Using Shared Folders in Zoom Hub

Requirements for using shared folders

• Account owner or admin privileges to enable at account or group level
  Note: Zoom Hub may not be available for select verticals and other select customers.
• Zoom desktop app
  • Windows: 6.5.5 or higher
  • macOS: 6.5.5 or higher
  • Linux: 6.5.5 or higher
• Zoom Hub enabled
• Shared folders enabled

How to create shared folders in Hub

Hub helps with asset management in collaborative projects by organizing them in shared folders, where multiple users can access, create, and edit assets. To create a shared folder:

1. Access Zoom Hub.

2. In the left sidebar, to the right of Shared folders, click the plus icon .
   This will show the shared folder creation popup, which also has a preview of what the shared folder will look like.

3. Under Icon & Name, enter the folder's name.

4. (Optional) Under Icon & Name, select an icon for the folder.

5. (Optional) Under Description, enter an introductory description.

6. Under Choose a template, choose between the different shared folder templates or a blank shared folder.

7. Under Invite people, add each user that you want as collaborators for the shared folder.

8. (Optional) To the right of a user's name, click the dropdown menu for the following options:

   • Manager: Switches the user's role to manager, which can edit shared folder settings and has full access to assets in the shared folder

   • Member: Switches the user's role to member, which can access, create, and edit assets in the shared folder
     Note: Member is the default role for invited users.

   • Remove: Removes the user as a collaborator in the shared folder

9. At the bottom-right corner, click Create.
   The created shared folder will be accessible under Shared folders in Hub's left sidebar.

How to create assets or folders in a shared folder

1. Access the shared folder page.

2. In the top-right corner, click New.

3. Select the option based on which asset you want to create:
   • New document
   • New data table
   • Create with AI companion
     Note: This option requires creating files in Hub with AI Companion to be enabled.
   • New folder
   • Templates
     This will display existing templates for docs and data tables that the user can choose from.
   • Import
     This will display options to import local files or HTML content as docs

How to manage a shared folder

Customize basic details

1. Access the shared folder page.

2. In the top-left corner, select the option based on which basic detail you want to customize or update:

   • Name

   • Icon

   • Description

Invite members

1. Access the shared folder page.

2. In the top-right corner of the shared folder page, click Invite.
   The Invite popup will appear.

3. Under Invite people, add each user that you want as collaborators for the shared folder.

4. Click the dropdown menu and choose from the following:

   • Manager: Assign the invited users role as managers, which can edit shared folder settings and has full access to assets in the shared folder

   • Member: Assign the invited users role as members, which can access, create, and edit assets in the shared folder
     Note: Member is the default role for invited users.

5. (Optional) To notify the invited users through chat, select the Notify in chat check box.

6. At the bottom-right corner, click Send.

Access quick actions

1. Access the shared folder page.

2. In the top-right corner of the shared folder page, click the more icon .

3. Choose from any of the following quick actions:

   • Copy link: Copy the link URL of the folder to share with others

   • Rename: Access the General settings to rename the shared folder

   • Manage members: Access the Members settings to manage members

   • Settings: Access the following shared folder Settings

     • General: Display the general settings:

       • Name: Rename the shared folder

       • Icon: Change the shared folder icon

       • Description: Change the shared folder description

       • Leave shared folder: Leave the shared folder
         Note: If a shared folder only has one manager, that manager can't leave until they assign another member to the manager role.

       • Delete shared folder: Permanently deletes a shared folder

     • Members: Display the roles and permissions settings:

       • Invite: Update the member list by searching for contacts, channels, or emails and designating them as either a member or a manager

       • Search field: Search for a member to change their role or remove them from the member list.

       • Manager tab: Shows the number of managers and provides quick access to manage a manager's role.

       • Member tab: Shows the number of members and provides quick access to manage a member's role or default permission to either Editor, Commenter, or Viewer.

     • Security: Enables or disables users outside the organization from being invited to the shared folder.
       Note: If disabled, external users can't be added and existing external members will also lose access to the shared folder and the assets inside it.

   • View trash: Show all assets and folders inside this shared folder that have been deleted within the past 30 days
     Note:

     • Each shared folder has its separate trash page.

     • Other assets and folders that have been deleted within the past 30 days are listed in Hub's Trash page.

   • Leave: Leave the shared folder
     Note: If a shared folder only has one manager, that manager can't leave until they assign another member to the manager role.

   • Move to trash: Delete the shared folder by following these steps:

     1. Type the folder name.

     2. Click Delete shared folder.

     Note: Deleting a shared folder will delete all documents inside. Once deleted, the folder and the documents inside can't be restored.

How to manage assets in a shared folder

1. Access the shared folder page.

2. To the right of the All documents tab, click the plus icon .

1. Follow the step depending on whether the asset to pin is an existing asset or a new asset:

   • To pin an existing asset:

     1. Click the Recent tab.

     2. Either search for the asset or select from the recent asset list.

     3. In the bottom-right corner, click Add.
        The chosen existing asset will be pinned as a tab in the shared folder page.

   • To pin a new asset:

     1. Click the New tab.

     2. Either click on a new asset or select from the existing assets templates.

     3. (Optional) To preview what an existing asset template looks like, click Preview.

     4. To confirm use of an existing asset template, click the Add tab.
        The chosen new asset will be pinned as a tab in the shared folder page.