Drives & files

Drives are your workspace’s cloud storage. Open Drives to create one or more drives (for example Marketing or Operations), organise files into nested folders, and upload or download files. A storage meter shows how much of your plan’s quota you have used.

How full is your storage: the cloud icon next to Drives in the sidebar fills up as you use space, with the percentage beside it, so you can see where you stand from any page without opening Drives. The same meter sits at the top of the Drives page with the exact figures, for example “6.2 GB of 10 GB”. It counts everything stored by your workspace, not only Drive files: screen recordings, social media assets, attachments and documents all share the one allowance. The number updates as soon as you upload or delete something.

• The colours mean: below 75% you are comfortable, from 75% the meter turns amber, and from 90% it turns red and shows a warning symbol next to a “Get more space” button. The percentage is always written out, so you never have to read the colour alone.
• Over your allowance: if the meter shows more than 100%, you are over the space your plan includes. Nothing is deleted and nothing you have already stored disappears, but new uploads are refused until you free some space or move to a bigger plan. This can happen after a plan change, because a smaller plan has a smaller allowance than the files you already have.
• No limit: some workspaces have no storage ceiling at all, and their meter reads “No limit” rather than a percentage.
• Getting more space: “Get more space” opens Billing, where a higher plan includes a bigger allowance (Free 1 GB, Pro 10 GB, Enterprise 100 GB, White-label 500 GB). Upgrading raises the allowance immediately.

• Tree view: each drive shows a nested, collapsible folder tree on the left; click any folder to open it, or use the breadcrumb trail at the top to jump back up a level.
• Search across every drive: the search box at the top-left (above your list of drives) looks through every drive you can access, not just the one that’s open. Type to match file and folder names, or open Advanced search to filter by type, owner or date. Each result shows which drive it lives in; click a folder result to jump straight into that drive. You only ever see results you have permission to open.
• Drag & drop: drag any file or folder onto another folder (in the tree, the list, or the breadcrumb) to move it; or use the move icon. A folder cannot move into itself or one of its own sub-folders. You can also drag files from your computer straight onto a folder to upload.
• Preview: click an image, a PDF, or an Office file (Word, Excel, PowerPoint) to view it right in the browser; other file types download.
• Real-time documents: create a document (New doc) and edit it together live: up to 50 people in one doc at once, with each other’s coloured cursors and presence avatars, changes merged instantly and saved automatically. Whether you can edit depends on your access level on the drive.
• Real-time spreadsheets: create a spreadsheet (New sheet) and edit the grid together live; every cell syncs instantly between editors, with presence avatars and autosave.
• Real-time presentations: create a deck (New slides) and build it together live; add slides, edit titles and content, with presence avatars and autosave.
• Granular sharing: open Share on a drive to set custom access: keep it open to the whole workspace, or Restrict it and add specific people as Viewer (read-only), Commenter (read + comment) or Editor (full editing). Owners and admins always have full access.
• Comments & @mentions (open Comments on any file or document to discuss in threads, resolve items when done, and type @ to tag a teammate) they get a notification that links straight back to the file.
• Shared tab: a manager’s control panel for one drive: see everyone who has access (people, roles, plus owners & admins) and every share link in one place, then revoke a person, revoke or delete a link, create a new link, or bulk-revoke several at once. The client-portal connection lives here too. Shown to drive managers: owners, admins and the drive’s creator.
• Trash tab: deleting a folder or file moves it to the drive’s Trash instead of removing it straight away. Open Trash to Restore an item, Delete it forever, or Empty trash to clear everything you’re allowed to remove: a safety net against accidental deletes. Deleting an entire drive is protected the same way: it moves to a “Trash” section at the bottom of your drive list, where you can Restore it or Delete it forever.
• Virus-scanned uploads: every file you upload is automatically checked for malware before it can be opened or downloaded. While a scan is pending you’ll see a “Scanning…” marker; anything flagged is “Blocked”. It’s enforced on the server, so an unscanned or infected file simply can’t be downloaded.
• Share with a client: connect a drive to a project’s “Client portal” from the Shared tab to surface that drive’s files, read-only, to that project’s invited clients. Leave it “Not shared” to keep the drive internal. Per-item sharing (Viewer, Commenter, Editor on one file or folder) is for people inside the workspace: a guest can only ever see the files in drives linked to the projects they are on, so the sharing screen no longer offers a guest a level, and the database refuses to store one. If a client needs a file, put the file in a drive linked to their project.

1. 1

   Create a drive

   Drives > New drive. Give it a name and an optional description. Create as many as you need to keep teams or clients separate.

2. 2

   Add folders & files

   Inside a drive use New folder to build a hierarchy, and Upload to add files to the folder you are currently in. Folders can be nested as deep as you like.

3. 3

   Organise by moving

   Use the move icon on any row to re-file a folder or file. The destination picker shows the whole tree so you can place it exactly where it belongs.

4. 4

   Share with custom access

   Click Share on a drive. Turn on “Restrict access” to make it private, then add people as Viewer, Commenter or Editor. Only owners, admins and the drive’s creator can manage sharing.

5. 5

   Comment & tag teammates

   Open Comments on a file or document, write a note, and type @ to mention a teammate (they get notified). Resolve a comment when it’s handled.

6. 6

   Manage who has access

   Open the Shared tab on a drive (managers only) to review everyone with access and every share link, then revoke people or links, create a new link, or bulk-revoke. Connect a Client-portal project here to share the drive read-only with that project’s clients.

7. 7

   Find a file across drives

   Use the search box above your drive list to search every drive you can access at once. Open Advanced search to narrow by type, owner or date, then click a result to jump to it in its drive.

8. 8

   Restore something you deleted

   Deleted a folder or file by mistake? Open the Trash tab on the drive and click Restore. To remove items for good, use Delete forever or Empty trash. Deleted a whole drive? It moves to the “Trash” section at the bottom of your drive list. Click Restore to bring it (and everything in it) back, or Delete forever to purge it permanently.

9. 9

   Automatically empty Trash (optional)

   Owners and admins can turn on auto-empty from the top of the Trash tab: pick how many days to keep deleted items (1-365, default 30) and anything older is permanently removed for you, the same as Delete forever, on a daily schedule. It is off by default and applies workspace-wide.