1. Open the file or folder in WorkDrive and choose Share.
2. For a known team member, add their exact organisation identity and select the minimum useful permission.
3. For an external recipient, review the external-sharing controls permitted by the team and folder. Apply expiration, password or download restrictions where the selected plan and share type support them.
4. Send the link through the agreed channel, then ask the recipient to open it using the intended account.
5. Check the sharing details after the test to confirm no broader link or inherited permission exposes the same material.

A link to one file may still sit inside a folder with wider access. Check parent-folder membership before assuming the individual link defines the full audience. Use a dedicated external-delivery folder when it helps keep customer material separate.

If the recipient sees an access request, verify their signed-in address and the share type. An administrator may have disabled external sharing. Request the appropriate exception or use an approved alternative, rather than publishing the file to everyone.

If a collaborator can view but cannot edit, inspect both the permission and file type. Online editing capabilities depend on the application and format, so downloading a file is not the same as editing a shared online document.

Review and remove temporary permissions when the project closes. Test that the link no longer provides access. Revocation prevents future access through that share but cannot retrieve copies already downloaded or sent elsewhere. Keep the final approved version in the organisation's controlled workspace.

• Organising business files in Zoho WorkDrive Team Folders
• Reviewing a document with colleagues in Zoho Writer
• Collaborating safely on a Zoho Sheet workbook
• Choosing online collaboration tools and checking file compatibility

• Zoho Help: Share Files And Folders Directly With Team Members And Groups
• Zoho Help: Manage Shared Items In Team Folder
• Official product: Zoho Workplace