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Admin Guide

Enable and configure the Documents (WorkDrive) module for your Ventana portal organization.

For Admins

Who this guide is for

  • Portal administrators
  • Anyone with the Admin role

What you’ll learn

  • How to enable the Documents feature flag
  • How to connect a WorkDrive root folder
  • How to grant role and per-user access

On this page

  1. Enable the Documents feature
  2. Configure the WorkDrive folder
  3. Configure module permissions
  4. Grant per-user folder access
Step 1 of 4

Enable the Documents Feature

The Documents feature is controlled by a global toggle in Settings → Field Configuration → Features. Flipping this on makes the Documents module available to your organization.

Field Configuration page showing the Documents (WorkDrive) feature toggle highlighted The portal Settings page shows a Features card with four rows: Zoho Desk Support (on, dim), Invoices (off, dim), Documents (WorkDrive) (on, highlighted with orange border), and Signatures (off, dim). Three callouts mark the Settings nav item, the Documents row, and the toggle switch. app.getventana.com/portal/field-config Ventana Users Settings Billing Field Configuration Manage integrations, features, and field settings. FEATURES Zoho Desk Support Enable the Support module for ticket submission. Invoices Show the Invoices module to users. Documents (WorkDrive) Allow users to view shared WorkDrive documents. Signatures Allow users to sign and track documents via Zoho Sign. 1 2 3
1

Open Settings

Click Settings in the left sidebar. This takes you to the Field Configuration page where all module toggles live.

2

Find the “Documents (WorkDrive)” row

Scroll to the Features card and locate the row labeled Documents (WorkDrive).

3

Flip the toggle to ON

Click the toggle on the right side of the row. It turns teal when enabled. The change saves automatically.

⚠️
Enabling the feature is only the first step. You must also enter a WorkDrive folder ID (Step 2) and grant role permissions (Step 3) before users can see documents.
Step 2 of 4

Configure the WorkDrive Folder

After enabling the feature, paste your WorkDrive root folder ID into the field that appears below the toggle. This folder serves as the portal root — users browse from this folder and its subfolders.

Field Configuration Features card with the Documents row expanded to show the WorkDrive Root Folder ID input The Documents (WorkDrive) row in the Features card is highlighted and expanded to show a WorkDrive Root Folder ID text input field. A Save Features button appears at the bottom right. Two callouts indicate the folder ID input and the Save Features button. app.getventana.com/portal/field-config Field Configuration Manage integrations, features, and field settings. FEATURES Documents (WorkDrive) Allow users to view shared WorkDrive documents. WorkDrive Root Folder ID wdrive_XXXXXXXXXX Save Features 1 2
1

Enter the WorkDrive Root Folder ID

Paste the ID of the WorkDrive folder you want to use as the portal root. Users will see the contents of this folder (and its subfolders) in their Documents view.

2

Click “Save Features”

Click the Save Features button at the bottom right of the Features card to persist the folder ID.

ℹ️
To find a WorkDrive folder ID, open the folder in Zoho WorkDrive. The ID appears in the browser URL after /folder/.
⚠️
All users browse from this root folder by default. You can also assign individual subfolders to specific users — see Step 4.
Step 3 of 4

Configure Module Permissions

Below the Features card, the Module Permissions table controls which roles can access each module. Unlike most modules, both the User and Professional roles can be granted Documents access.

Module Permissions table with the Documents row highlighted for both User and Professional roles The Module Permissions table lists My Info, Invoices, Documents (highlighted), and Support rows. The Documents row shows toggle-on for both the User and Professional columns. Four callouts mark the Documents row, the User toggle, the Professional toggle, and the Save button. app.getventana.com/portal/field-config Module Permissions Control which roles can access each portal module. ROLE ACCESS Module User Professional My Info Invoices Documents Support Save 1 2 3 4
1

Locate the “Documents” row

Scroll below the Features card to the Module Permissions table and find the Documents row.

2

Toggle ON for the User role

Click the toggle in the User column to grant access to your standard portal users.

3

Toggle ON for the Professional role (optional)

Unlike most modules, professionals can be granted Documents access. Toggle their column on if needed.

4

Click “Save”

Confirm the change with the Save button at the bottom right of the permissions table.

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Admins do not see a Documents sidebar item — the module is for User and Professional roles only.
Step 4 of 4

Grant Per-User Folder Access

You can assign specific WorkDrive folders to individual users from the Users admin page. Each user’s Folder Access modal lets you pick which folders they can see and set an upload destination.

Users admin page with a Folder Access modal open for Jane Smith, showing folder selection and upload destination The left side shows the Users table with Jane Smith's row highlighted and a Folder Access button. The right side shows the Manage Folder Access modal with a folder list (Client Documents added, Shared Reports and Archive 2024 available to add), an Upload Destination dropdown, and a Save Access button. Four callouts mark the Folder Access button, the folder list, the upload destination dropdown, and the Save Access button. app.getventana.com/portal/users Users NAME ROLE ACTIONS Jane Smith User Folder Access Robert Chen Professional Folder Access Manage Folder Access — Jane Smith Folder Access Client Documents ✓ Added Shared Reports + Add Archive 2024 + Add Upload Destination Client Documents ▼ Save Access 1 2 3 4
1

Open the Folder Access modal

From the Users admin page, find the user and click the Folder Access button in their row.

2

Select folders

Browse the folder list and click + Add next to each folder you want to assign. Added folders are marked with a check and highlighted in green.

3

Set the Upload Destination

Use the Upload Destination dropdown to choose which folder this user’s uploads will land in. Access includes all subfolders of each assigned folder.

4

Click “Save Access”

Click Save Access to apply the folder assignments. The user will see their assigned folders the next time they open the Documents page.

ℹ️
Access includes all subfolders of each selected folder. You can assign multiple folders to one user.
⚠️
If no upload destination is set, uploads may fail. Always set an upload folder for users who will upload files.
Next step

Share the user guide with your clients

Once Documents is enabled, send your users the guide below so they know how to browse folders and upload files.

View User Guide →