Filing to your Google Drive
Connect a Google account and Vylan copies approved documents into a folder structure you design. It is the one place your documents leave Vylan.
Most firms already keep client files somewhere — a Drive everyone knows their way around. Filing copies a document there, named and foldered the way you would have done it by hand.
You file. Vylan never files on its own. There is no automatic run after approval, none when an engagement completes, and none overnight. A document reaches your Drive because a person chose to put it there. Vylan decides the folder and the name; deciding that a document should go at all is yours.
Connecting
Open your filing settings and Connect under Google Drive. Once it is on, the card shows Connected as {email} and Open the Vylan folder in Drive takes you straight there.
Vylan creates and works inside one folder: Vylan files into a “Vylan” folder it creates in your chosen storage. You can move or rename that folder; Vylan keeps filing into it. It does not look at or reorganise anything else in your Drive.
Vylan stores your data in Canada. Documents you file to a connected storage provider leave Vylan and live wherever that provider hosts them. Worth knowing before you switch it on, and worth being able to answer when a client asks.
Deciding the shape
Under Folders & naming you build a Folder structure and a File name from tokens — the client, the year, the document type. Separate folder levels with /. Click a token below to insert it.
The Preview shows the path a real document would take, including the fallback when something is missing: If no year can be determined: {path}. Read it before saving — a template that looked obvious while you typed it can put ten thousand files somewhere odd.
Changing the structure or the naming affects documents filed afterwards. It does not go back and reorganise what is already in Drive, so redesigning it a month in leaves you with two shapes.
Filing a document: the engagement's Filing panel
Every engagement carries a Filing panel, and that panel is the whole feature. It lists every live document on the job — uploads and deliverables both — and against each one it tells you two separate things: where it sits inside Vylan, and whether a copy exists in your storage yet.
A document that has not been copied out reads Not filed yet. One that has reads In your storage, with a link straight to it.
- Open the engagement and find Filing.
- Press File on a row to copy that one document out. Or tick several and use File selected — Select all takes the lot.
- The row switches to In your storage when the copy has landed, with a link to it. That is your confirmation.
There is no confirmation dialog and no plan to approve. Pressing File files. The panel showing Not filed yet on everything else is the honest picture of what has and has not left Vylan.
Filing the same document twice does nothing the second time — Already filed earlier — never filed twice. You cannot litter your Drive with duplicates by pressing the button again.
Putting a document somewhere specific
File myself is the other door: pick the documents, then browse your storage and choose exactly where they go, instead of taking the folder your template would have produced. Useful for the deliverable that belongs in a place your naming rules were never going to guess.
Renaming or moving a document inside Vylan afterwards does not follow through to the copy already in Drive. The two stop matching from that point, which is usually fine and occasionally surprising.