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Drive

GARP Drive is the file store at https://<workspace>.garp.aiconec.com/drive, and the Drive tile on the apps screen goes to the same place for everyone who can sign in to the desk. It gives your team a shared place for contracts, price lists, photos and working documents, with folders, sharing controls and in-browser previews, plus a document editor for writing together. It is separate from the attachments on ERP records (those stay with their document) and is meant for the files that do not belong to any single transaction.

Key concepts​

  • Home — your personal space, created for you the first time you open Drive. Only you see what is in it until you share something.
  • Teams — the shared spaces, listed by name in the sidebar. Someone creates a team in Settings > Teams and invites people to it. Every member can open everything in the team, but only its Managers and the person who uploaded a file can rename, move or delete that file; a member set to Guest can read but not add anything.
  • Folder and File — the usual hierarchy. PDFs, images, video, audio, text and code preview in the browser. Word, Excel and PowerPoint files are rendered by Microsoft's Office Online service, so Drive warns you first and offers Download instead, and that preview only works if your administrator has set the access key in Drive's storage settings. Files above the preview size limit — 100 MB unless your administrator raises it — are offered as a download instead.
  • Document — a document written in Drive. Creating one opens the Writer, a separate editor screen; several people can type in it at once, it keeps earlier versions, and comments can be left on a passage and resolved. Uploaded files have no version history — see below.
  • Sharing — per file or folder. General Access is one of Accessible to invited members, Accessible to a team or Accessible to all, and each person or team you add gets Can view, Can upload (folders only) or Can edit. A folder's permissions apply to everything inside it, and Advanced in the share dialog turns Allow download off.
  • Recents, Favourites and Shared — the views you use to find things again; Shared splits into By and With you. Search in the sidebar matches file and folder names, not the text inside them.
  • Trash — deleted items sit here and are removed for good 30 days later, or at once if you use Empty.

How it fits together​

Home (yours)  ─┐
               ├─ Folders ─▶ Files and Documents ─▶ shared with people, a team, or a public link
Teams (shared)─┘

Each member has a storage quota within each team — 5 GB unless your administrator changes it on the team — and the Storage bar at the foot of the sidebar shows how much of yours is used. An upload that would go past it is refused with "You're out of storage!", and so is restoring something from Trash. What the workspace as a whole may store is set by your plan; see Plans and limits.

Common tasks​

Upload files and organise them​

  1. Open /drive. In Home or a team, click Create > Folder to create a folder and open it.
  2. Click Create > Upload File or Create > Upload Folder, or drag files from your computer onto the window. Uploading a folder keeps its structure.
  3. Right-click an item for Share, Download, Copy Link, Move, Rename, Show Info, Favourite and Delete. Show Info is also where you put tags on a file.

Uploading a file whose name is already in the folder adds a second copy — Contract (1).pdf — instead of replacing the first, so keep dates or revision numbers in your file names.

Share a folder with a colleague​

  1. Right-click the folder and choose Share.
  2. Under Members, type the colleague's name or email, choose Can view, Can upload or Can edit, and click Invite. They get an email and a notification in their Inbox, and the folder appears under Shared > With you. An email address with no account yet is sent an invitation to join.
  3. To share outside the company, set General Access to Accessible to all and use Copy Link: anyone holding that link can open it without signing in. Put it back to Accessible to invited members when the need has passed.

Write a document together​

  1. Click Create > Document. Drive creates Untitled Document in the current folder and opens it in the Writer; rename it from Drive with right-click Rename.
  2. Share it with Can edit. Everyone with access can edit at the same time, and the Writer keeps earlier versions of the text.
  3. Comment on a passage to discuss it without changing it, and type @ with a name to send that person a notification.

Recover a deleted file​

  1. Open Trash in the sidebar.
  2. Right-click the item and choose Restore. It returns to the folder it came from, provided you have the free storage for it.
  3. Do this within 30 days. After that Drive deletes trashed items for good, as does Delete forever.

Setup checklist​

  1. In Settings > Teams, click New to create a team — the one who creates it becomes its Manager. Home needs no setup.
  2. Invite colleagues with Invite, then set each one on the Members tab to Manager (can change anything in the team), User (can add files and folders, and change their own) or Guest (read only).
  3. Create the top-level folders — for example Finance, HR, Sales — and move existing shared files in; uploading a folder preserves its structure.
tip

In the desk, the Attach dialog on any ERP record has a Drive source — Upload from GARP Drive — so a file already in Drive can be attached to an invoice or a supplier without downloading it first. It attaches a copy, so later edits in Drive do not change what is on the record.

  • LMS — course material.
  • Projects — project deliverables.