CSP File Management: Zoho Workdrive
This document outlines CSP's policy, process, and criteria for organizing and storing files within Zoho Workdrive. Adhering to these guidelines will ensure consistent file structure, optimize search and retrieval efficiency, and minimize unnecessary storage consumption. This will ultimately improve collaboration and productivity across the organization.
Policy Guidelines
File Content Compliance
○ Only internal work-related documents and data, such as training materials, project-related files, and recorded meetings, should be saved in Zoho WorkDrive.
○ Prohibited content includes personal files, copyrighted material without permission, and sensitive information without proper authorization.
Folder Structure and Organization
○ All files must be saved in designated folders based on departments, projects, or categories.
○ Avoid creating duplicate folders or redundant categories.
○ Employees who need a new folder must advise the Drive Team to align it with the company directory.
File Naming Conventions
○ Use clear, consistent file names that include:
■ Project Name or Code
■ Document Type (e.g., Report, Plan, Deck)
■ Date (YYYY-MM-DD format) if needed.
○ Example: 20250117 - Turnover Rate Planning
File Access and Permissions
○ Save files in shared folders only when collaboration is needed.
○ For the Leadership Team, sensitive files must have restricted access but can be assigned appropriate permissions if needed to minimize security risks.
Retention and Archiving
○ Active files should remain in designated folders.
○ Files not active for 12 months should be archived in a dedicated "Archive" folder.
○ Files older than 5 years should be reviewed for deletion except for regulatory or legal requirements.
Backup and Recovery
○ Ensure critical files are backed up regularly.
○ Use Zoho WorkDrive’s version control to track changes and recover older versions if needed.
Security Measures
○ Verify all files for malware or viruses before saving them.
○ Report any unauthorized file access or modifications immediately to the Leadership Team.
Process of Saving Files in Zoho WorkDrive
Step 1: Name the File Appropriately
● Follow the company’s naming conventions.
● Ensure it’s not a duplicate file name and append “_updated” or a version number if necessary.
Step 2: Log In and Access WorkDrive
● Log in using your company credentials via a secure connection.
Step 3: Select the Appropriate Folder
● Navigate to the designated folder. If unsure, consult your team or manager before saving.
Step 4: Save or Upload the File
● Please refer to the Video Resizing Tutorial Document if saving a video recording exceeding 999MB. Zoho WorkDrive only allows video playback via their web player for files under 1GB. ● Use the “Upload” button to save a file from your device or drag and drop files directly.
● You can create new documents directly in Zoho WorkDrive using built-in tools like Zoho Writer or Zoho Sheet. Alternatively, if you upload a new document, Zoho will automatically convert it into its native tools.
Step 5: Assign Permissions
● Adjust sharing settings to ensure only authorized users have access.
● Use roles like Viewer, Editor, or Commenter, depending on the requirement.
Step 6: Review and Confirm
● Open the file to verify it was saved correctly and is accessible.
● Notify team members if the file requires action or review.
Step 7: Maintenance
● Periodically review and update files to ensure relevance and accuracy.
● Move outdated files to an archive or delete them.
Hierarchical Team Folder Structure:
Training Files - stores the foundation training modules, videos, onboarding guides, and essential learning resources.
● Admin Training
○ 2024 Admin Training
■ 2023 - Admin Dashboards
■ Introduction to CSP
■ Module 1: Deal Creation
■ Module 2: CRM E-list
■ Module 3: Submit to INS
■ Module 4: Calls or Follow-ups (DialPad)
■ Module 5: Handling Revised SOL
■ Pretend Account for Training
○ 2025 Admin Training
■ 2025 - TRAINING DEALS FILES
■ Intro to CSP
■ Module 1: Deal Creations
■ Module 2: E-LIST
■ Module 3: Revx & Subx
■ Module 4: Calls
■ Module 5: Highlighting
○ Compensation Program
● AM Training
○ 2020 - SP Webinar
○ 2022 - Negotiations
○ 2022 - Roof Sales Mastery
○ 2024 - ADMIN TO AM TRAINING
■ 3D
■ 3D - Senior AMs
■ Anatomy of the Roof Videos
■ CLAIMS MANAGEMENT
■ Preview Day
■ Q&A Sessions
■ Role Play Sesh
■ Stage 1
■ Stage 2
■ Stage 3
■ Stage 4
○ 2024 - Bai's Training with Daisy
○ Other AM Training Videos (SAVE)
■ 2021 - Training Videos
■ 2022 - Spring - Training Videos
■ 2022-05 Negotiations Training
■ 2023 Training Videos
■ Other Training
■ SKYLIGHTS
○ Other files
● AM/Admin Manual
● Estimator Training
● GGR Training
● OLD
● Onboarding
● Other Files
○ Zoho Deluge Training
○ DialPad
● Quality Process
● RE Manager Training
● Relationship Manager Training
● Water Mitigation Training
Specific Process Resources - stores the process refreshers and line item negotiation videos/files.
● Administrative
○ Quality Process
● For Clients
● Process Refreshers
○ Case Study: Overpayment & REVX
○ Deal Creations Refresher
○ SUBX Refresher
○ Velocity Refresher
● Video Resource Library
○ 20240911 - Insurance Claims Seminar with John Senac
○ Items (e.g., skylights, sheathing)
○ Processes (e.g., how to handle partial approvals)
○ QUESTIONS re DEALS
○ RF Management
■ QIP with Vlad
Leadership Team - A private folder that stores the Leadership Team’s files and recorded meetings. Please note that only the main folders are stated here for confidentiality, and links will not be added to the directory.
● Vicki’s
● Training, Support, & Coordination
● Operations Manager
● Project Management
● Other LT Meetings
Huddle/Team Meetings - stores the recorded morning huddles and monthly team meetings. Subfolders will be added accordingly once the need arises.
● CSP Book Study
● Morning Huddles
● Monthly Team Meetings
● Other Meetings
Project Files - stores all project-related files and recorded meetings needed for collaboration across all team members. Subfolders will be added if there is a connected initiative or mini-project
● AI Symbility HLX
● Allstate Project
● Call Handling Project
● Depreciation Project
● Financial Initiative
● Interactions Project
● Knowledge Base
● Overdue Task Email Report
● PLUX Project
● Sales Deck Project
● Trello Board
● Velocity Project
● VoIP Project
● Water Mitigation Project
● Weekly Metrics Management
● Weekly Performance Email Report
● Weekly Updates Mgt & Reporting
● Zoho Tools
● CSP Blogs
● CSP Logo
● Operations
● Project Stickiness
● Unresponsive Adjuster Management
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