change Card. Enter the new card details and click Save.
5. To change the billing address, click Change Address. Enter the new address and click Save.
IMG9: Manage Subscription
Quick Start Guide for Admins : Zoho Docs
Page 13
Purchase extra storage space
You can choose the amount of space needed depending on your requirement and add it to your
existing plan.
To add extra storage space:
1. In your Zoho Docs account page, hover the mouse over the Storage column, and click
Add Extra Storage. A drop-down list appears.
IMG10: Add Extra Storage
2. In the list, select the amount of storage space needed for your account. The cost for the
extra storage space is added to the Net Total amount.
IMG11: Net Total Storage
3. Click Upgrade to add the space to your account.
Quick Start Guide for Admins : Zoho Docs
Page 14
Purchase user licenses
You can add users to your existing account by purchasing more user licenses.
To purchase user license:
1. On the top-right corner of your Zoho Docs home page, click Settings
drop-down list is displayed.
icon. The Settings
2. Select the Manage Subscriptions option. Your current plan details is shown.
3. Hover the mouse over your plan details and click Add / Reduce User.
4. Click the plus
icon, and enter the number of users you want to add to the account.
The Net Total amount changes accordingly.
IMG12: Purchase user licenses
5. Click Upgrade to add the user licenses.
Downgrade your account
At any point of time, you can downgrade your account to a plan of your choice.
To downgrade your account:
1. In the plan details page, hover the mouse over your plan details, and click Change Plan.
All the plans are displayed.
Quick Start Guide for Admins : Zoho Docs
Page 15
IMG13: Change Plan
2. Click Downgrade to switch to the plan of your choice.
IMG14: Downgrade
Quick Start Guide for Admins : Zoho Docs
Page 16
Contact Us
We are here to answer your questions. Feel free to call us at 888 900 9646 and dial 7 for Zoho
Docs or write to [email protected].
©2013 Zoho Corp, Inc. All Rights Reserved