Zoho CRM for Everyone is changing the way teams collaborate on customer data, and Team Folders are at the heart of this transformation. Whether you’re in sales, marketing, support, or operations, Team Folders help organize your workspaces, streamline collaboration, and ensure everyone has access to the data and tools they need.
We will walk you through what Team Folders are, why they matter, and how to set them up in just a few steps.
🔍 What Are Team Folders?
Team Folders are shared workspaces within Zoho CRM that allow teams to group together key assets like:
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Views
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Reports
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Dashboards
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Email templates
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Custom components
Each folder is assigned to a specific team, with customizable access controls to keep data secure and relevant.
✅ Benefits of Using Team Folders
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Centralized access: No more hunting for reports or templates across modules.
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Clear ownership: Every folder is tied to a team, with clear visibility and permissions.
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Better collaboration: Share insights and tools in real-time, with fewer silos.
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Faster onboarding: New team members get immediate access to the tools they need.
🛠️ How to Set Up Team Folders in Zoho CRM
1. Enable “Zoho CRM for Everyone” (if not already active)
To use Team Folders, your org must have “Zoho CRM for Everyone” enabled. This is typically managed by your Zoho CRM admin under Setup > General > Zoho CRM for Everyone.
2. Define Your Teams
Before creating folders, clearly define which teams will need them. Common examples:
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Sales Team (Regional or Product-based)
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Marketing Team
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Customer Support
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Revenue Ops
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Leadership
You can configure teams under:
Setup > Users and Control > Teams
Assign users to the appropriate teams based on roles and responsibilities.
3. Create a Team Folder
To create a Team Folder:
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Navigate to any component that supports Team Folders (e.g., Reports, Dashboards, Views).
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Click on “+ Create Folder” or “Move to Folder”, depending on the module.
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Choose “Team Folder” and select the relevant team from the dropdown.
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Name the folder (e.g., “Q2 Sales Reports – North America”) and add a description.
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Set access permissions (View/Edit/Manage) as needed.
📌 Pro Tip: Use consistent naming conventions across folders for clarity and scalability.
4. Add Views, Reports, Dashboards, and More
Once a folder is created:
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Add Views from modules like Deals or Contacts by saving and choosing the Team Folder as the destination.
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Add Reports and Dashboards via their respective builders.
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Create or move Templates and other reusable tools into the folder.
Each team will now have a centralized workspace with everything they need.
5. Manage Access and Collaborate
Admins and team leaders can:
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Modify permissions at the folder level
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Monitor usage and make updates
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Collaborate with other teams by sharing folders when needed
You can always move components between folders or update visibility settings as your org evolves.
🎯 Final Thoughts
Team Folders are a simple yet powerful way to bring structure, collaboration, and visibility to Zoho CRM. By setting them up thoughtfully, you’re giving your teams the foundation they need to move faster, align better, and serve customers more effectively.
If you’re just getting started with Zoho CRM for Everyone, Team Folders are one of the easiest ways to start seeing value right away.
💬 Have questions or tips about setting up Team Folders? Fill out my form or send me an email— happy to help!