Using Zoho People 5.0? Access the new Administrator Guide >
Skip to product menu
close
  • Sales
    Press Space or Enter to display list of options
EXPLORE ALL PRODUCTS

Sales

 
CRM

Comprehensive CRM platform for customer-facing teams.

CRM
 
Bigin

Simple CRM for small businesses moving from spreadsheets.

Bigin
 
Forms

Build online forms for every business need.

Forms
 
SalesIQ

Live chat app to engage and convert website visitors.

SalesIQ
 
Bookings

Appointment scheduling app for consultations with customers.

Bookings
 
Sign

Digital signature app for businesses.

Sign
 
RouteIQ

Comprehensive sales map visualization and optimal route planning solution.

RouteIQ
 
Thrive

Complete loyalty and affiliate management platform.

Thrive
 
Voice

Cloud Contact Center Software for businesses.

Voice
 
Suites
CRM Plus

Unified platform to deliver top-notch customer experience.

CRM Plus

Marketing

 
Social

All-in-one social media management software.

Social
 
Campaigns

Create, send, and track targeted email campaigns that drive sales.

Campaigns
 
Forms

Build online forms for every business need.

Forms
 
Survey

Design surveys to reach and interact with your audience.

Survey
 
Sites

Online website builder with extensive customisation options.

Sites
 
PageSense

Website conversion optimization and personalisation platform.

PageSense
 
Backstage

End-to-end event management software.

Backstage
 
Webinar

Webinar platform for webcasting online webinars.

Webinar
 
Marketing Automation

All-in-one marketing automation software.

Marketing Automation
 
LandingPage

Smart landing page builder to increase conversion rates

LandingPage
 
Publish

Manage all your local business listings on a single platform.

Publish
 
SalesIQ

Live chat app to engage and convert website visitors.

SalesIQ
 
Sign

Digital signature app for businesses.

Sign
 
Thrive

Complete loyalty and affiliate management platform.

Thrive
 
Voice

Cloud Contact Center Software for businesses.

Voice
 
NEW
LeadChain

Sync, manage, and convert leads across channels seamlessly.

LeadChain
 
NEW
CommunitySpaces

Online community platform for individuals and businesses to grow their network and brand.

CommunitySpaces
 
Suites
Marketing Plus

Unified marketing platform for marketing teams.

Marketing Plus

Commerce and POS

 
Commerce

eCommerce platform to manage and market your online store.

Commerce

Service

 
Desk

Helpdesk software to deliver great customer support.

Desk
 
Assist

Remote support and unattended remote access software.

Assist
 
Lens

Interactive remote assistance software with augmented reality.

Lens
 
FSM

End-to-end field service management platform for service businesses.

FSM
 
SalesIQ

Live chat app to engage and convert website visitors.

SalesIQ
 
Voice

Cloud Contact Center Software for businesses.

Voice
 
Solo

The all-in-one toolkit for solopreneurs.

Solo
 
Bookings

Appointment scheduling app for consultations with customers.

Bookings
 
Suites
Service Plus

Unified platform for customer service and support teams.

Service Plus

Finance

 
Books

Powerful accounting platform for growing businesses.

Books
 
FREE
Invoice

100% Free invoicing solution.

Invoice
 
Expense

Effortless expense reporting platform.

Expense
 
Inventory

Powerful stock management and inventory control software.

Inventory
 
Billing

End-to-end billing solution for your business.

Billing
 
Checkout

Collect payments online with custom branded pages.

Checkout
 
NEW
Payroll

Payroll software with automated tax payments and filing.

Payroll
 
Solo

The all-in-one toolkit for solopreneurs.

Solo
 
Practice

Practice management software for accounting firms.

Practice
 
Sign

Digital signature app for businesses.

Sign
 
Commerce

eCommerce platform to manage and market your online store.

Commerce
 
Suites
Finance Plus

All-in-one suite to manage your operations and finances.

Finance Plus

Email and Collaboration

 
Mail

Secure email service for teams of all sizes.

Mail
 
Meeting

Online meeting software for all your video conferencing & webinar needs.

Meeting
 
Writer

Word processor for focused writing and discussions.

Writer
 
Sheet

Spreadsheet software for collaborative teams.

Sheet
 
Show

Create, edit, and share slides with a sleek presentation app.

Show
 
Notebook

Beautiful home for all your notes.

Notebook
 
Cliq

Stay in touch with teams no matter where you are.

Cliq
 
Connect

Employee experience platform to communicate, engage, and build positive employee relations.

Connect
 
Bookings

Appointment scheduling app for consultations with customers.

Bookings
 
TeamInbox

Shared inboxes for teams.

TeamInbox
 
WorkDrive

Online file management for teams.

WorkDrive
 
Sign

Digital signature app for businesses.

Sign
 
Office Suite

Powerful collaborative work platform for teams.

Office Suite
 
Office Integrator

Built in document editors for web apps.

Office Integrator
 
ZeptoMail

Secure and reliable transactional email sending service.

ZeptoMail
 
Calendar

Online business calendar to manage events and schedule appointments.

Calendar
 
Learn

Knowledge and learning management platform.

Learn
 
Voice

Cloud Contact Center Software for businesses.

Voice
 
ToDo

Collaborative task management for individuals and teams.

ToDo
 
Tables

Work management tool to connect people, processes, and information.

Tables
 
FREE
PDF Editor

Collaborative online PDF editing tool.

PDF Editor
 
Suites
Workplace

Application suite built to improve team productivity and collaboration.

Workplace

Human Resources

 
People

Organize, automate, and simplify your HR processes.

People
 
Recruit

Intuitive recruiting platform built to provide hiring solutions.

Recruit
 
Expense

Effortless expense reporting platform.

Expense
 
Workerly

Manage temporary staffing with an employee scheduling solution.

Workerly
 
NEW
Payroll

Payroll software with automated tax payments and filing.

Payroll
 
Shifts

Employee scheduling and time tracking app.

Shifts
 
Sign

Digital signature app for businesses.

Sign
 
Suites
People Plus

Comprehensive HR platform for seamless employee experiences.

People Plus

Security and IT Management

 
Creator

Build custom apps to simplify business processes.

Creator
 
Directory

Workforce identity and access management solution for cloud businesses.

Directory
 
FREE
OneAuth

Secure multi-factor authenticator (MFA) for all your online accounts.

OneAuth
 
Vault

Online password manager for teams.

Vault
 
Catalyst

Pro-code platform to build and deploy your apps.

Catalyst
 
Toolkit

Complete resource for any admin-related lookup queries.

Toolkit
 
Lens

Interactive remote assistance software with augmented reality.

Lens
 
Assist

Remote support and unattended remote access software.

Assist
 
QEngine

Test automation software to build, manage, execute, and report testcases.

QEngine
 
NEW
RPA

Automate manual, tedious, and repetitive tasks easily.

RPA

BI and Analytics

 
Analytics

Modern self-service BI and analytics platform.

Analytics
 
Embedded BI

Embedded analytics and white label BI solutions, tailored for your needs.

Embedded BI
 
DataPrep

AI-powered data preparation service for your data-driven organization.

DataPrep
 
NEW
IoT

Harnessing IoT analytics for real-time operational intelligence.

IoT

Project Management

 
Projects

Manage, track, and collaborate on projects with teams.

Projects
 
Sprints

Planning and tracking tool for scrum teams.

Sprints
 
BugTracker

Automatic bug tracking software for managing bugs.

BugTracker
 
Solo

The all-in-one toolkit for solopreneurs.

Solo

Developer Platforms

 
Creator

Build custom apps to simplify business processes.

Creator
 
Flow

Automate business workflows by creating smart integrations.

Flow
 
Catalyst

Pro-code platform to build and deploy your apps.

Catalyst
 
Office Integrator

Built in document editors for web apps.

Office Integrator
 
ZeptoMail

Secure and reliable transactional email sending service.

ZeptoMail
 
QEngine

Test automation software to build, manage, execute, and report testcases.

QEngine
 
Tables

Work management tool to connect people, processes, and information.

Tables
 
NEW
RPA

Automate manual, tedious, and repetitive tasks easily.

RPA
 
NEW
Apptics

Application analytics for all apps.

Apptics
 
Embedded BI

Embedded analytics and white label BI solutions, tailored for your needs.

Embedded BI
 
NEW
IoT

Build, deploy, and scale IoT solutions for connected businesses.

IoT
 
DataPrep

AI-powered data preparation service for your data-driven organization.

DataPrep

IoT

 
NEW
IoT

Low-code IoT platform and solutions for connected businesses.

IoT

Search Result

 
CRM Plus

Unified platform to deliver top-notch customer experience.

Try now
CRM Plus
 
Service Plus

Unified platform for customer service and support teams.

Try now
Service Plus
 
Finance Plus

All-in-one suite to manage your operations and finances.

Try now
Finance Plus
 
People Plus

Comprehensive HR platform for seamless employee experiences.

Try now
People Plus
 
Workplace

Application suite built to improve team productivity and collaboration.

Try now
Workplace
 
Marketing Plus

Unified marketing platform for marketing teams.

Try now
Marketing Plus
 
All-in-one suite

Zoho One

The Operating System for Business

Run your entire business on Zoho with our unified cloud software, designed to help you break down silos between departments and increase organizational efficiency.

TRY ZOHO ONE
Zoho One
Zoho Marketplace

With over 2000 ready-to-use extensions across 40+ categories, connect your favorite business tools with the Zoho products you already use.

EXPLORE MARKETPLACE
Marketplace
Skip to main content

Organization Files

Organization files are common files that are shared throughout the organization based on organization entities and locations. Organization files might include your employee handbook or policy documents.

Adding an Organization file

To add Organization Files,

  1. Beginning in your home page, go to  Files > Organization Files > + Add.
  2. Select the file you would like to add. You can either upload the file from your desktop, from Zoho WorkDrive or other cloud services.

Note: The following services are supported.

  1. Zoho Docs
  2. GDrive
  3. Dropbox
  4. One Drive
  5. Box
  6. Evernote
  1. Name the file.
  2. Select the entity to Share With. If you have not enabled organization structure, location and department will be listed.
  3. If you want to share this file with everyone in the organization, select Share with entire organization.
  4. Provide a description if needed.
  5. Under Folder,  select the folder or add a new folder. 
  6. If you want the file to have an expiration date, provide a valid until date.
  7. Enable acknowledgement using if required. You can read more about document acknowledgement feature here
  8. Check Employee under File Permissions if you want the employee to be able to download this file. 
  9. Select the relevant options under Notifications through which you want users to be notified. 

  1. Click Submit.

Viewing Organization Files of a specific Entity or Location

  1. From your home page, select Files, then Organization Files.
  2. Click the filter.
  3. Under Organization Entity, select the type of entity or location.
  4. Select the entity or location.

  • Hit Search.

You will be only able to see the Organization files pertaining to that entity or location.

Note: Organization structure feature is only available for the enterprise edition based on request.

Share files using copy file URL

You can copy the file URL of an organization file and share it as needed.

For instance, if you would like employees to see the leave policy when they apply leave, you can include an Add Notes field and include the URL to the leave policy in this field. When an employee views this field, they will be able to view the leave policy from the same page. Follow the steps given below to do this.

  1. Beginning in your home page, go to Settings (Gear icon) > Customization > Forms > Leave.
  2. Drag and drop an Add Notes field from the left side and add your text. For example, the text can be 'Click here to read the leave policy'.

  1. Return to your home page, go to Files, then Organization Files.
  2. Click Copy file URL.
  3. Go to the leave form and in the Add Notes field, then select the word you would like to hyperlink. 
  4. Click on the hyperlink icon on the top bar and insert the copied file URL.

When an employee applies for leave, they will be able to view the leave policy right on the same page as shown in the image below.

Employees also have the option to print the leave policy.

Note: You can edit or delete the added file only based on your role permissions.

Notifications

The Files module hosts options to notify the employees of your organization via email, or notify through Feeds on every new file that is added or every time there is an edit done. This increases policy awareness and keeps your employees informed of company information.

Permissions

You can set certain permissions regarding who can access the Files.

Enabling IP restriction for the file cabinet can help you restrict anyone from accessing this module from anywhere beyond the IP address mentioned. Follow the steps given below to do this.

  1. From your home page, go to Settings (Gear icon) > User Access Control > Allowed IPs.
  2. Click Add IP restriction.
  3. Give a From and To IP address to define the range.
  4. Under Modules, select Files.
  5. Under Applicable, select the Roles, Departments, Designation or Employee.
  6. Under Exceptions, select exceptions, if any.

 

  1. Click Save.

Note: When configuring IP restrictions, we always recommend using static IP addresses as dynamic IP addresses get refreshed in every 72 hours. Check with your ISP to get a static public IP address to implement in Zoho People. Contact support@zohopeople.com for any further assistance.

In addition to IP Restriction, Geo restriction is created in order to restrict access to files from outside a geographical range.

The restriction is applicable for any action in the files or folders adding, viewing, editing, deleting and downloading.

Follow the steps given below to create this restriction.

  1. From your home page, go to Settings (Gear Icon) > User Access Control > Geo Restriction
  2. Click on Add Geo Restriction.
  3. Click Share Location in the pop up in the top-left corner.
  4. Give a name.
  5. Under Applicable For, select Roles, Departments, Designations or Users. 
  6. Under Modules select Files. You can also select the other modules based on your need.

You will be able to see your current location by default.

  1. Use the Search tab to search for the starting location of your range.
  2. Use the drawing toolbar on the right-hand side to select the range.
  3. Click Show My Location icon to return to the current location.

 Tip: Use the delete layers icon in the drawing toolbar to delete a selection that has been made erroneously. Click Save after deleting and use the shapes to define your range again.

  1. Click Submit.

  Using IP restriction, you can only define a particular IP address from which employees can access the modules. However, using geo-restriction, you can define a location range within which the modules can be accessed.

Note: You can enable both IP restrictions and geo-restriction for your organization and make them applicable to employees based on the need.

You can also allow or restrict employees from downloading a file from Files.

While adding a file, you can also create this restriction. 

To add a file,

  1. From your home page, go to Files, then Organization Files.
  2. Click Add and upload the file.
  3. Uncheck Employee under File Permissions to restrict users from downloading the file.

  1. Enter other details and click Submit.

Note: This restriction can be created only for Organization Files.

 

HR Forms & Templates

..

What are HR Forms?
HR Forms in Zoho People are statutory forms that are created by a government that serve as a model or a free form to be used. They usually meet all legal requirements and can be used without any textual changes.

..

Where is this useful ?
There are some important statutory forms such as the I-9 form (in the United States), that are often used while inducting new employees into the organization. This action can be completed in a quick and effective manner using these HR forms.

HR Forms house important statutory forms that you can use to:

  • Share with many or all employees in your organization by converting the form into an organization file.
  • Send for e- signatures to multiple employees from organization files.

 

To share an HR Form with multiple employees:

  1. Go to Files > HR Forms & Templates.

  1. Click the ellipsis icon beside the form you want to share.
  2. Click Move to Organization Files.

  1. Enter and edit the details, wherever required.

  1. Click Submit.

To send an HR form for e-sign:

  1. Go to Files > Organization files.
  2. Click the ellipsis icon beside the form, now converted as a file.

All the required signature fields will be auto populated.

  1. To send for signature directly, select Send for Signature. If All Employees is selected, then the file will be sent to all the applicable employees for e-sign. Otherwise choose Select Employees and add employees.If you want to make changes to the signature fields before sending, click Edit Signature Template.

  1. Make the required changes to the file and click Save.

HR Templates

..

What are HR Templates?
HR Templates in Zoho People are common HR documents used by the HR department in organizations to guide and manage employees

The Company Handbook Template can be edited and used to inform employees about the organization's vision, mission, goals, and policies. The handbook is usually handed out to all new members in an organization.

The template can be:

  • Customized based on the region it is to be applied to. For example, a company handbook for India will vastly vary with that of the US region.
  • Shared with the applicable location, department and other criteria.
  • Sent for e-sign to the applicable recipients.

 

To customize and share the Company Handbook with applicable recipients:

  1. Go to Files > HR Forms and Templates.
  2. Click the ellipsis icon beside company handbook.

  1. Click Edit Template.
  2. Click on the template.

  1. Make the necessary changes and click Done.
  2. Click Proceed in the popup message that appears.

  1. Return to the template and click the ellipsis icon beside it.
  2. Click Merge and Add to Organization files.
  3. Preview the data that you have merged and click Add to Organization Files.

  1. Enter and edit the details wherever required.

  1. Click Submit.

To send the edited company handbook for e-sign to applicable recipients.

  1. Go to Files > Organization files.
  2. Click the ellipsis icon beside the file.
  3. Select Setup signature template.

  1. Enter the name of the file and other required details.

  1. Click Next.
  2. Add the required fields in the file for e-sign.

  1. Click Save.